This is a list of roles and associated responsibilities for a large conference during the conference week. This list is written for a large conference (e.g. IPAC); smaller conferences may not need all these roles, and/or one person may be able to serve in many roles.

  • IT Manager (and team; usually JACoW but could be local)
    • Ensures IT setup for conference, including editing room, registration, wireless setup for delegates, and internet cafe'
    • Monitors network traffic
    • Addresses/coordinates any required IT response
  • Presentations Manager (and team; usually JACoW)
    • Organizes and runs speaker ready room
    • Ensures presentations run smoothly
    • Coordinate chairs and student secretaries in oral sessions
    • Resolve transparency/talk issues for presentation with authors
  • Paper Editors (JACoW and perhaps some local volunteers)
    • Process papers, including checking references
    • Resolve paper format/template issues with authors
    • Work with lead editors to ensure consistency for proceedings
  • Author Reception (JACoW and possibly local volunteer)
    • Provide "first line of defense" between authors and editors
    • Answer questions from authors regarding paper processing
    • Check author lists on papers vs SPMS for proceedings
    • Serve as Paper Editors when available
  • Transparency Editors (usually JACoW)
    • Process transparencies to PDFs for proceedings
    • Embed videos into PDF when necessary
    • Resolve transparency/talk issues for publication with authors
  • Presentation A/V Manager
    • Ensures A/V equipment running smoothly in presentation rooms
    • Ensures speaker introductions delivered to session chairs from Scientific Secretariat
    • Manage A/V company representatives if A/V company subcontracted
    • Often a role of, e.g., one of the LOC Chairs
  • Poster Police (local volunteers and/or student grant recipients)
    • Check author presence and poster quality at poster sessions
    • Enter poster police data into mobile app or on paper for SPMS entry
    • Take photos of noncompliant boards for records
    • JACoW folks can provide training but usually you use students or local labor for this activity, not JACoW editors
  • Oral Session Scientific Secretaries (student grant recipients)
    • Provide assistance with speaker microphone placement
    • Change between individual talks during scientific sessions
    • Run microphones during questions
    • Other activites as requested by A/V manager and session chair
    • Usually serving in this role is a base requirement for all student grant recipients
  • Student Session Organizer (local volunteer; Eugene?)
    • Ensure coordination of student poster session information with students
    • Deliver student stipends
    • Organize student assignments during week (often best done with a Doodle signup)
    • Communicate clear schedules and expectations to students
    • Organize student poster judging session and volunteers
    • Organize email to student poster winners, plaques or certificates
  • Poster Session Manager (and team; local volunteer(s))
    • Ensure proper setup of poster area (boards, board layouts, prominent board numbering)
    • Ensures prominent signage to direct authors and delegates to individual poster board areas
    • Directs poster authors to correct poster areas (particularly student posters on Sunday)
    • Ensures poster posting materials are available before every poster session
    • Coordinates disposal of abandoned posters, poster area cleanup
  • Industrial Exhibition Manager (local volunteer)
    • Ensure proper setup of industrial exhibition area (booths, power, drapery, carpeting, etc)
    • Interact with exhibitors and address their needs
    • Ensure proper setup of additional exhibitor areas (e.g. professional societies, journal tables, etc)
  • Registration (local volunteers or subcontractor/venue staff)
    • Greet and register delegates
    • Collect registration fees, where appropriate
    • Disburse registration materials, e.g. bags
  • Treasurer (local staff)
    • Document conference debits and credits
    • Make decisions regarding funding adjustments (e.g. food services)
  • Food Services Coordinator (local or venue staff)
    • Coordinate food service for editorial team
    • Coordinate food service for satellite meetings
    • Coordinate lunchtime food service
    • Coordinate food service for special events
  • Social Program Coordinator (subcontractor or local staff)
    • Coordinate social programs for delegates and guests
    • May also be a social media coordinator for Twitter, Instagram, and Facebook visibility
  • Conference Photographer (subcontractor or local staff)
    • Photograph conference events
    • Photograph conference speakers
    • Deliver relevant photographs to social media coordinator for use in real-time postings