Volunteering > Volunteer Role Description

­Volunteer Role Description

Who are volunteers?

Volunteers come from many different backgrounds, ages, and experiences. We value our volunteers - from those who participate in set-up and assistance on the day to the weeks put in by our organizing committee - and everyone in between. We welcome all applicants for volunteering and do not discriminate against sex, age, race, religion or identity.
The volunteer roles we are looking to fill are currently based on-site at our conference facilities. If virtual volunteer roles open we will put out a separate call. Thank you for considering being a part of our volunteer team at deRSE23.

What do volunteers do?

Volunteers participate in a wide range of tasks which help us to deliver a successful conference. While this list is not extensive, in the past volunteers at similar conferences have:

  • Assisted with pre-conference set-up by:

    • Putting up signs/posters throughout the venue.

    • Preparing the cloakroom.

    • Setting-up the front desk with name badges and information for the conference attendees.

    • Setting up rooms for the conference sessions, including workshops/walkthroughs, and checking equipment is working.

  • Worked in a team with rotating assignments so that everyone on the volunteer team is able to attend the sessions of the conference she/he is interested in. Assignments have included:

    • Staffing the front desk. The desk will be manned throughout the conference as a first point of contact for all conference attendees:

      • Registering conference attendees.

      • Handing-out name badges.

      • Helping with general information and directions.

    • Staffing the cloakroom. Conference attendees will be able to check their coats and bags to be stored in the cloakroom:

      • Handing out tickets for each item and checking attendees are picking up the correct items.

    • Helping during workshops/sessions. Session Chairpersons will introduce each speaker and Chair questions to manage the session, our volunteers helped by:

      • Managing microphones by giving them to and receiving them from delegates in the audience.

      • Helping people in and out of the session.

      • Seating late entries after the doors have closed.


What skills, experience and attributes do I need?

Along with having great communication and interpersonal skills, we ask that you are: 

  • Friendly and enthusiastic about creating a warm and welcoming environment for a successful conference.

  • Willing to work as part of a team. 

If you have specific technical skills and experience such as setting-up/using audio-visual equipment or anything else you think might be particularly useful then please let us know when you apply. We will do our best to align you with a volunteer role that suits you.


Who will I be volunteering with?

You’ll be volunteering as part of the team making the event happen, working with other volunteers and the committee to create a pleasant and smooth experience for participants.


How much time will I be expected to give?

Our main goal is to work with you and ensure you have a positive experience. As we have pre-, during and post event volunteer tasks each assignment will have expectations set for volunteers to agree to prior to a volunteer starting their shift.
The conference is taking place at the Heinz Nixdorf Centre in Paderborn, from Monday the 20th to Wednesday the 22nd of February.
We will expect you to attend an hour-long online induction session with the Volunteer Chair before the conference, to be held in the week starting on the 6th of February 2023.
The Orga team will meet on Sunday the 19th of February on the venue to iron out the last details, you are welcome to join us if you can.
On the first day of the conference, depending on the shifts we might need you to come ahead of the conference start time.
Timings to be announced.


What benefits do I get from volunteering?

Outside of a great opportunity to meet people in the RSE network and gain valuable organization experience, you will have:

  • the opportunity to attend some of the sessions you are interested in;
  • a discounted conference fee
  • amazing t-shirts to represent the deRSE23 team!

You will be expected to arrange your own transport and accommodation, if needed, for the duration of the conference.


I’m interested, what’s my next step?

If you’d like to find out more about volunteering, please view our Call for Volunteers for more information and how to apply. If you have any questions, please contact us via email at michele.mesiti AT kit.edu or at derse23orga@listserv.dfn.de.

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