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🌟 Guidelines for Active Contribution and Volunteer Inactivity¤

As a volunteer with PyCon DE & PyData 2025, your contributions are vital to the success of our conference. We deeply appreciate the time and skills you dedicate to this endeavor.

🏆 Expectations for Active Contribution¤

When you join a committee, you commit to a certain level of engagement, as detailed in the committee description. Active contribution includes:

  1. Timely task completion: Completing assigned tasks within the agreed-upon timeframes.
  2. Active meeting participation: Engaging in meetings, contributing to discussions, and collaborating on solutions. We encourage having your camera on when possible to foster a sense of presence and teamwork.
  3. Responsiveness and Communication: Be responsive in our communication channels, including chat platforms and email, even between meetings. Timely responses are crucial for effective collaboration and decision-making.

We understand that the level of commitment can vary based on the committee and the phase of the conference planning. It's important to note that being active doesn't necessarily mean you're always working on something. There will be natural ebbs and flows in activity levels depending on the committee's workload and the stage of the planning process.

Once you've made a substantial contribution to a particular task or project and it's completed, it's perfectly normal to have a period of reduced activity until the next task arises. This doesn't mean you're inactive - it simply reflects the natural rhythm of the work.

🚩 Signals of Inactivity¤

While we understand that activity levels may fluctuate, there are certain signals that may indicate a volunteer has become inactive:

  1. Consistently missing deadlines: If a volunteer regularly fails to complete tasks within the agreed-upon timeframes without communicating challenges or seeking an extension.
  2. Prolonged unresponsiveness: If a volunteer is consistently unreachable or unresponsive in communication channels, despite multiple attempts to contact them.
  3. Repeated absence from meetings: If a volunteer frequently misses meetings without prior notice or follow-up.

If we observe these signals, we'll reach out to check in and see if there's anything we can do to support the volunteer's active contribution.

🕰️ Changes in Availability¤

We recognize that life circumstances can change and that the time you have available to dedicate to the conference may fluctuate. If you find that you are no longer able to meet the commitment expectations for your role, or if your availability has significantly decreased, please let us know as soon as possible.

There is no need to provide a detailed explanation - a simple notice to your committee chair or the volunteer coordinator is appreciated. We understand that sometimes things can go really bad, and in these situations, it's especially important to communicate so that your team is not left hanging.

We respect your privacy and autonomy, and we're here to support you. If you need to step back, please don't hesitate to let us know. The sooner we're aware, the better we can adapt and redistribute tasks to ensure the continued smooth operation of the team.

🌿 Inactivity and Team Dynamics¤

In the event that a volunteer becomes inactive or unresponsive without notice, it can impact the rest of the team. Delays in tasks or decisions can hinder progress and create uncertainty for those volunteers who remain active.

To maintain a positive and productive team dynamic, if a volunteer appears to have become inactive, we may need to proceed with reassigning their responsibilities and removing them from the committee.

Please understand that this is not a personal judgment. We have a responsibility to all of our volunteers and to the success of the conference to ensure that our teams remain active and engaged.

🌻 Open Communication and Gratitude¤

We strive to foster a culture of open, honest communication in our volunteer teams. If you're experiencing challenges in meeting the expectations of your role, please don't hesitate to reach out to your committee chair, The Office or the Steering Committee. We're here to support you and to find solutions together.

And if the time does come for you to step away from your volunteer role, please know that we are immensely grateful for all that you have contributed. Your efforts, no matter the duration, have played a part in making PyCon DE & PyData 2025 a success.

🌈 Rejoining the Team¤

If your circumstances change and you find yourself able to meet the contribution expectations again in the future, we welcome you to reach out. Once a part of the PyCon DE & PyData 2025 volunteer community, always a part of the community.

Thank you for your understanding, your commitment, and your part in making PyCon DE & PyData 2025 an incredible event. Your active contributions are what bring our conference to life.

If you have any questions about these guidelines, please don't hesitate to ask. We're always here to clarify and to support you in your volunteering journey.