BarCamp Crew Roles and Responsibilities

In order to further clarify who does what, we have put together a list of roles and responsibilities for the BarCamp Nashville Crew. If you would like to get involved in planning BarCamp, consult the list as a brief orientation and jump right in by attending the next Crew meeting.

Below are the standing positions for the Crew that organizes BarCamp along with their respsonsibilities. The Chair and Coordinators constitute the official Board of Organizers who share primary responsibility for producing the event. Listed with several of the Coordinator positions are specific Team positions that are essential to creating a manageable work load. In addition to these standing positions, the Crew also consists of other volunteers who attend meetings and contribute to planning and holding the event.

Positions on the Crew are not so much about decision-making as they are about coordination and making sure things get done. Despite the assigned responsibilities, everyone on the Crew assists with ideas across all the planning areas and everyone is encouraged to weigh in on decisions regardless of whether or not they hold a Coordinator position or have volunteered to help with a specific area. As much as possible, decisions are made by consensus, but otherwise by a vote of the top-level Coordinators (with ties being decided by an appeal to the Advisory Board).

Chair:
• Provide overall direction and points of attention
• Lead planning meetings
• Coordinate selection of venue

Budget Coordinator:
• Estimate expenses
• Monitor income vs. expenses
• Maintain contact info for sponsors
• Send correspondence to sponsors:

Invoice for sponsorship payments
Receipt and thank you for sponsorship payments

• Provide weekly financial report

Communications Coordinator:
• Record and distribute minutes of crew meetings
• Manage membership of crew mailing list
• Reserve room for meetings
• Send reminders about upcoming meetings

Marketing Coordinator:
• Develop marketing plan:

Promotions via email, web, social media, local stores, TV, radio, newspapers, bloggers
News coverage via TV, radio, newspapers, bloggers

• Collaborate with Sponsorships to develop sponsor pitch kit
• Coordinate copywriting, graphic design, print production and website management:

Copywriting Team:
Produce written copy:

Website
Promotional emails
Press releases
Public service announcements
Social media: Facebook, Twitter
Program evaluation/feedback survey

Graphic Design Team:
Produce graphic design:

Sponsor pitch kit
Website, including sponsor logos
Promotional emails
Promotional web badges
Printed posters
T-shirts
Venue signage
Program schedules
Name badges
Schwag bags

Print Production Team:
Arrange production of:

Posters
T-shirts
Venue signage
Program schedules
Name badges
Schwag bags

Website Team:

Update design of website
Post marketing content to website
Manage pre-registration on website
Manage collection of program evaluation/feedback survey
Provide technical support for website

Production Coordinator:
• Identify equipment needs for venue
• Provide appropriate sound, power, A/V, video recording, lighting, staging, seating, tables as needed for all areas of venue
• Map use of venue: session rooms, cafe/lounge, exhibitor tables
• Coordinate load-in/set-up/load-out of the venue
• Coordinate catering, program management, technical services, video production and volunteer staff:

Catering Team:
Arrange food/beverage services:

Opening/breakfast
Lunch
Cash bar
Afternoon snacks
After party
Drinking water for speakers

Program Management Team:
Encourage members of the community to present sessions
Coordinate building the speaker schedule
Coordinate speakers (collect bio, notify time slot, solicit A/V needs, check-in at venue, encourage uploading slides)
Manage speaker sessions and provide general assistance/info to attendees and speakers in the session rooms
Coordinate development of program evaluation/feedback survey