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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.

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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.

EA Support for TAC

We have limited time from the Executive Assistant to work with TAC, but in order to make the most use of that limited resource, we need to be careful about what we do and don't ask of them.

The EA's role is mostly around liaising with external parties, in a consistent way with a single voice. This normally means flights, hotels, financials etc. (The EA will not normally communicate with the applicants). The EA will take the information gathered by the Shepherds on travel requirements, and will pass that to the Travel Agent. The resulting itineraries will be passed to the shepherds to go out to applicants, and once approved by the applicant + shepherd + financial co-ordination, will tell the Travel Agent to issue the ticket. They will pass the issued ticket to the shepherd.

They will work with the hotel on room assignments, based on Shepherd supplied requirements (including where attendees are covering some cost).

They will work with the treasurer, the committee chair and virtual to get payments made, and will work with willing committee members to use personal cards as a last resort.

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.

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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 Travel page on the main Apache site 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 concom and 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, handing out any subsistance if applicable. Usually also, a meeting, or welcome meal is organised 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.

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