VOLUNTEER TRAINING GUIDE
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1 JULY 24-28, 2017 longmont.startupweek.co #LSW17 VOLUNTEER TRAINING GUIDE TABLE OF CONTENTS About Longmont Startup Week Page 2 Volunteer Levels & Duties Page 3-4 Volunteer F.A.Q. s Page 5
2 ABOUT LONGMONT STARTUP WEEK JULY 24-28, #LSW17 WHY Longmont Startup Week (LSW) brings together entrepreneurs, wanna-preneurs, intrapreneurs, creatives, techies, inventors, business owners, and investors of all ages to connect and inspire. It s this support network that can make the difference between closing up shop and pushing through to success. LSW showcases why Longmont and the northern Colorado region is the best place to start a business and builds momentum in advancing Longmont s startup community. WHAT Five days of startup community events showcasing Longmont s entrepreneurs in tech, I.T., bioscience, creative arts, culinary, and more. All events are FREE to attend and provide outstanding learning and networking opportunities. LSW17 TRACKS & TOPICS: Designer Creative process: branding, marketing, design elements Developer Software: frontend, backend, full stack, big data, IoT Founder Entrepreneur development: finding partners, funding, maintaining your sanity Growth Scaling: talent recruitment, creating culture, building customer loyalty, funding for growth Maker Creative & Culinary: artisan, food production, brewing, cannabis Product Hardware: prototyping, manufacturing, tech industries WHEN All day, Monday, July 24 th through Friday, July 28 th, 2017 WHERE Unique venues throughout Longmont. This year, we focused on making the venues walkable for convenience. Monday, Tuesday, Wednesday, and Friday events will primarily be located at downtown Longmont venues. Thursday events will be located at Village at the Peaks in Longmont. WHO LSW is organized by the community, for the community. A committee of volunteers works in partnership with the Longmont Economic Development Partnership and other community partners to produce the weeks events. MAIN CONTACTS: Janine Ledingham Content team lead janine@longmont.org Dana Schnieber Marketing & event logistics lead dana@longmont.org Crystal Ingram Volunteer Coordinator longmontedp@longmont.org MORE Visit or join the conversation #LSW17
3 VOLUNTEER LEVELS AND DUTIES Volunteers are the heart of Longmont Startup Week! It takes many volunteers in the community to put on this week-long event. Volunteers are needed to oversee logistics at the various venues, assist attendees, speakers and mentors, and get everyone excited about our great city and startup community. VOLUNTEER COORDINATOR (Crystal Ingram) Trains volunteers. Schedules volunteers for each day s events. Oversees the volunteer teams each day making sure every session is adequately covered and that the week runs smoothly with volunteers. DAY-OF EVENT VOLUNTEERS: Shifts will vary. LEAD VOLUNTEERS (1 per session) Makes sure that the venue is set up properly for the session, including: o Signage o AV o Tables & chairs Manages check-in volunteer and assistant volunteer to make sure all attendees check in. Greets moderators and speakers/panelists, directs them to their seats, introduces them to each other, and assists with AV. Manages the flow and timing of the session Manages venue clean-up and resets venue after the session to get it ready for the next session. Notifies Volunteer Coordinator of any issues. Sends follow-up to Organizer with recap of session: o # of attendees o Any issues o How did it go? (participation, excitement level, quality of presentation, etc.) CHECK-IN VOLUNTEER (1 per session) Downloads Sched app on their phone, ipad, or provides their own laptop for check-in Greets attendees at door and checks them in on Sched app. Remain at the door throughout the session in case of late check-ins. Assists the Lead Volunteer with room setup and clean up. When session is done, thank guests for attending and encourage them to attend the next session. ASSISTANT VOLUNTEER (1-2 per session) Greets attendees and checks them in or directs them to the Check-in Volunteer. Helps attendees with Wi-Fi codes and encourages social media participation Assists the Lead Volunteer with room setup and clean up. Direct attendees throughout venue and encourage them to take their seats when session is about to begin. Help tackle any problems Help with microphone for attendee Q&A at end of session. When session is done, thank guests for attending and encourage them to attend the next session.
