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Volunteering

MathsJam Gathering is a fully volunteer-run event, and can only run successfully if attendees help out. This page gives details of many of the tasks during the weekend that are carried out by volunteers.

Where tasks involve any level of technical knowledge, volunteers will be given a short briefing before their first shift doing a task - either on the Saturday morning at 11am, or in one of the breaks. These roles are indicated with 'needs training' below. If you have any questions, or want to put yourself forward for any of the roles below, email volunteer@mathsjam.com.

Before-event roles (Friday)

Friday arrival helper

  • Being at reception to welcome people to MathsJam.
  • Answering questions about MathsJam that people have on arrival.
  • Letting newcomers know where MathsJam people will be hanging out on Friday evening.
  • This role is best carried out by someone who has been to two or more past MathsJams.

Before-event roles (Saturday)

Bake-off coordinator

  • Putting up bake-off signage.
  • Labelling cakes for the bake-off with numbers and noting down who baked each cake.
  • Arranging the cakes on the table(s).
  • Ensuring that all cakes have dietary signage.
  • Ensuring that there are photos of all cakes before the eating commences.
  • Ensuring plates, napkins and cutlery are available.
  • Periodically tidying and consolidating the cake tables.

Competition competition coordinator

  • Labelling competitions with numbers and noting down who made each competition.
  • Arranging the competitions on the table(s).
  • Periodically tidying the competition tables

Arrival helper

  • Being at reception to welcome people to MathsJam.
  • Answering questions about MathsJam that people have on arrival.
  • This role is best carried out by someone who has been to two or more past MathsJams.

Main event roles

Camera operator

  • Keeps a camera focussed on the speaker.
  • Monitors the video feed to check the camera looks OK.
  • Needs training

Micing up person

  • Ensures that the next speaker is ready with a clip on microphone.
  • Knows how best to place the mic.
  • Tells the speaker if there's anything they need to do to mute/unmute.
  • Chases the next speaker if they haven't come for micing up by the start of the previous talk.
  • Runs after a speaker to retrieve the microphone if necessary.
  • Needs training

Sound and vision mixer

  • Mutes and unmutes mics.
  • Adjusts sound levels to cope with louder and quieter speakers.
  • Adjusts levels for other audio e.g. from laptops.
  • Switches between the camera, slides and visualiser for the projector feed
  • Needs training

Gopher

  • At the end of each session, checks if each speaker needs anything (primarily, hot drinks).
  • Fetches those things as required.

Stage laptop wrangler

  • Ensures that the presentations for the next session are all ready to go.
  • Brings up the presentation for the next speaker.
  • Ensures speaker knows how to advance slides/switch to document camera, demonstrates use of clicker if required.
  • The stage laptop is a MacBook, running Powerpoint, Keynote and PDF viewer software.
  • Needs training

5-minute timer operator

  • Operates the 5 minute countdown timer.
  • This role is sometimes carried out by the compere, but having someone focus on it leads to less forgetting to start the timer!

In-person welfare assistant

  • Monitors quiet room and coffee room to check these are tidy and no issues have arisen.
  • Raises issues with venue as required.

YouTube chat supervisor

  • Moderate the YouTube chat, where attendees can post and talk to each other.
  • If there are any issues with the stream, alert the tech team (in-person or via Signal).
  • This role can be carried out by remote attendees.

Remote attendee interaction assistant

  • Looks at the YouTube chat, and passes on any interesting messages to the compere for the compere to share with the room, or questions for the speaker (and direct them to reply on the YouTube chat, or provide a way for them to do that).
  • This role requires you to have brought a laptop or device that can post in the YouTube stream chat - the links will be shared with attendees in the pre-event email.
  • This role can be done by the YouTube chat supervisor if they are an in-person attendee.

Saturday evening roles

Setting up evening tables

  • Assisting the Saturday Evening Tables coordinator.
  • Clearing detritus, glasses etc off tables.
  • Putting out signage for tables to match the map.

MathsJamJam stream assistant

  • Ensures a stream of the MathsJamJam is available for remote attendees.
  • May involve pointing a camera at the right place and checking the sound is coming through ok.

Centrally administered roles

The roles below are usually filled by specifically invited people, and may already be full, but if you think you'd be great at any of them you can email volunteer@mathsjam.com to let us know.

Compere

  • Hosts a session of talks.
  • Introduces each speaker.
  • Makes announcements for upcoming events.
  • Fills time while speakers set up.
  • Monitor and enforce the five minute talk timer.
  • Is given a clipboard with all the necessary information to read out on it.

Code of conduct point of contact

  • Be available for people to approach you with CoC issues.