How To Hold a Link-State Conference

Link-State Committee

Chair of Speakers: This person will handle the logistics and scheduling of talks. They will not be solely responsible for soliciting speakers – this is a duty that all HacSoc members should share.

• They will hold the whip on getting members to invite speakers.
• They will evaluate talk proposals.
• Ultimately, they will finalize the schedule by determining time slots, handling the logistics of putting speakers into slots, etc.

Chair of Food: This person organizes food catering for the event:

• Solicits suggestions from general body (and ideally provides some of their own suggestions).
• Conducts polls of the general body to guide their decision making.
• Ultimately, makes the final decision on who we will select to cater each meal.
• Places orders for all meals.
• Arranges pick-up for meals.

Chair of Facilities: This person is in charge of facilities for the conference:

• Reserves all necessary rooms for the conference day.
• Makes any arrangements for parking and validation.

Chair of Guests: This person organizes swag the guests will receive:

• Solicits a logo for the conference, for shirts and flyers.
• Conducts polls (Eventbrite!) to estimate shirt size distribution.
• Orders shirts.
• Organizes nametags.
• Organizes résumé book.

Day Of Volunteers

These are volunteers who show up and make the Link-State actually Link-State:

Room Handler[s]: Person[s] in charge of handling a speaking room:

• Ensures timeliness of speakers.
• Manages A/V needs of the speaker.
• Hands out gift.
• Is installed in the room for a half-day or full-day shift.

Greeter[s]: Person[s] in charge of greeting guests:

• Greets new arrivals.
• Checks them in on Eventbrite. (Needs access to Eventbrite password!)
• Gives them a T-shirt / nametag.

Facilities Assistance: People who assist as needed with food / facilities needs:

• Assists in food runs for each meal.
• Assists in setting up food.
• Assists in rearranging tables / chairs as needed.
• Assists in setup / teardown of event.
• At least one should be floating around the lobby at all times.