C14 Postmortem

This page is for the C14 committee to write a postmortem of their experience.

C14 Postmortem

It's over... done... finished... the shark has been jumped (sort of...) and everyone has gone home! Now that we've had few days to relax and get back into the grind of normal life, it's time to reflect on everything that happened, both good and bad, in the whole process of organizing Convergence 14.

This page has been created for the purpose of documenting both the good and bad that we dealt with in putting together C14. The idea behind this is to create a page where future Convergence committees can look to see what worked well for us, as well as what didn't work so well. This should help them to avoid any problems that we came across, and help to create progressively better and better gatherings in the years to come!

Spud 04:26, 18 August 2008 (UTC)

Volunteers

We had a transition occur in the Volunteer Coordinator (VC) position about two months prior to the gathering. Anastasia found that she would not be able to attend C14, so I (Spud) stepped up from being her assistant to take over the role of VC. Having managed both security and volunteer staffs at large conventions and gatherings in the past, I thought I could take this on with little worry. That didn't prove to be the case, and while (hopefully) everything appeared to most attendees to have gone smoothly, there were definitely some things that could have been done better!

Assistant Volunteer Coordinator

In taking over the role of VC, my role as the Assistant was no longer filled. This is something I definitely regret, as there are times where I needed to be in two places at once, or simply was too overwhelmed with other issues and couldn't get timely messages sent out to people. The extra assistance can make all the difference in the world when it comes to keeping everyone "in the loop" and stress levels to a minimum. I definitely suggest that anyone acting as VC for a future Convergence should make certain that they have an Assistant Volunteer Coordinator as well.

Getting the Volunteers on-board

The call for volunteers really only went out about a month before the C14 event was scheduled to begin. In hindsight, we should have started posting out calls for volunteers at least three months in advance. This would have given a lot more time to make sure that we had enough volunteers to work with us, and allowed for more time to work up appropriate schedules for all of the volunteer staff. We posted out to a.g. and the convergence LJ communities. I think these were the best and most appropriate forums for this, as it keept most everything internal and within the a.g. family.

Know how many Volunteers you need!

Once our schedule for C14 events was really set in stone, I began to realize that I had nowhere near enough volunteers to be able to support all the jobs we needed them to assist with. We did manage to keep most everything covered well in the end, though some people ended up working for several hours more through the weekend than I would have preferred. The following outline is what we found to have worked well in figuring out how many volunteers are needed:

The following should be figured as a minimum of two (2) volunteers per three hour shift

• Badge pickup
• Badge Purchase and Sponsored Event purchases
• Vendor sign-in and Badge Pickup
• Convergence Merchandise sales

As you can see, that comes to eight (8) people covering four separate tables for only three hours. Our Meet-and-Greet ran from 12pm to 6pm on Friday, and I didn't have sixteen (16) people to cover six hours of time. A portion of the volunteer staff had not even arrived at the hotel by that point. Luckily, committee members and staff joined in to assist, and everything worked out pretty well.

The point to consider here is that with just the Meet and Greet, we could easily have used sixteen volunteers for three hours each. Volunteers are there because they want to help, but they also want to be able to enjoy the weekend that they paid to attend.