Squad Descriptions and Responsibilities

Squad Descriptions

Accessibility and Wayfinding

The Accessibility squad works cross-functionally with other squads to ensure that WCUS is accessible both digitally and in person. They are also responsible for ensuring the event is easily navigable through the use of signage.

Responsibilities include:

• Coordinate with each of the other organizing squads to ensure that accessibility is embedded throughout all parts of WCUS planning
• Brainstorm and implement ways to enhance accessibility at WCUS
• Communicate accessibility to attendees
• Develop a signage/wayfinding plan in coordination with the other to ensure all attendees can easily navigate the event

Attendee Communications

The Attendee Communications squad is responsible for ensuring attendees know what to expect and receive prompt answers to any and all questions. They will work closely with the Marketing squad.

Responsibilities include: 

• Respond to emails from attendees
• Manage accessibility needs, visa letter requests, dietary requests, and ticketing questions
• Manage post-event communications including photo sharing, and organizing the post-event survey
• Write emails/blogs that effectively and efficiently communicate key event details to attendees.
• Coordinate an Attendee Help Desk during WordCamp US

Community (Contributor Day)

Calling all community builders and fun enthusiasts! The Community squad is all about fostering connections and spreading the WordPress spirit. They raise awareness about contributing to the WordPress project and organize Contributor Day.

Responsibilities include:

• Facilitate everything related to Contributor Day including coordination with contributor squads to identify project and table leads, all logistics (floorplans, signage, etc.), manage sign-up, and oversee set up.
• Identify other areas of the event where we can add community spirit

Design

The Design squad creates the brand of WCUS through visual and digital graphics.

Responsibilities include: 

• Establish the WCUS brand and design language
• Create templates for Marketing to use for social media
• Design official event Wapuu
• Design volunteer shirts and other swag as needed
• Design all signage (wayfinding, environmental, and co-branded sponsor add-ons)

Finance

The finance squad ensures the event remains financially sustainable and all suppliers are paid in a timely manner – they are the spreadsheet wizards that make sure our books are in order.

Responsibilities include:

• Develop the budget (revenue and expenses) alongside the WCUS Leads and event contractors
• Regularly maintain the budget spreadsheet tracking quotes, payments, and revenue
• Submit and track vendor payment requests and invoicing needs for all squads
• Work with the Sponsorship Sales squad to forecast revenue
• Have pre/post-event budget reviews with WordCamp Central

Marketing

The Marketing squad is primarily responsible for creating excitement and driving ticket sales (present and future).

Responsibilities include: 

• Develop a marketing strategy (social, print, partnerships, email, media, etc.) and implement the strategy
• Coordinate with official WordPress channels for greater amplification
• Manage social media and any other marketing channels
• Recruit and manage volunteer photographers to ensure key moments are photographed
• Publish web content updates

Programming (Speaker) Curation

Folks on the Curation squad are experts in knowing what WordPress users, builders, and community members want to learn and discover. This role will be busiest from March to mid-June and should taper off once the schedule is set.

Responsibilities include: 

• Brainstorm and identify tracks and key topics
• Review all programming/speaker applications
• Select speakers (including backup speakers)
• Source speakers for keynotes and fill any content gaps not fulfilled through the Call for Speaker process
• Launch the Call for Speakers in coordination with Speaker Logisitics
• Set the schedule in coordination with Speaker Logistics and the WCUS Leads

Speaker Logistics

The Speaker Logistics squad ensures that all speakers are prepared and have a great experience at the event. This role will be busiest May to August.

Responsibilities include:

• Launch the Call for Speakers in coordination with Programming Curation
• Vet and pre-screen applications
• Collect speaker agreements, headshots, bios and contact information
• Work with speakers to write engaging session titles and descriptions, and then create speaker and session web pages
• Work with Marketing to strategically utilize programming to drive event excitement
• Coordinate logistics to ensure that speakers have what they need and know exactly what to expect
• Vet speaker presentations
• Responsible for speaker appreciation (eg. event, gift)
• Provide day-of speaker support

Sponsorship Sales

Over 80% of WordCamp revenue comes from sponsorship, making sponsors the key to success. This squad is responsible for all things sponsorship until a contract is signed, at which point they will hand sponsors over to the sponsor logistics squad. 

This role is excellent for someone with more bandwidth from March to June, is familiar with the WordPress/CMS ecosystem, and believes in the benefits of WordCamps.

Responsibilities include:

• Develop sponsorship packages and add-ons based in coordination with WCUS Leads, Sponsorship Operations, event contractors and Marketing
• Work with Design to develop a compelling prospectus and launch the Call for Sponsors
• Create prospecting lists and reach out to potential new sponsors
• Coordinate with Marketing to spread the word on sponsorship
• Manage sponsor communications/questions about sponsorship
• Upsell sponsors with add-ons
• Send out sponsorship agreements

Sponsorship Operations

The Sponsorship Operations squad is responsible for ensuring our sponsors have a great experience and want to come back next year. Folks on this squad are great communicators and have an eye for detail.

Responsibilities include: 

• Ensure WCUS meets all sponsor obligations
• Clearly communicate all deadlines and information to sponsors
• Maintain an accurate sponsors web page
• Communicate with sponsors in a timely fashion via email and Slack
• Review sponsor marketing collateral and swag
• Manage sponsor tickets
• Provide on-location sponsor support

Volunteer

The Volunteers squad recruits and administers the volunteer application process and schedules and orients the many volunteers we rely on while on-location at WCUS.

Responsibilities include: 

• Launch Call for Volunteers
• Review and vet applications
• Develop and manage the volunteer schedule
• Orient volunteers and lead venue tours
• Manage volunteer staff on-location
• Order volunteer and organizer shirts
• Order volunteer gift

Web/Technology

The Web squad manages the functionality of the WCUS website, and coordinates with the Design squad to incorporate design elements into the site.

Responsibilities include:

• Develop official website with design and accessibility in mind
• Launch ticket sales, create coupon codes, and ticket reservation blocks
• Format speakers, sessions, and schedule with Speaker teams
• Create day-of pages with livestream “rooms”
• Export and process attendee info for badge printing
• Handle server maintenance for self-hosted FreeScout instance

Squad Lead Responsibilities

Each squad is led by a Squad Lead, who steers their squad toward success.

Squad Lead responsibilities:

• Develop timeline and milestones alongside WCUS Leads
• Attend weekly meetings with other squad leads and communicate your squad progress to the WCUS leads
• Assign roles and set goals for your squad
• Plan the onsite schedule for your squad
• Ensure your squad is coordinating with marketing, attendee communications, design, and accessibility squads as needed
• Address issues and challenges within your squad

WCUS Lead Responsibilities

The organizing team is led by the ‘WCUS Leads’ who alongside, WordCamp Central steer the overall event direction and oversee the squads. This role requires a significant time investment of ~ 10 hours per week.

WCUS Lead responsibilities:

• Finalize squad structure, onboard organizers, and select squad leads
• Work with 3-4 squads to determine their milestones, provide feedback/guidance, and ensure work is completed in a timely manner
• Maintain a birds-eye view of the event, set goals, and seek areas for growth and improvement
• Manage interpersonal issues between organizers
• Coordinate with WordCamp Central to ensure all obligations are met and the event meets standards
• Make budget decisions alongside the finance squad
• Coordinate with event contractor/agency on event production and logistic pieces
• Attend weekly WCUS Leads meeting and squad leads meeting
• Available onsite from August 25-29th with minimal other onsite obligations