Workshop Rapporteurs

 

Rapporteurs play an important role in the successful follow up of the workshop. They ensure that the content and outcomes of the session are clearly recorded so that they can be shared with members who were unable to attend and incorporated into the AGM minutes. Workshop rapporteurs will be responsible for writing a bullet point list of issues discussed at the workshop, actions that were taken, and any items requiring follow up. Rapporteurs will have access to workshop transcripts.

Important skills: listening, written communication, typing, detail oriented.


Workshop Transcript Editors

 

Transcript editors will listen to the recordings of the workshops and edit the rough transcripts provided from the live captions to ensure that they are accurate. This may involve some research, reviewing workshop materials, and/or following up with workshop facilitators.

Important skills: listening, typing, detail-oriented; familiarity with the workshop subject would be helpful but is not required.

 

Working Party Rapporteurs

 

Rapporteurs play an important role in the successful follow up of the Working Party sessions. They ensure that the content and outcomes of the session are clearly recorded so that they can be presented at the beginning of the plenary resolutions' session, and anyone who was unable to attend Working Party can understand what was discussed and what decisions were made. Rapporteurs will be responsible for writing a bullet point summary of Working Party, which should include information about the resolution(s), why people support or oppose the resolution(s), any amendment(s) made to the resolution(s), and any other information that is important to understanding the discussion.

Important skills: listening, written communication, typing, detail-oriented, public speaking; rapporteurs should be comfortable turning on their mic and/or camera to share their Working Party report at the beginning of the plenary resolutions' session.

 

Chat Monitors

 

Volunteers will support workshop facilitators by monitoring the online chat during workshops, ensuring that the Community Agreement is being followed, responding to concerns or questions, and sharing information or resources. Chat monitors will receive some specific pre-event training, resources to reference, and ongoing support from the organizing team.

Important skills: communication, conflict resolution

 

Working Party Chairs

 

The Working Party chair is responsible for making sure that the Working Party sessions are conducted according to AICES Bylaws and AGM Standing Orders and that matters are dealt with in an orderly, efficient manner. The chair will also be expected to participate in pre-event meetings and test runs to ensure that everything works smoothly. Important skills: facilitation, communication, familiarity with the Bylaws and Standing Orders

Important skills: facilitation, communication, familiarity with the Bylaws and Standing Orders

 

Accessibility &Tech Support Volunteers

 

Volunteers will support participants in using the online AGM platform(s). Tasks may include helping participants with basic technology support (such as how to log on, how to mute themselves, helping with instructions for activities); answering general (but basic) tech-related enquiries; assisting with chat and voting functions as well as accessibility tools.

Important skills: communication, comfortable with technology

 

Meeting Support for Working Parties and Plenary

 

This volunteer will work in coordination with meeting chair and be responsible for any documents that appear on screen, including PowerPoint presentations, reports, and meeting notes. During resolutions discussions, they will display the text of the resolutions and make any amendments as required. The meeting support person will also be expected to participate in pre-event meetings and test runs to ensure that everything works smoothly.

Important skills: multi-tasking, comfortable with technology, familiarity with the Bylaws and Standing Orders, familiarity with how Working Parties and Plenary are run. 

 

Forum Moderators

 

Volunteers will monitor online community spaces (on a platform to be announced) and make sure that participants are following the Community Agreement; moderate discussions when needed; respond to concerns or questions; and share information or resources. Forum moderators will receive some specific pre-event training, resources to reference, and ongoing support from the organizing team.

Important skills: communication, facilitation, conflict resolution. 

 

Active Listeners

 

The role of an active listener is to be available for participants that may be having strong reactions to certain content in the event. Ideally, we would like to have active listeners available during all programming so that a participant who needs some support can request an active listener during the session and for up to 15 minutes after a session has ended. Active listeners are not therapists or problem solvers, they are simply there to listen, offer participants empathy, and possibly direct them towards resources. Active listeners will receive some specific pre-event training, resources to reference, and ongoing support from the organizing team.

Important skills: listening, communication, empathy, willingness, and ability to discuss difficult topics with sensitivity and without judgement.

 

Session Moderators

 

Volunteers will be responsible for opening and closing sessions, sharing housekeeping notes and information about the AGM and platforms, introducing speakers or facilitators, and moderating questions from participants. 

Important skills: public speaking. 

 

Facilitators, small group informal sessions

 

Volunteers will facilitate informal discussions, meet-up and gathering in virtual breakout rooms.

Important skills: facilitation.