Especially if meetups grow larger, we need multiple people who can take care of different aspects with minimal synchronization. Clear roles and boundaries help us minimize the need for synchronization. Don’t worry, there will be plenty of reasons left to talk!
Role != Person
One person can hold multiple roles. One role can be fulfilled by multiple people. Working in a team to fulfill a role together is more fun and more flexible!
Receptionist
Goals
- Ensure people find the room
- Make people feel noticed and welcome
- Advertise donations
- Help with initial orientation
Duties
- Put up posters etc. guiding people to the room
- Welcome everyone approaching
- Answer basic question about the meetup (“when does the main program start?”) and the location (“where are the bathrooms?”)
- Ensure people register properly (-> Registrar)
- Look out for messages of people asking “where we are”
- Point people towards the donation box at various times during the event
When
Early until start of main program
Registrar
Goals
- Ensure people are oriented
- Keep track of people not showing up
- (If event at capacity): Ensure only registered people get in
Duties
- Give people all necessary information (e.g. “drinks are free, but you can donate here”)
- Make sure people know where to go next, if necessary (e.g. ” you can pre-order pizza at the table over there”)
- Ask people for consent to be photographed, and communicate rejection to the photographer
- Keep and update list of attendees
- Check lacking registrations against pool of free slots
When
Early until start of main program, on call for late arrivals
Drink & Snack Manager
Goals
- Make people feel comfortably hydrated and snacked up
- Ensure leftovers are taken care of
Duties
- Estimate needs
- Shop and transport
- Arrange a buffet
- Keep the buffet neat and stocked
- Clean up and transport leftovers
When
Before: Shopping
Early: Arrangement
In between: Replenish as needed / available
Late:Clean up
Audio/Video Technician
Goals
- Ensure working audio and video equipment
- Ensure the speaker(s) knows how to use the equipment
- Speed up transition between speakers
Duties
- Check audio equipment
- Check connection to speaker’s notebooks
- Check recording works
- Explain equipment to users as needed
When
Early (Preparation)
Standby in case of issues / for transitions
Bringer of Food
Goals
- Arrange for food for people desiring it
Duties
- Take (paid) pre-orders for food and keep track
- Place collective order
- Pick up food
- Distribute to people who pre-ordered
When
Early until official start (pre-orders)
After main event: Pick up and distribute
Speaker liaison
Goals
- Make an external speaker feel comfortable and oriented
Duties
- Pick up speaker e.g. from train station (if desired)
- Provide information and communicate needs to other organizers or volunteers
- Provide material needs (e.g. water)
When
As needed
Destructor
Goals
- Ensure the room is clean and orderly as we leave
Duties
- Bring / organize necessary equipment (bags, wipes, broom)
- Re-arrange tables and seats
- Remove remaining trash
- Pick up left items and keep them safe until the owner can be found
When
Before leaving
Photographer
Goals
- Provide photos for our website and as documentation
Duties
- Clarify consent with attendees (probably together with Registrar)
- Make photos
- Guide attendees for group photos
When
Before event: Clarify how consent is queried
During event: Make photos
After event: Upload / provide photos
Backup Video Maker
Goals
- Ensure we have a backup recording of the talk
Duties
- Set up and run a recording device (audio & video) during main talk
- Upload recording after event
When
During event
News Anchor
Goals
- Give people a feel of what’s going on in the world of C++
Duties
- Prepare news items
- Present them
When
During event
Notes
3 Main pillars for news items.
Each item should have an article or video behind, so people can follow up if they are interested.
- New useful things you can do in a contemporary or upcoming C++ standard
- Practical tricks, new or updated libraries or tools for everyday use
- News from around the C++ community – conferences, user groups etc.
Occasionally we could add items from the wider area of software engineering, or anything else that kinda fits.
5 to 15 minutes
Moderator
Goals
- Welcome people to the main event
- Guide them through the program
- Ensure smooth transitions between agenda items
Duties
- Prepare a few welcome slides
- Pick up the mic and get things started
- Introduce speakers
- Close the meeting and announce what’s happening next
When
During main event
Historian
Goals
- Capture the essence of the meetup for posterity
Duties
- Take notes during meetup
- Write a short summary text for the blog
When
During event
Error Handler
Goals
- Ensure anything out of the ordinary is taken care of
- Take care of anything nobody though of
Duties
- Keep in touch with all other roles
- Observe and notice if something is amiss
- Fix it, or ask someone to do that.
When
During whole event