Create and Promote a Call for Helpers

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The following helper jobs should be filled:

• 4 people for registration (working in pairs).
• 1 person to do the moderation during the talks.
• 2 people to help with the mics/logistics during the session.
• 1 person to hang up the posters in the morning.
• 1 person to man the video camera.
• 1 person to take photos and write live-tweets (optional).
• 4 people to help with catering (1 member is from @sfkeller's institute).

• Write call for helpers.
• Accept helper requests through e-mail.
• Remind helpers before hand.

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@dbrgn Do we still have t-shirts from before that we could hand out?

[dbrgn]

@dbrgn Do we still have t-shirts from before that we could hand out?

Yes, but not all sizes:

• T-Shirt: 6x L, 12x XL, 2x XXL, 2x XXXL
• Polo: 2x M, 1x L, 6x XL, 7x XXL, 3x XXXL

[href]

Thanks. I think we shouldn't order more in this case. It should be alright to tell helpers that shirt sizes are limited.

[sfkeller]

@href : What spedific support do you need from my institute IFS secretariate (Silvia)?

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I will need a bunch of prints. I don't have the list yet, but expect a few A1, a number of A2/A3 and some A4 pages (the same as every time basically).

Other than that we'll definitely ask you for helpers. My plan is to do that beginning of September. Think coffee service and tickets. Again, same as before. The rest should be covered.

Basically you can expect to get details from us by beginning of September. We'll finalize the catering around that time and I'll reach out to the people that wanted to be helpers. We got quite a few, so the main task will be giving everyone a good role.

[sfkeller]

Thanks. Printing is no problem.

Think coffee service and tickets.

Ok. This is what I need to know urgently: I'm having a preliminary meeting in-situ at the Aula with the infrastucture responsibles from OST.

1. Do you plan to serve coffee whole day - or only during breaks?
2. Do you need space and walls for posters (aside the printes you mentioned above)?
3. Any othe special room infrastructure needs (besides Aula and Forum in front of Aula)?

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Do you plan to serve coffee whole day - or only during breaks?

For drinks I have this, @chiesax might be able to give you more details if required:

already got an offer from SV (the caterer) including Begrüssungskaffee and two breaks. In every break we would get coffee, juice, water and something small to eat. We just need to confirm the total number of attendee 5 days ahead. ATM we would be charged 1.50 per beer when B.Y.O.

Do you need space and walls for posters (aside the printes you mentioned above)?

We will have a job-board poster and 1-2 program posters that we need to be able to hang somewhere.

Any othe special room infrastructure needs (besides Aula and Forum in front of Aula)?

The only "special" requirement I know so far is that one speaker needs a table on stage (which should be trival to do) and maybe @dbrgn might have some requirements. I know he/we need to be able to access the Aula the night before. I think he's already in contact with you though.

[dbrgn]

I think he's already in contact with you though.

Not yet. Who is responsible for the technical equipment at the Aula? (You can also message me directly.)

[sfkeller]

(Sorry for hijacking this issue).

Not yet. Who is responsible for the technical equipment at the Aula? (You can also message me directly.)

Danilo: It's Peter Küng (Gebäudemanagement). Silvia and I met him right now internally.

[sfkeller]

@href wrote:

In every break we would get coffee, juice, water and something small to eat.

My suggestion is that we (especially one of my IFS staff) offer the catering "all day". That is more convenient for the attendees - and we dont' have to pay SV Service personell for the catering attendance (just for prepraring the coffee and drinks before we take over the catering table and serving)!

[href]

My suggestion is that we (especially one of my IFS staff) offer the catering "all day". That is more convenient for the attendees - and we dont' have to pay SV Service personell for the catering attendance (just for prepraring the coffee and drinks before we take over the catering table and serving)!

Sure, as long as we don't pay more we are certainly interested and leave it up to your experience with these things. Thank you!

[sfkeller]

@href @chiesax:

Sure, as long as we don't pay more we are certainly interested

Yes, pls. add 4 people for catering as helper jobs (and make clear to SV Service, that they don't need to organize extra SV Service staff). One of those 4 people will be a staff member from my institute (Ciro, Felix or Lukas) who will be instructed by Silvia in order to know what to do.