Volunteer Details

Congratulations again for being a volunteer for WordCamp Sacramento 2017!

We are so excited about this event and thrilled that you’re going to be part of it. To make things easy, we’ve created this information page just for you with all the nitty gritty WordCamp details you need to know. We’ll keep the page updated with all of the latest WordCamp information so you have one place to go to find everything.

If you have any questions not answered here, please reach out!

Key Contact Information

  • Mark Chouinard our WordCamp Volunteer Wrangler is your primary point of contact. You can reach him at mark[at]chouinard.me.
  • Jennifer Bourn is the Lead Organizer for WordCamp. You can reach her at jennifer[at]bourncreative.com or 916-468-4738.

Critical Dates

  • September 12, 2017: Venue Walkthrough (OPTIONAL, NOT REQUIRED).
  • September 15, 2017: The VIP Kick Off Dinner.
  • September 16-17, 2017: WordCamp Sacramento 2017.

Pre-Event Venue Walkthrough

Join us for a venue walkthrough at the Sacramento Convention Center to see the ballrooms, sponsor area, speaker room, happiness bar area, and get the lay of the land before the event. Also receive more details about your volunteer role.

  • Tuesday, September 12
  • 5:00-6:00 pm
  • This is not mandatory, but attendance is recommended for all volunteers roles other than Happiness Bar.

Kick Off VIP Dinner

The Friday night Kick Off VIP Dinner will be held on Friday, September 15, 2017 at 6:30 pm at Hot Italian in Midtown Sacramento!

  • Event And Food: Join us for a pizza bar (including vegetarian and gluten-free options), non-alcoholic drinks, some Italian Gelato, and great networking with WordCamp speakers, organizers, sponsors, and volunteers. If you would like to purchase drinks, a bar is available.
  • Address: 1627 16th Street #1, Sacramento, California 95814.
  • Venue Location: We will be in the HOT Italian Bikes And Gear Lounge — come inside and head to the right past the Gelato Bar!
  • Early Registration: Stop by the event registration table to get registered, pick up your name badge, and more — then breeze right past the attendee registration line in the morning.

Please understand that this private event is for organizers, speakers, sponsors, and volunteers only. We are unable to accommodate guests or +1s at this time.

Parking

While you are always welcome to look for street parking, there are several parking garages conveniently located near the Sacramento Convention Center… just know that the one closest to the Convention Center will fill up VERY FAST:

WordCamp Venue Details

WordCamp Sacramento is happening at the Sacramento Convention Center.

  • Address: 1400 J Street, Sacramento, California 95814. Get directions and nearby hotels on the WordCamp Location Page.
  • Entrance: Enter using the West Lobby Entrance on 13th Street (across from the parking garage).
  • Location In Venue: WordCamp will be upstairs — we have the entire second floor meeting space.

Room Numbers And Names:

  • Room 201: Happiness Bar/Help Desk Room
  • Room 202: Peace Room
  • Room 203: Freedom Room
  • Room 204: Love Room
  • Room 205: Private Speaker Room

Sponsor Lobby Floor Plan

Saturday Requirements For ALL Volunteers

All volunteers must meet in the second floor lobby at 7:00 am. We don’t not have a long time for event setup and we’ll need all hands on deck. We’ll need you to help carry up boxes from the Loading Dock, set up the vertical banner stands, and other things!

We want to coordinate a group photo of all of the volunteers. We’ll do it super fast during the first session on Saturday — we’ll meet in the Sponsor Lobby

At 11:45 all volunteers not actively working need to meet at the top of the stairs. Volunteers will then head outside and space themselves periodically along the sidewalks from the Convention Center to the food trucks. Event attendees will then follow the trail of volunteers to lunch!

Volunteer Roles And Responsibilities

For initial event set up in the morning, it’s all hands on deck! All WordCamp volunteers must be present at 7:00 am on Saturday.

VERTICAL BANNER STANDS

We need a few people to help putting the vertical banner stands together as soon as the boxes are unloaded and brought to the Sponsor Lobby.

