Volunteer Roles¶
Roles marked * are generally led by or reserved for the full time team/nominated community members
On Ground¶
| Role | Count | Description |
|---|---|---|
| Auditorium Manager / Head (Audi 1 & 2) | 1 per Audi per shift (4) | Oversees all volunteer activity within the auditorium across both days, ensuring sessions run on time and the space is well-managed. |
| Auditorium Volunteer (Audi 1 & 2) | 6 per Audi (by shifts) 3 for Audi 2 |
Assists with seating, speaker setup, Q&A management, and attendee flow during sessions in the auditoriums. |
| Emcee | 4 (2 per Audi) | Hosts and energises the auditorium by introducing speakers, managing transitions between sessions, and keeping the audience engaged. |
| Registration Desk | 12 (2 Speakers/Guests/Contributor + 4 General each shift) | Manages check-in for all IndiaFOSS attendees. Distributes ID stickers, and redirects entry-related queries to helpdesk. From 8-12 |
| Devroom Overall Coordinator | 1 | Acts as the central point of coordination across all devrooms, ensuring each devroom POC has what they need and escalating issues as needed. |
| Devroom Volunteers | 2 per devroom | Serves as the on-ground point of contact for a specific devroom, liaising with the devroom managers and ensuring sessions run without disruption. |
| Booth Manager | 2+2 | Oversees the project and community booth area, helping exhibitors set up, stay on schedule, and engage with attendees. |
| Sponsor Manager | 3 | Is the primary on-ground contact for sponsors, ensuring their booths, branding, and any commitments are fulfilled during the event. |
| Vendor/Logistics Manager | 2 | Overlook all operations and logistics at the event |
| Vendor - F&B | 2 | Coordinates with food and beverage vendors to ensure meals and refreshments are served on time and in adequate quantity. |
| Vendor - A/V | 2 | Liaises with the audio-visual team to ensure microphones, LED wall, and sound systems are functional across all spaces. |
| Vendor - Photography | 2 | Coordinates with the photography and videography team to ensure key moments, spaces, and sessions are well-documented throughout the event. These volunteers will help Marketing Volunteers too. |
| Vendor - Venue Setup | 1 | Works with the venue team to ensure tables, chairs, and layout are in place and adjusted as needed across both days. |
| Vendor - Accommodation | 2 | Books accommodation for diversity scholars and volunteers and acts as a point of contact for any stay-related issues. |
| Vendor - Printables | 2 | Manages ordering, receipt, quality check, and distribution of printed materials including T-shirts, stickers, badges, and signage. |
| Livestream Volunteer | 5 | Works with Shree to manage stream health, and ensures each auditorium and devroom session is broadcasted live to the online audience. |
| Short form video and photography volunteers | 20 | Edits and processes marketing videos pre-event and session recordings post-event for publication on FOSS United's socials. |
| Merch Manager | 3 | Runs the merchandise counter, manages inventory of T-shirts and FOSS United swag, and handles sale and distribution to attendees. |
| * Helpdesk / FOSS United Booth | 1 (full-time or GB) | Staffs the FOSS United community booth, answering questions about the organisation, ongoing projects, and how to get involved. |
| Diversity Volunteer | 5 | Supports the diversity and inclusion initiatives at the event, assists scholarship attendees, and helps create a welcoming environment for underrepresented groups. |
| Speaker Manager | 5 (2 for each audi and 1 main manager) | Is the dedicated point of contact for speakers assigned to their auditorium or track, ensuring they are briefed, comfortable, and on stage on time. Capturing photos and getting quotes from speakers for live tweeting (2). |
| Code of Conduct (CoC) Volunteer | Foundation Members | Monitors the event for CoC violations, receives and escalates reports, and helps ensure a safe and inclusive environment for all attendees. |
| First Floor Manager/ Attendee Manager | 1 (full-time) | Oversees all volunteer activity and attendee flow on the first floor, acting as the go-to person for any issues in that space. Monitors overall attendee experience on the ground, proactively addressing confusion, crowding, or accessibility needs. |
| Ground Floor Manager/ Attendee Manager | 1 (full-time) | Oversees all volunteer activity and attendee flow on the ground floor, ensuring smooth operations across registration, booths, and common areas. Monitors overall attendee experience on the ground, proactively addressing confusion, crowding, or accessibility needs. |
| Marketing Volunteer (rotating) | 3 | Captures real-time content during the event - quotes, photos, moments - for social media posts and live coverage. 2 for live-tweeting, 1 for short-clips. |
| Low Waste Volunteer | ~4 | Make sure waste from the event is handled properly. You will work with a third party vendor for this. |
| Floating Volunteer | 6 (3 per floor) | Steps in wherever needed across the floor, filling gaps, supporting other teams, and handling ad-hoc tasks as they come up. |
| Other Smaller rooms | One each | We’ve historically had at least 3 small rooms for BoFs |
| Network Volunteer | 10 | Handle internet and Wifi for IndiaFOSS. |