Starting with EuroPython 2015, we’ve set up permanent workgroups to help implement the EuroPython organization without losing institutional knowledge every time the location changes.
The key workgroups we have identified are:
- Sponsors (sponsor contacts, sponsor logistics, room/booth assignment, recruiting session, jobs fair, exhibit hall, startup row)
- Communications (press, community relations, diversity/outreach, announcements, social media, attendee tools, volunteer coordination, Telegram groups, mailing lists)
- Support (helpdesk, attendee support contact, visa help, travel management, chat support for attendees, on-site volunteer organization)
- Financial Aid (setup, grant selection, aid organization)
- Marketing/Design (brochures, advertisements, banners, flyers, travel guide, t-shirts, lanyards, badges, panels, logo, pre-launch website)
- Program (talk selection, scheduling, session chairs, sprint/openspace/keynote/lightning talks/poster session organization, workshops, trainings)
- Web (web site support, ticket system, system administration, payment system integration, hosting, chat support for attendees)
- Media (video recording and editing, live streaming, live translations, uploads to YouTube and archive.org, setup and administration of online conference tools)
- Code of Conduct (code of conduct (CoC) workflows and documents, CoC contacts, handle CoC requests)
The above structure is regularly reviewed and updated.
Update for EP2021 and later:
The Finance WG (budget, controlling, accounting, billing, invoicing, taxes, payment system administration; treasurer needs be part of this WG) tasks are taken over by the EPS board, since it is responsible for the conference finances.
Update for EP2020 and later:
The Conference Administration WG (contracts, venue contact, ticketing, satellite conferences, legal support, insurance, licensing, workgroup support) tasks are taken over by the EPS board, since there is too much overlap.
The On-site Team WG (on-site support for attendees, local contact, help with local sourcing, partner program, social events, on-site logistics) also has been removed, since we’re running the events (more or less) entirely remotely and have stopped relying on on-site teams. That said, we do appreciate having people who have local expertise and can help us with sourcing e.g. social event venues in the city where we run the event.
The EuroPython Society collects and reviews the applications to each workgroup. The EPS board will then vote on the chair and a set of permanent workgroup members with (workgroup internal) voting rights and then have the workgroup chair appoint additional (non-voting) members as necessary.
Workgroups will be confirmed/reestablished by board vote every year, this allows non-voting members to become voting members in the following year.
Workgroups and board will update, coordinate and plan activities on a regular basis. While every workgroup will be responsible for its own coordination and establish a workflow that best fits its needs, we expect all workgroups to integrate and interact with other workgroups to create a productive work environment.
To simplify and speed up the workgroup setup, we will create a set of workgroup guidelines which aim at collecting the institutional knowledge gathered over the years.
The EuroPython workgroups use a knowledge base coordinating work and maintaining resources. You can access this once you’re signed up.
If you are member of a workgroup and need access to the knowledge base, please write to firstname.lastname@example.org.
Call for Volunteers
Please help us build EuroPython and keep making it better and better every year.
If you want to help, please write to email@example.com and tell us how you could help, whether you have experience with event organization and which of the workgroups you feel match your interests. If you’d like to help, but don’t have enough experience, yet are willing to learn, please apply as well.
A member from the helpdesk team will then be in touch and also any questions you may have and invite you to an on-boarding call.
These are the first steps when joining the team:
- All new volunteers will first join the Plaza – our central get-together place for all team members – and only later enter the various work groups (WGs) we have for running the conference.
- Additionally, we will have on-boarding calls with everyone to get to know each other and give an overview to the structures, information and groups we have available, as well as the timeline.