Roles

Various roles performed by TAC members and volunteers.

This page describes the various roles that various TAC volunteers perform throughout the year. Most roles are event specific and occur only whilst an Apache event is being held. Note that whilst it might be nice that we have enough member volunteers to fill all these roles, it is usual currently that TAC members take on more than one role. This works as some roles are performed at different times of an event cycle.

In no particular order:

TAC co-ordinator

This role is one of collaboration and of tying up all the loose ends. This role can involve communicating with anyone and everyone.

The TAC co-ordinator should have an overall view of all aspects of an event, knowing what needs to be done and when, giving other role players a reminder nudge when needed, seeing when there are gaps in processes and seeing that they get filled in by an appropriate role, or filling the gap themselves. This role needs someone who will be available to everyone at any time (within reason) for the whole of the period from before applications open through to after the actual event is finished, which is usually a period of months rather than weeks.

This role can be performed by any TAC Member.

Judge

There are always at least three judges for every event, at least two of whom will have judged before. The judges responsibility is to score applications based on a pre-defined set of questions and question scores. Some scores values are based on a judges interpretation of the answers. Judges should be available during the defined judging period to collaborate with each other should any clarifications be needed, and to communicate with applicants if further information is needed. Judges have exclusive use of the tac-apply private list during the judging period. The judging period usually begins the day after event applications close although scoring can start just as soon as an applicant marks their application as final/complete. The judging period lasts as long as is necessary, as defined in the conference timeline. The amount of applications that can be approved is also determined by budget as well as a cut-off score. Note that it is up to the judges to determine if applications are already invalid due to triggering a rule such as previous assistance by TAC for other events. Judges will also need to liaise with other lists such as the produce and the main travel-assistance list.

After judging, judges will suggest any changes to questions or scores for future events, via the travel-assistance list.

Judges must be TAC Members.

Financial co-ordinator

A TAC Member, typically who judged, who will sanity check proposed itineraries and costs associated with them, and will approve those for booking. They will also give a yes/no to proposed alterations that attendees request with noticeable cost or visa implications, such as staying an extra week or going with a different airline.

Shepherd

Once applicants have been approved by the judges and they have accepted, Shepherds are assigned to be the main contact point between the applicant and the TAC list. Ensuring that the applicant has provided all details required, and working with them to clarify any missing information or requested changes. Will ensure the EA has everything needed to book travel and hotels. Will pass proposed and final itineraries / tickets / hotel bookings etc to the applicants. Will answer questions from the applications. Will supply TAC-standard advice on visas, along with arranging for any letters / details the applicant needs for their visa applications. Will pass along communications (eg 2 weeks to go emails) to the applicants.

After the conference, the shepherd will collect feedback from their applicants, typically with the survey.

Content Editors/Publishers

Can be one or more people to help keep our various content outlets upto date with all the latest information as it happens. This includes our wiki, our website , our email outlets such committers lists and project user/dev lists, twitter etc. External avenues of advertising should be explored and co-ordinated between the main TAC co-ordinator and bodies such as Press / Marketing & Publicity

Onsite Event co-ordinator(s)

Also known as 'TAC person(s) on the ground'. One or more people who will be at the event itself, with time to dedicate to TAC. This person or persons will be in charge of the successful applicants whilst they are at an event. Meeting & greeting them upon arrival, introducing them to other people of interest, answering their queries. Usually also, a meeting, or welcome meal is organized for TAC attendees where the days ahead are planned out. TAC attendees are required to perform some duties whilst at an event, from being session chair to helping set up a room etc. Onsite event co-ordinator(s) should be contactable at any time, though hopefully, a lot of their time spent at an event will be their own.

Lists and Aliases

The tac-apply private alias must be used for anything involving personal details of an applicant

Until the end of judging, the tac-apply alias will only contain judges. Once judging is complete, shepherds and the EA and the co-ordinators will be added, and any judges not taking any other roles removed.

The main list will be used for all policy things, drafting of notifications / emails / sites etc, and generally preferred for anything operational that doesn't involve applicant's personal details.