TEDxHilo Volunteer Roles and Responsibilities
To Get Involved in TEDxHilo, visit our Volunteer FormÂ (opens in new window).
TEDx Local Brand Manager – Works with Marketing, Video, Set Designer, Photographers and Event Organizer to assure all TED and TEDx brand requirements and policies are enforced. Responsible for making sure videos are published and accepted by the TED Team after the event.
Event Sponsor & Partner Developer – Finds event sponsors. Works with Event Organizer, Treasurer and other organizers to make the event possible. Must know and understand the TED sponsorship requirements.
Press Relations – DevelopsÂ and maintains relationship with local/national press. Writes and distributes press releases, works with Marketing Director and Event Organizer to help assure an informed local media. Must know and understand the TED PR / Press / Media requirements. Works with TED and Event Organizer to publish event press release. May act as official TEDxHilo StoryTeller by writing and approving event stories before, during and after the event on the official TEDx Blog.
Photographer 1 – Works with Marketing Director, Press Relations, Brand Manager and Stage Manager to assure event photos are captured which represent the intention and feeling of the event. Uses creative license to capture imagery to be used on multiple websites. Must know and understand the TED photography requirements.
Photographer 2 – Same as above.
Marketing Director – Works with Event Organizer, Brand Manager, Video Director and marketing team to assure the TEDx and TEDxHilo brand messages are enforced and spread far and wide. Must know and understand TED branding, copy/messaging and social media requirements. Should understand and know the TED website requirementsÂ as well as any other promotional or brand requirements published by TED.
Marketing Social – Works with Marketing Director to assure TEDxHilo is shared everyone online.
Marketing Street – Works with Marketing Director to assure TEDxHilo is shared everyone offline.
Ticket Sales 1 – Works with Event Organizer to distribute and collect tickets pre and post event at ticket outlets. Helps assure attendee count at the event matches the number of tickets sold. Should know and understand the TED admission/ticket requirements and be able to fill out the proposed ticket price form linked in the TED Event General Rules page.
Ticket Sales 2 – Same as above.
Ticket Sales 3 – Same as above.
Ticket Sales 4 – Same as above.
Ticket Sales 5 – Same as above.
Speaker Liaison – DevelopsÂ and maintains informative relationships with speakers, pre-post event. Helps assure speakers meet content delivery dates and speaker presentations are built into the event timeline. Responsible for informing speakers regarding their involvement, the speaker pledge and their responsibilities. Must know and understand the TED speaker requirements. Must also know and understand what makes a great TED presentation design.
Performer Liaison – Helps bring the best talent to TEDxHilo. Works with performers to assure they have signed performance agreements and understand their roles and responsibilities. Works with Stage Manager, Press Relations, Marketing Director and Event Organizer to assure the best possible event for attendees.Â Must know and understand theÂ TED speaker requirements
Setup Crew – Helps setup the event. May help in multiple roles from stage setup to attendee support. The setup crew of responsible for helping to transform the venue into a TEDxHilo venue on the day of the event.
Takedown Crew – Helps return the TEDxHilo venue to it’s original state after the event.
Stage Manager – Works with set designer, lighting, sound and video to assure the stage is set. Informs speakers on where to stand and helps speakers mic-up before their presentation. Must know and understand TED requirements and guidelines for stage design.
Set Designer – Responsible for the TEDxHilo stage design. Researches other TED stages and works within budget to create a functional and great looking stage. Works with stage manager.Â Must know and understandÂ TED requirements and guidelines for stage design.
Onstage Host – Responsible for knowing each speakers bio and talk. Must know and understand the TED requirements and guidelines for onstage hosts.
Lighting Design – Sets up creative lighting on day of event. Controls rooms lights during the event. Works with stage manager.
Sound Manager – Works with Stage Manager, Set Designer, Video Director/Editor and SpeakerÂ LiaisonÂ to assure sound is professionally captured for attendees and video editor.
Video Director – Works with Event Organizer, Marketing Director and videographers to assure multi-angle video is captured of speakers. Works with stage manager. Must know and understand the TED video requirementsÂ and how to manage multimedia at a TED event. Must also know and understand TED requirements for recording talks.
Videographer 1 – Shoots video of event and provides Video Director with footage of the event at the end of the event. Works with Video Director and stage manager.
Videographer 2 – Same as above. Works with Video Director and stage manager.
Videographer 3 – Same as above. Works with Video Director and stage manager.
Video Editor – Works with Event Director and Brand Manager to assure videos are edited properly and uploaded to TEDx YouTube channel.
Projector Operator 1 – Works with Stage Manager, Set Designer and Video Director to assure projectors are setup and operational for the event. Responsible for projector pickup and return to projector owners.
Projector Operator 2 – Same as above.
Projector Operator 3 – Same as above.
IT Support 1 – Works with Stage Manager, Set Designer, Video, Sound.
IT Support 2 – Same as above.
Live Streaming Manager – Creates and publishes live event stream for offsite attendees. Works with all Marketing Director, Video Director, Brand Manager and Event Organizer to assure a quality experience for offsite attendees.Â Must know and understand the TED webcast requirements.
Venue Liaison – Works with venue owner to assure all requirements are met. Follows up with venue post event to assure everything was properly addressed. Should read the TED venue guidelines and research other event venues to completely understand the ideas behind TED venues.
Education Champion – Works with decision makers within Private and Public Schools to assure they areÂ representedÂ and in attendance.
County Gov Champion – Works with County Administration and Council to assure all decision makers are in attendance.
State Gov Champion – Works with State Legislators, Congress persons and decision makers in local state offices are in attendance.
University Champion – Works with University of Hawaii, Hawaii Community College leadership, professors and student government to assure decision makers are in attendance.
Non-Profit Outreach – Works with non-profit Directors to inform their membership and influencers are aware of the event and in attendance.
Attendee Support 1 – Helps attendees find seating, recieve event bags and literature. Works with Attendee Champions to assure attendees are in excellent care during the event.
Attendee Support 2 – Same as above.
Attendee Support 3 – Same as above.
Attendee Support 4 – Same as above.
Attendee Support 5 – Same as above.
Volunteer Coordinator – Helps assure all volunteers understand their roles and responsibilities. Maintains backup plans and schedules all volunteer efforts pre and post event. Responsible for making sure all volunteers have filled out application form, have agreed to terms and have signed liability waivers.
Webmistress – maintains web pages related to the event. Creates posts pre and post event to inform website visitors of emerging details. Must know and understand TED website requirements.
Webmaster – Same as above.Â
All roles are responsible for attending pre-event organizer meetings. Post event wrap-up meeting and party attendance mandatory. :)