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Call for Volunteers¤

Note

This document is a template for the volunteer roles and responsibilities. It should be customized for each event. Especially, check the highlighted parts and replace them with the relevant information.

Response is collected via a online form.

Description¤

Title: Call for Volunteers: PyCon DE & PyData 2025¤

Conference Dates: 23.04.2025 - 25.04.2025

Location: Darmstadt, Germany

Have you always wanted to get involved in organizing a conference? Here’s your chance! We are looking for on-site volunteers during the 3 days of the conference in April 2025.

Why Volunteer?¤

  • Be a part of an awesome community and contribute to the success of the event.
  • Gain behind-the-scenes experience and learn about different aspects of organizing a conference.
  • Meet and work with organizers, fellow volunteers, and speakers.
  • Enjoy being part of the conference team while helping to create an unforgettable experience for all attendees.

Who Should Apply?¤

We are looking for motivated volunteers who plan to attend the conference from 23.04.2025 to 25.04.2025. You will be asked to assist for a total of 9 hours over the course of the conference (some tasks may start on 22.04.2025).

Volunteer Roles¤

Registration Desk (Starting on 22.04.2025)¤

As part of the registration team, you will be responsible for welcoming attendees, validating tickets, and providing them with their badges, wristbands, swag, and important conference information.

Room Monitoring & Q&A Support (Starting on 22.04.2025)¤

You will help ensure that rooms adhere to fire regulations by checking that all attendees are seated and the room is not over capacity. Additionally, you may assist in passing the microphone for the Q&A session at the end of each talk.

Tutorials Sign-Up¤

You will be stationed at the registration desk, where attendees can sign up for tutorials. You will provide wristbands for those who register, which they must show before entering the tutorial room.

Setup and Cleanup (Starting on 22.04.2025)¤

Help us get ready for the event by sorting attendee badges, setting up registration, and distributing signs. At the end of the conference, you’ll help with cleanup and ensuring the venue is left in good condition.

Runners¤

Be ready to assist wherever needed! This could include moving materials, delivering messages, preventing attendees from entering overfilled rooms, or supporting other volunteers.

Runners for Session Chairs: You will go from room to room before each talk to make sure the session chairs are present (a list of names will be provided).

A detailed schedule and description of tasks will be shared upon selection.

Volunteer Selection Process¤

Our conference is community-driven and strongly committed to fostering an inclusive and diverse environment. We believe in the value of a diverse team and are particularly interested in ensuring that underrepresented minorities (URM) have a voice and an active role in shaping our event. This philosophy extends to our volunteer selection process, where we aim to build a team that reflects a wide range of backgrounds, experiences, and perspectives.

How We Select Volunteers:¤

The selection process for our volunteers is simple yet thoughtful, designed to ensure that our event is supported by passionate individuals who are eager to contribute. Our process is structured around gathering key information about each applicant to understand their background, motivations, and availability. Here’s how it works:

  1. Application Form
    We ask applicants to provide basic information such as their email address, full name, and country of residence. We also inquire about whether they’ve volunteered with us in the past to build on prior experience and foster long-term community engagement.

  2. Personal Background and Motivation
    In addition to collecting factual details, we also ask each applicant to tell us a bit about themselves and their background. This helps us understand the unique perspectives they bring to the conference. We encourage applicants to share what motivates them to volunteer and how they’d like to contribute. This information is crucial as it helps us gauge not only their enthusiasm but also how they envision supporting the event.

  3. Commitment to Diversity and Inclusion
    Our community places a high value on diversity and inclusion. In line with this, we are particularly keen to hear from individuals from underrepresented groups and those who can offer different perspectives. While we do not require extensive experience, we prioritize applicants who share our commitment to creating a welcoming and supportive environment for all participants.

  4. Meeting Availability
    One day before the conference, we organize an in-person meeting with all volunteers at the venue. This meeting is essential for familiarizing volunteers with the layout of the venue, reviewing tasks, and building team cohesion. We ask volunteers to confirm their availability for this meeting to ensure that they can fully engage in the preparation process.

  5. Selection Criteria

    • Passion and Motivation: We prioritize individuals who demonstrate a genuine interest in contributing to the success of the event and supporting the community.
    • Diversity and Representation: We actively seek to build a volunteer team that reflects diverse backgrounds, including gender, ethnicity, and geographic diversity.
    • Availability and Commitment: Volunteers must be available to support the event for a total of 9 hours, including attending the pre-conference meeting.

  6. Final Selection and Notification
    Once we review all applications, we will select a diverse group of volunteers based on their background, motivation, and availability. Selected volunteers will be notified via email, and detailed information about their roles and tasks will be provided.

Volunteer Application Fields¤

Here is a breakdown of the fields we use to gather information about our volunteers:

  • Email Address: text field
  • Full Name: text field
  • Country of Residence: text field

  • Were you a volunteer in one of our previous conferences?: yes/no

  • Please tell us a bit about yourself: short text (optional)

  • Please write a short introduction about yourself: short text
  • Please provide background information about yourself: long text

  • What motivates you to volunteer for our conference, and how would you like to contribute?: long text

  • Pre-conference Meeting Availability
    One day before the conference, we will hold a meeting at the venue to go over the different tasks and locations.
    Will you be available?: yes/no

By making diversity and inclusion a key focus in our selection process, we strive to ensure that our volunteer team reflects the richness and variety of our community. We encourage anyone who is motivated, regardless of experience level, to apply and be part of this exciting event.