4 BASECAMP VOLUNTEERS: Basecamp will be at CoSolve, located at 350 Terry Street, Suite 300 (3 rd Floor). Basecamp is a central location where LSW participants can gather, network, and get more info about LSW. Basecamp is Powered by NextLight, so participants can take advantage of Longmont s gigabit network. BASECAMP LEAD VOLUNTEER (1 per shift) Shifts: Daily, 7:30am-11:30am and 11:30am-3:30pm Make sure basecamp signage is set up. Helps NextLight get set up at their table. Greets attendees at the door and directs them throughout the venue and addresses any questions attendees may have about the day. Has the schedule for the day loaded on a digital screen. Knows about the programming for the day and has info on mentoring office hours on Tuesday and Thursday. Helps attendees with Wi-Fi codes and encourages social media participation. Greets speakers/panelists and attendees for Archethought s sessions and helps direct them to Archethought s space. Greets mentors and directs them to Mentoring Volunteer Hands out progams and acts as a Longmont concierge. Hands out swag and is generally warm, helpful and enthusiastic! FOOD SUPPORT VOLUNTEER (1 per shift) Shifts: Daily, 7:30am-9:30am and 11:30am-1:30pm Assists with coffee and food is set up for breakfast and lunch, and makes sure that supplies are refreshed as needed. Knows the coffee and food provider schedule In charge of clean-up at end of shift. Puts any leftover food away and gets everything prepped for the next day. Takes out trash as needed. On Friday assists with setup for the happy hour event. MENTORING HOURS VOLUNTEER (2 per shift) Shifts: Tuesday & Thursday, 10:30am 1:00pm Assist the Mentoring Office Hours Coordinator with room setup. Great mentors upon arrival and show them to their respective desks. Greet mentees upon arrival, get them checked in and verify that they are there at the proper time. Direct them to the mentors they signed up for. Monitor time and let mentors and mentees know when their sessions are starting and stopping. Help drop-in mentees get signed up for available mentor slots. Assist with room cleanup.
5 VOLUNTEER F.A.Q. s Here is some important information for volunteers. If you have questions or need any help during Startup Week, please contact our Volunteer Coordinator, Crystal Ingram at longmontedp@longmont.org or WHAT DO I NEED TO DO BEFORE MY FIRST SHIFT? Attend the Volunteer Orientation Event. Volunteer training is scheduled for July 13 th from 5-7pm at 300 Suns Brewery. (All ages are welcome.) If you are not able to attend the orientation, please let us know and we will work with you to schedule an alternative orientation date. Pick up your Longmont Startup Week t-shirt, volunteer nametag and schedule. These will be available at the Volunteer Orientation. Please contact us if you need to make other arrangements. Be sure that you have a clear understanding of when and where you are needed. You will receive your schedule with specific instructions during the Volunteer Orientation. Please feel free to contact Crystal if you have any questions about your schedule, sessions, or location of your venues. We will do our best to accommodate your availability. WHEN DO I NEED TO ARRIVE FOR EACH SESSION? Please arrive at least 30 minutes before your volunteer session start time. Come ready to help with last-minute room setup and prep. Work with the Venue Lead on anything they need help with. Greet moderators, panelist as they arrive and help them get introduced to each other and the announcer for the session. Great guests as they arrive and check them in. WHERE CAN I PARK DOWNTOWN? Parking downtown is free, but may be time-limited. If you are going to drive downtown, please make sure that you are parking in a space where you won t get ticketed if you are volunteering for more than 2 hours. We are not responsible for any parking violations. The lot directly across from Basecamp (CoSolve) on the southwest corner of 4 th and Terry St. will be available for free all-day parking for all LSW participants. Please leave home in plenty of time to find a parking space, walk to your venue, and get there 30 minutes early. Thursday sessions are happening around Village at the Peaks, so there is plenty of parking available on that day. WHAT SHOULD I WEAR? Comfortable is key. We ask that you wear you LSW17 t-shirt and name tag that s provided during the Volunteer Orientation, so that attendees and organizers can easily identify you as a volunteer. We recommend wearing comfortable shoes as there might be a lot of standing and walking. Casual attire (jeans and sneakers) are great. WHAT IF SOMETHING HAPPENS AND I CANNOT FULFILL MY SHIFT? PLEASE be sure to let us know as soon as possible so we can find a backup. If it is more than 48 hours before your volunteer shift, Crystal at longmontedp@longmont.org. If it is less than 48 hours before your shift, please call or text Crystal on her cell phone, , with your name and which session(s) you cannot attend. If you are able to fill any of the open positions on the schedule, please let us know! Once we send out the finalized schedules, we will be sure to call out any needs for extra help. HOW CAN I HELP SPREAD THE WORD ABOUT LONGMONT STARTUP WEEK? Share the excitement and keep the community updated! If you are inclined, please follow us on Facebook (facebook.com/longmontstartupweek), on Twitter (@longmontstartup), and on Instagram (@longmontstartupweek). Share info and your excitement about the sessions you are volunteering for and tag your posts with our hashtag, #LSW17. Your experiences and photos will help promote the events and drive overall excitement! Be sure to tell your friends, neighbors, coworkers or employees about LSW too!
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