diff --git a/events/events-team/README.md b/events/events-team/README.md index 70c5939ee..511b64d65 100644 --- a/events/events-team/README.md +++ b/events/events-team/README.md @@ -19,6 +19,7 @@ the logistical and operational pieces together. | Marketing Lead | [Marketing Handbook] | | | CNCF Events Manager | CNCF | CNCF will staff this | | Content Subteam | [Content Subteam Handbook] | | +| Operations Lead | [Operations Handbook] | | | Accessibility, Inclusiveness, and Diversity | TODO | | @@ -47,6 +48,9 @@ The [Content Subteam Handbook] includes detailed handbooks for Content Coordinat ### Registration [registration handbook] +### Day-Of Operations +[Operations Handbook] + # Out of scope We don't coordinate meetups. CNCF leads these efforts and their information can be found [here]. @@ -60,3 +64,4 @@ We don't coordinate meetups. CNCF leads these efforts and their information can [Marketing Handbook]: ./marketing/README.md [Content Subteam Handbook]: ./content/README.md [Project Manager Handbook]: ./projectmanagement/README.md +[Operations Handbook]: ./operations/README.md diff --git a/events/events-team/operations/README.md b/events/events-team/operations/README.md new file mode 100644 index 000000000..0af54fa3b --- /dev/null +++ b/events/events-team/operations/README.md @@ -0,0 +1,94 @@ +# Operation Lead Handbook + +The Operations lead is responsible for day-of event management, supervision of event space, +schedule adherence, and delegation/management of room staff. + +- [Overview](#overview) +- [Skills and Qualifications](#skills-and-qualifications) +- [Activities](#activities) +- [Room Duties](#room-duties) + +## Overview + +The Operations lead is responsible for all day-of duties, including room staffing. +They are the person who is at the event to make sure it runs smoothly, typically with very +little focus on attending sessions/content. The majority of these duties are known, +but unassigned until a schedule framework has been finalized by the content lead. + +Time Commitment: + +- 1-2 hours per week, before the Schedule framework is finalized +- 3-4 hours per week, after the Schedule framework is finalized +- On-site: Approximately 2 hours for a site walkthrough, usually 1 day before the event, and supervisory duties for the entire event, not including the social. + +## Skills and Qualifications + +The Operations Lead must have been a shadow on the Operations team during a +previous contributor summit. The shadow is signing up to commit to lead a +future event within the next 12 months. + +- Demonstrate empathy +- Good organizational skills +- Be committed to a schedule running on time +- Able to balance a time sheet for a team of volunteers +- Have an eye for detail, to watch for problems +- Be helpful! + +Shadows vs Volunteers: + +- Shadows intend to take over the duties of planning and running this +segment in the future. (1-2 shadows is ideal) +- Volunteers are there to help with all the room staffing duties during the event, +but do not need to be involved with the Lead’s duties. This may include leads and +shadows from other tasks, if they do not already have conflicting day-of duties. + +## Activities + +- Gather a team of room staff +- Attend weekly meetings +- Be aware of the room layout and needs, including which rooms will be recording, which need projectors, which need microphones, etc. +- Be the keeper of any schedules and maps +- Create the staffing spreadsheet + - [Example Sheet] + - Identify responsibilities per room/session type + - Assign people times and/or have a sign up party + - Typically the helpers/room staff will want to attend some sessions, so allowing them to sign up in a round-robin fashion allows staff to attend the sessions they are most interested in. + - Keep several printed copies of the finalized schedule on a clipboard. + - The AV techs often appreciate having a copy of the schedule + - People will ask you about when and where things are + - A clipboard makes you look official +- Ensure session timeliness +- Be visible on-site for anyone with questions (“Where is room X?”, “What time is session Y?”, “Where is the coffee?”, “Have you seen Bob?”, etc) +- Keep running notes of feedback and how rooms can be run better +- Keep an eye on the summit slack channels +- Facilitate the Docs sprint, if one happens + - Do not interrupt the quiet room + - Make sure they have everything they need, usually with visual cues, like a thumbs up/down + - Make sure they know when lunch/coffee breaks are happening +- Assist in creation of the day-of operations event brief for all staff members +- Event wrap up: Participate in retro + +## Room Duties + +This is a (possibly incomplete) list of duties for all volunteers/room monitors: +- Verify sound, projection, and recording are working appropriately, depending on the rooms’ needs + - Fix any problems with AV, facilities, or event staff +- Make sure rooms have pens/paper/etc, as appropriate +- Prompt the room to assign a note-taker, as appropriate. This is particularly important in unconference sessions. + - Notes will typically be available in a shared drive through a k8s.dev short link, with access granted to the k-dev mailing list +- Do not let someone monopolize the conversation. + - This is a judgement call. If one person is speaking, and everyone is listening, that might be fine, but if multiple hands are raised, make sure everyone who wants to speak gets a chance to do so. + - Definitely ask "Has everyone who wants to speak had a chance to do so?" +- Keep the room schedule moving on time. + - In an unconference or SIG meeting, feel free to interrupt with "Sorry, but I just want to let everyone know we only have 5 minutes left." and/or "Time's up and there's another session in this room." + - In a presentation or workshop session, sit in the front and flag the speaker, to let them know when time is getting close. +- Hallway track: Make time announcements so people know to move to sessions +- Keep an eye on the summit slack channels + +It is recommended to have a total number of onsite room staff (shadows plus +volunteers) that is equal to at least the number of active rooms plus one. Having +one or two people as standby/hot spare is ideal for when someone needs a break +or is giving a presentation. The Operations Lead typically wanders the event +for the entire day, ensuring there are no problems that need to be dealt with. + +[Example Sheet]: https://docs.google.com/spreadsheets/d/19AozvMyS3OcCO9qA7Rq5YAVKnasDgHRIZ_V2rqYHOro/edit?usp=sharing