WordCamp US planning does require more time than local WordCamp planning! The organizing team will start onboarding in January 2020, and in addition to event planning tasks, squads will have weekly or bi-weekly meetings leading up to WCUS in October 2020. Squad Captains will have an additional weekly meeting with the LT. The time commitment will increase as we get closer to the event. While on site, all organizers will be assigned scheduled volunteer shifts, and will have a volunteer shift at WordFest (formerly known as the after party).
Squad Captains
Squads are led by Squad Captains who provide project management. Squad Captains have the following roles and responsibilities:
- Setting regular check ins with their Squad
- Attending weekly meetings with other Squad Captains and Lead Trio (“LT”)
- Set goals, assign roles and responsibilities for their Squad
- Determine any needed tools specific to their Squad
- Creating a schedule of deadlines for their Squad
- Raising and helping to address issues as they come up
- Reporting progress to the broader organizing team
- Addressing challenges that may arise within the Squad
- Helping to determine on site schedule for their Squad
Local Activation Squad
The Local Activation Squad generates excitement in the local community! Made up of local organizers, this Squad helps to maintain the presence of meetups in the local city and does outreach to other local communities leading up to WCUS. Responsibilities include:
- Supports monthly meetups locally
- Acts as local community ambassadors to talk about WordCamp US
- Supports call for volunteers outreach via direct contact with local community
- Special Project: STLWP.org website redesign
- Creates content for local community social media channels
PR/Communications Squad
The PR/Communications Squad will handle internal and external communications for WCUS. They will be in regular communication with other squads, and generate website content, blog posts, and social media posts to build excitement for WCUS. They will also coordinate photography, wrangle media partnerships and write press releases. Responsibilities include:
- Collaboration with Design team for branding and design templates
- Updates to website content
- Generate ideas for, write, and publish blog posts
- Social media management leading up to and during WCUS
- Defining and executing on media partnerships
- Community Spotlight outreach
Photography Squad
The Photography Squad captures the excitement of WCUS in quality photos! They recruit photography volunteers and plan ahead to make sure that we capture all the right moments. Responsibilities include:
- Issues Call for Photographers
- Collaborates with Design and PR/Comms in selecting photos
- Identifies key places where photographers should be stationed
- Manages photography volunteers on site
- Reviews and curates photos post-WCUS
Design/Web Squad
The Design/Web Squad creates the brand of WCUS through visual and digital graphics, and manages the functionality and design of the official website. They are additionally responsible for print material, stage design, and swag coordination. Responsibilities include:
Design
- Creating the WCUS brand
- Creating templates for PR/Comms to use for social media posting
- Finessing website blog posts to improve user experience
- Design for Wapuu, logo, and designs for t-shirt and swag
- Stage dressing
- Signage
Website
- Launch ticket sales, create coupon codes and ticket reservation blocks
- Create official website
- Website menu organization and functionality
- Creation of day of website
Swag
- Selection and coordination of attendee swag items
- Selection and coordination of speaker swag items
Programming Squad
The Programming Squad curates all talk and workshop content for WCUS. They launch Call for Speakers, vet and select applications, handle all communication with speakers, create the WordCamp schedule, and provide day-of speaker support. The Programming Squad ensures that content for WCUS is topical and exciting! Responsibilities include:
- Launching Call for Speakers
- Brainstorming for workshops and workshop logistics
- Vetting and selecting applications
- Preparing backup speakers
- Email and Slack correspondence with speakers
- Vetting of presentations
- Setting WordCamp schedule
- Coordination with logistics to ensure that speakers have what they need
- Curation of the speaker emergency contact list
- Day-of speaker support
- Creating speaker and session pages in collaboration with PR/Comms and Web/Design
- Arranging for speaker thank you notes
Youth Programming Squad
The Youth Programming Squad plans and delivers KidsCamp, along with any other content for young WordPress enthusiasts. Responsibilities include:
- Planning content for KidsCamp
- Helping with registration processes
- Ensuring that correct contracts, background checks, and agreements are signed
Attendee Experience Squad
The Attendee Experience Squad is responsible for email correspondence with attendees, including allergy support, accessibility needs, and visa letters. They envision what the best experience for our attendees would look like and work to make it happen. Responsibilities include:
- Responding to emails from attendees
- Handling accessibility needs, allergy requests, visa letter requests, and ticketing questions
- Brainstorms and delivers ways to enhance our attendees’ experience (could range from tourist tips in collaboration with PR/Communications team, to yoga classes)
- Signage maps in collaboration with logistics
- Strategic planning for room layouts in collaboration with logistics
Contributors Squad
The Contributors Squad will facilitate everything related to Contributor Day. They coordinate with WordPress contribution teams for projects and on site team facilitators. Responsibilities include:
- Advance coordination with contribution teams for projects and team facilitators
- Brainstorms and delivers post-Contributor Day programming ideas
- Facilitation of Contributor Day
- Facilitation of pre-Contributor day onboarding workshops
Sponsors Squad
The Sponsors Squad is responsible for fundraising, communicating with sponsors, reviewing sponsor swag, as well as sponsor hall mobilization and coordination. They are the important bridge between sponsors and the WordPress community. Responsibilities include:
- Fundraising
- Communication with sponsors
- Reviewing sponsor swag
- Coordination with vendors for sponsor move in
- On site sponsor support
Volunteers Squad
The Volunteers Squad recruits, handles the volunteer application process, and schedules and orients the many volunteers we rely on while on site at WCUS. While at WCUS, the Volunteer Squad manages volunteer staff. Responsibilities include:
- Launch call for volunteers
- Review and vet applications
- Email and Slack communication with volunteers
- Making volunteer schedule
- Orienting volunteers and leading venue tours
- Managing volunteer staff on site
