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| 1 | +# Operation Lead Handbook |
| 2 | + |
| 3 | +The Operations lead is responsible for day-of event management, supervision of event space, |
| 4 | +schedule adherence, and delegation/management of room staff. |
| 5 | + |
| 6 | +- [Overview](#overview) |
| 7 | +- [Skills and Qualifications](#skills-and-qualifications) |
| 8 | +- [Activities](#activities) |
| 9 | +- [Room Duties](#room-duties) |
| 10 | + |
| 11 | +## Overview |
| 12 | + |
| 13 | +The Operations lead is responsible for all day-of duties, including room staffing. |
| 14 | +They are the person who is at the event to make sure it runs smoothly, typically with very |
| 15 | +little focus on attending sessions/content. The majority of these duties are known, |
| 16 | +but unassigned until a schedule framework has been finalized by the content lead. |
| 17 | + |
| 18 | +Time Commitment: |
| 19 | + |
| 20 | +- 1-2 hours per week, before the Schedule framework is finalized |
| 21 | +- 3-4 hours per week, after the Schedule framework is finalized |
| 22 | +- On-site: Approximately 2 hours for a site walkthrough, usually 1 day before the event, and supervisory duties for the entire event, not including the social. |
| 23 | + |
| 24 | +## Skills and Qualifications |
| 25 | + |
| 26 | +The Operations Lead must have been a shadow on the Operations team during a |
| 27 | +previous contributor summit. The shadow is signing up to commit to lead a |
| 28 | +future event within the next 12 months. |
| 29 | + |
| 30 | +- Demonstrate empathy |
| 31 | +- Good organizational skills |
| 32 | +- Be committed to a schedule running on time |
| 33 | +- Able to balance a time sheet for a team of volunteers |
| 34 | +- Have an eye for detail, to watch for problems |
| 35 | +- Be helpful! |
| 36 | + |
| 37 | +Shadows vs Volunteers: |
| 38 | + |
| 39 | +- Shadows intend to take over the duties of planning and running this |
| 40 | +segment in the future. (1-2 shadows is ideal) |
| 41 | +- Volunteers are there to help with all the room staffing duties during the event, |
| 42 | +but do not need to be involved with the Lead’s duties. This may include leads and |
| 43 | +shadows from other tasks, if they do not already have conflicting day-of duties. |
| 44 | + |
| 45 | +## Activities |
| 46 | + |
| 47 | +- Gather a team of room staff |
| 48 | +- Attend weekly meetings |
| 49 | +- Be aware of the room layout and needs, including which rooms will be recording, which need projectors, which need microphones, etc. |
| 50 | +- Be the keeper of any schedules and maps |
| 51 | +- Create the staffing spreadsheet |
| 52 | + - [Example Sheet] |
| 53 | + - Identify responsibilities per room/session type |
| 54 | + - Assign people times and/or have a sign up party |
| 55 | + - Typically the helpers/room staff will want to attend some sessions, so allowing them to sign up in a round-robin fashion allows staff to attend the sessions they are most interested in. |
| 56 | + - Keep several printed copies of the finalized schedule on a clipboard. |
| 57 | + - The AV techs often appreciate having a copy of the schedule |
| 58 | + - People will ask you about when and where things are |
| 59 | + - A clipboard makes you look official |
| 60 | +- Ensure session timeliness |
| 61 | +- Be visible on-site for anyone with questions (“Where is room X?”, “What time is session Y?”, “Where is the coffee?”, “Have you seen Bob?”, etc) |
| 62 | +- Keep running notes of feedback and how rooms can be run better |
| 63 | +- Keep an eye on the summit slack channels |
| 64 | +- Facilitate the Docs sprint, if one happens |
| 65 | + - Do not interrupt the quiet room |
| 66 | + - Make sure they have everything they need, usually with visual cues, like a thumbs up/down |
| 67 | + - Make sure they know when lunch/coffee breaks are happening |
| 68 | +- Assist in creation of the day-of operations event brief for all staff members |
| 69 | +- Event wrap up: Participate in retro |
| 70 | + |
| 71 | +## Room Duties |
| 72 | + |
| 73 | +This is a (possibly incomplete) list of duties for all volunteers/room monitors: |
| 74 | +- Verify sound, projection, and recording are working appropriately, depending on the rooms’ needs |
| 75 | + - Fix any problems with AV, facilities, or event staff |
| 76 | +- Make sure rooms have pens/paper/etc, as appropriate |
| 77 | +- Prompt the room to assign a note-taker, as appropriate. This is particularly important in unconference sessions. |
| 78 | + - Notes will typically be available in a shared drive through a k8s.dev short link, with access granted to the k-dev mailing list |
| 79 | +- Do not let someone monopolize the conversation. |
| 80 | + - This is a judgement call. If one person is speaking, and everyone is listening, that might be fine, but if multiple hands are raised, make sure everyone who wants to speak gets a chance to do so. |
| 81 | + - Definitely ask "Has everyone who wants to speak had a chance to do so?" |
| 82 | +- Keep the room schedule moving on time. |
| 83 | + - In an unconference or SIG meeting, feel free to interrupt with "Sorry, but I just want to let everyone know we only have 5 minutes left." and/or "Time's up and there's another session in this room." |
| 84 | + - In a presentation or workshop session, sit in the front and flag the speaker, to let them know when time is getting close. |
| 85 | +- Hallway track: Make time announcements so people know to move to sessions |
| 86 | +- Keep an eye on the summit slack channels |
| 87 | + |
| 88 | +It is recommended to have a total number of onsite room staff (shadows plus |
| 89 | +volunteers) that is equal to at least the number of active rooms plus one. Having |
| 90 | +one or two people as standby/hot spare is ideal for when someone needs a break |
| 91 | +or is giving a presentation. The Operations Lead typically wanders the event |
| 92 | +for the entire day, ensuring there are no problems that need to be dealt with. |
| 93 | + |
| 94 | +[Example Sheet]: https://docs.google.com/spreadsheets/d/19AozvMyS3OcCO9qA7Rq5YAVKnasDgHRIZ_V2rqYHOro/edit?usp=sharing |
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