Running or Volunteering at an Event

Last updated 2 months ago

Prep

A few days before an event, the assigned captain should:

  • Review any event logistics/tech notes in Airtable to ensure you understand what prep is required

  • Contact all registered volunteers to inform them of their duties/expectations for the event and confirm arrival and departure times

  • Print registration list (admin only)

    • On the admin site event page, navigate to "Attendees" and click the "Print" button.

Volunteer Tasks

Most regular events need at least 2 DMG people – a captain and a volunteer.

  1. A captain (typically a programming committee member or organizer) who will do prep, setup, and technical support and stay for cleanup and lockup.

  2. A second who will manage the front door and attendees, and assist with cleanup.

Tech

For socials and workshops, this is likely the captain

  • Help presenter test laptop connection with HDMI cable or Chromecast 15 minutes before start time, in case you need to hunt down a dongle or troubleshoot the projector.

  • Prep computers that will be loaned out with any required software/updates at least 1-2 hours prior to event, or in the days before.

  • Technical assistance with material/support instructor

Door/registration

  • A volunteer to open the front door of the facility and give attendees directions to DMG. Always required for events happening only in the DMG workshop space after 6 p.m. or on the weekend as the front door will normally be locked at this time.

  • This volunteer should have the registration list, and be informed ahead of time if non-registrants will be allowed in.

  • 20 minutes after the start of the event, the door volunteer can come up to the workshop space. Late arrivals may Slack the organizer to be let in (in certain cases) as the door will be locked.

  • Should not be the tech support person.

Setup

For socials and regular workshops, this is likely the captain

  • Workshops/classes

    • Standard workshop room setup. Chairs facing front of room only.

  • Lectures/presentations

    • Move tables, remove power cables, and set up 30 folding chairs 20-30 minutes prior to start time.

  • Get snacks and set up food table.

  • Put sandwich board sign out in front of building and prop workshop door with wedge.

  • Print and/or post wayfinding signage.

Captain

Opening Remarks

  • For exhibitions, panels, or other more formal events, please acknowledge that we are guests on Indigenous peoples' territory.

  • Introduce yourself

    • "Hi, I'm _________ and I am a director / member / volunteer with Dames Making Games." Make it personal and share something about yourself!

  • Introduce DMG

    • DMG is a nonprofit game arts organization founded in 2012, and provides work space, community and educational programming for queer, genderqueer, nonbinary and trans and cis women interested in all aspects of games – from art to programming, critique to play.

    • Our workshops are free for members, so if you haven't joined already, check out dmg.to/membership for more information.

    • Our community's central values are respect, inclusion and safety. Please take some time to review our code of conduct if you haven't before or recently, and check out your member manual (manual.dmg.to) for information about how to report concerns and engage with our conflict resolution committee.

  • Mention one or two upcoming events

  • Introduce the instructor / speaker

    • Don't leave this to them! Just a sentence or two, based on a bio they've provided or your own knowledge is fine.

Clean up

  • Fold and put away chairs and tables – the room should always be reset to workshop formation: Four rows of two tables, with four chairs in each row facing the front of the room.

  • Put away laptops, power cables, mice, etc. in their marked bins and drawers.

  • Sweep and wipe up any spills.

  • Close all windows and turn off the lights.

  • Make sure everyone is out of the space. Captain is the last one out.

  • Ensure stanchions are set up properly, and TMAC front door is locked and pulled closed tight.