  • 3 Sponsor Vertical Banners: 1 in each ballroom, on the stage at the front of the room
  • 3 Brand Vertical Banners: 1 in each ballroom, on the stage at the front of the room
  • 3 Agenda Vertical Banners: 1 outside the door of each ballroom in the hallways
  • 1 Code Of Conduct Vertical Banner: in Sponsor Lobby
  • 1 24×36″ Welcome Sign: At bottom of Stairs to point attendees upstairs
  • 1 24×36″ Sponsors Sign: Set against wall on a rectangle table in the Happiness Bar Room

DOOR SIGNS

We’ll need someone to hang and/or place handful of 17×11″ Printed signs.

  • Registration Signs: On the wall above the registration table (A-G, H-O, P-Z, Sponsors/Speakers/Volunteers)
  • Happiness Bar/Help Design Signs: Two doors open completely, post one on each door.
  • Speaker Room Signs: Post one sign on the outside and one sign on the inside of the door.
  • Room Monitor/Organizer Signs: tape two down to each table in the very back of each ballroom.

REGISTRATION

Everyone who comes to the Kick Off Dinner on Friday night will be registered at the dinner, taking about 100 people out of the Saturday morning registration lines.

Saturday morning registration will be at the top of the stairs immediately to the left.

THERE IS NOT A LOT OF ROOM FOR REGISTRATION so we need to be strategic and keep people moving as fast as possible. Also there are only 500 lunch tickets and programs, so NO ONE GETS TWO of anything during registration.

  • Someone can pass out the programs and lanyards to those in line BEFORE they get to the registration table.
  • At the registration table, they get checked in and are handed ONE lunch ticket, their name badge, and their t-shirt.
  • NO T-SHIRTS TO BOLD NAMES on the registration sheets, as that means they purchased their ticket AFTER the t-shirt deadline. These people can come to the registration area during the Afternoon break on Sunday to select a t-shirt from those that are left at that time. First-come, first-served.)

ROOM MONITORS & MIC RUNNERS

These two positions will be working together. At the back of each ballroom is a table and chairs for the Room Monitor & Mic Runner.

Your jobs are to:

  • Make sure the speaker is in the room before the session to get setup and mic’d — and let an organizer know if they’re not.
  • Set the speaker/podium timers for the session — total session time.
  • Make sure there is a water bottle on the podium for each speaker.
  • Introduce each speaker using the provided bios.
  • Pass the microphone to attendees during the Q&A (We’re trying to see if we can get a single mic on a stand instead to make this easier!)

PHOTOGRAPHY

Anthony Skelton is Photography Wrangler and your primary point of contact.

While we’re looking for casual event photos of attendees networking and mingling, we also have some specific requests:

  • Images of each speaker on stage, both close up and showing the audience — it is very valuable to speakers to have photos of them with a full audience and heads looking at them
  • Images of volunteers volunteering and interacting with attendees
  • Images of the sponsors interacting with attendees and Images of their booths/tables and swag
  • Images of attendees in the event t-shirt
  • Images of the food
  • Images of the reception and the kick-off dinner

During the first session on Saturday, we’ll meet in the Sponsor Lobby for the volunteer group photo.

VIDEO

Bill Mead is Video Wrangler and your primary point of contact.

All sessions EXCEPT the Beginner Track sessions will be recorded and submitted to WordPress.tv. We record the presentation and the Q&A at the end. We need to include both the speaker and the slides on the video.

DIRECTION GIVERS

Will stand outside the West Lobby Entrance in their WordCamp Volunteer T-Shirts to direct attendees inside and up the stairs.

Happiness Bar

We found that many attendees last year didn’t know what the Happiness Bar was, so this year the signs on the doors to the room will day “WordPress Help Desk.”

If you’re working the Happiness Bar, when an attendees enters the room, please say hello and ask if they’re looking for WordPress help.

In previous years, only a handful of people have come to the Happiness Bar to get help, so we don’t anticipate it being too busy. But other attendees may come in to charge their devices etc.

Don’t forget to have fun! WordCamp is going to be AWESOME so remember to relax, mingle, and enjoy yourself!

WordCamp Sacramento 2017 is over. Check out the next edition!