a part of a fun and exciting project that also looks good on your CV? Volunteer at TEDxReykjavík and gain useful qualifications that strengthen your appeal on the job market. VOLUNTEERING For TEDxReykjavík, TEDxRvk for short, to be successful we need a strong team. A strong team requires that everyone knows what is expected of them. This guide is for our team to study upon recruitment and a handy overview of what everyone is doing. Think of volunteering for TEDxRvk like being in a choir. If people do not attend practices, the concert is not going to be great. That is why we expect our team to be engaged and in return get a great experience and acquire valuable skills.
require a license from TEDx. For us to be able to re- new our license and get to upload our videos, we must follow the rules and TEDx is very strict on making sure their standards are met. Our first requirement of our team members is to read the TEDx rules and guides and take special notice of anything that applies specifi- cally to each team member’s role. Then each team must make sure that their output is in accordance with the rules.
our team to have a safe and inclusive experience and also everyone we come in contact with. We encourage open and frank discourse and we are well aware that people can have strong opinions that may create tensions. If you feel you or other team members are treated unfairly, do not let it slide. It is always best to handle difficult matters early. Read our code of conduct policy for further detail. Attendance and tasks We require people to be able to set aside time for working on TEDxRvk tasks, this can be around 1-2 hours per week on average. Each team can set up their preferred schedule. If you can not attend meetings, finish your tasks on time or need to take a break you must let your team lead know as soon as possible. We encourage team members to ask for help early. Teams rely on each other to work and we all sometimes need help. Meetings Most of our work is remote and team members mainly communicate through social media platforms the team chooses to use. It is therefore important to meet regularly. In person meetings are more engaging, and they help with team building. If meetings are not well organized they tend to become a heavy burden and unhelpful. That is why we have made a guideline based on past experiences. Communications Members are expected to use the communication applications the team uses and respond as soon as possible At the start of each planning season, first meeting after each TEDxRvk main event, the team can select what tool suits most team members best.
Co Organiser Helps the main organizer assisting them in the main tasks Team Organisation: TEDx events are big endeavors. They need speakers that must be trained, event venues, recording and editing, catering, advertising and funding. We have split this into following teams: Fundraising (Fr) Speaker (Sp) Media And Communication (Pr) Logistic (Lo) Each team is made up of a team leader and team members. Each team de- cides how to complete their main goals based on their strengths each time.
connections with previous sponsors. TASKS: Promote awareness of the organization’s mission and work Cultivate a network of dedicated donors and volunteers Spot new fundraising opportunities Form strong relationships with external stakeholders Ensure major donors are satisfied and kept in the loop RESPONSIBILITIES: Find available sponsors Effectively convey the organization’s mission, vision, and programs to potential donors Write fundraising proposals Strategize and successfully execute fundraising campaigns
TASKS: Finding and recruiting speakers Guide the speaker through the drafting process of the talk Sharing the guidelines to be sure the talk is compliant with the rules Rehearsal with them privately and in group Help them with slides if they are needed During the event assist them to make sure they are comfortable and ready for the big day RESPONSIBILITIES: Make sure the talks are compliant with TED standards Deliver an excellent experience for the speakers throughout the entire process Tailor a journey for the speaker that align with their personalities Focus on storytelling
who is responsible for the external communication TASKS: Content creation Respond to comments and messages Live posting during the event Engage with audience when possible (online and offline) RESPONSIBILITIES: Brings brand & product awareness builds an online reputation Creates content, promotes content Keeps in touch with the key stakeholders
responsible for the location TASKS: Find and contact the possible location for the event (main and salon) Organize rehearsals with the SP team Take care of the stage design During the event guide and support the technician team Organize partners dedicated space with the FR team (i.e. in case of in kind support) Find volunteers to help during the event RESPONSIBILITIES: Create an accessible environment and suitable for a varied public Collaborate with the FR team to deliver an excellent experience for our sponsors Create opportunities for meaningful interactions among the attendees
create a suitable schedule. Meeting Notes On TEDxRvk Google Docs Templates folder is a Meetings template. Make a copy of the template, save it in the correct folder (Event [year]/[team folder]) and rename it so it is easy to find (example: Meeting notes 1). Tasks should be assigned to a person or a team and preferably with a due date. TEDxRvk meeting guidelines: Schedule regular meetings on days and times that suit most of your team. It is easier to cancel regular meetings than to schedule them one at a time. Do not require people to attend meetings where they are not needed but they may attend voluntarily. Those who can not attend in person should be able to participate remotely. One person is assigned to take meeting notes according to our notes guide. Organization meetings are for Organizers and team leaders.
you think your or other team members boundaries are overstepped you can take it up with your next in command. If your problem is with your next in command, then you can take it up with the organizing team. The final step within the team is to take it up with the board of TEDxRvk. If you think a law has been broken, you should take it up with authorities and we would like you to notify your next in command as is explained in the last few steps. We will of course help you take the matter to the right authorities with you if you are not comfortable doing it yourself. What happens if a complaint is made against you: Based on the seriousness of the matter these three steps may occur: Team organizer or the chair of the board will hold a meeting with the opposing parties and try to come up with a solutions the benefits both. In case of more serious accusations, a warning may be given to the offending team member. Two warnings mean that the team member will be asked to leave the team. In the case of a suspected law break, a team member will be suspended until the matter has been resolved. If the team member is acquitted they may return but if charged, they are automatically of the team.
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