Meetings and minutes / reuniones y actas


Bike!Bike! Everywhere! Volunteer Roles

From Bike Collectives Wiki
This page contains changes which are not marked for translation.

How do I volunteer? Contact bikebikeeverywhere@gmail.com and/or attend a meeting.


NOTE: All roles are ideally small groups or "committees". All roles need more people.

Eternal Roles that Never End

Maintain the tech infrastructure (Darin, Étienne, Ifny, Cweth, Jonathan, Angel)

Previously: Godwin, Darin, Étienne, Angel, Jonathan
  • bikebike.org
  • videoconferencing platform
  • text chat platform
  • bikecollectives.org, especially the wiki
  • mailing lists hosted at bikecollectives.org (thinktank and bikebike-everywhere)

Schedule meetings ( )

Previously: Angel, Darin
  • Plan meetings and make sure they keep happening
  • Could also suggest ways to facilitate the meetings
  • Setting the event dates and dress rehearsal dates
  • Update Meetings page on this wiki

Volunteer Coordination (Nat, )

Previously: Angel, Darin, Étienne
  • Assign people to things
  • Follow up - are people still doing what they signed up to do. Do they need help? Find replacements if needed.
  • Get people's addresses or info for thank you

Answer Emails (Angel, )

Previously: Angel
  • Respond to obvious questions
  • Directly ping somebody else who could answer if not
  • Keep an eye on registrations in case people have notes/questions that we need to answer

Secretary ( )

  • Take notes during meetings
  • Collectively agree to collectively take minutes at every gathering
  • Add link to the meeting minutes on the page on this wiki

Before the Event

Coordinate Workshops ( )

Previously: Angel, Darin

Write Announcements ( )

Previously: Angel, Darin, Étienne
  • Write announcements, send them out for review/editing
  • Send emails to the right lists
  • Post to website, wiki, opencollective, etc.
  • Get announcements translated
  • Find volunteers
  • Share information with social media person/s
  • Invite workshop hosts to share blurbs to go out in the post-B!B!E! review email

Social Media (Nat, )

  • Figure out how/when/where to do communication on social media
  • Share information that comes from announcement person/s
  • Find volunteers

Translation & Interpretation (Nat, )

Previously: Nat, angé, Tigre, yajaira, Francisco, and others
  • Translate written materials + announcements for distribution
  • Interpret at meetings if needed
  • Depending on availability of funds, translators and interpreters may be paid

Translation & Interpretation / Language Justice (Nat, )

Previously: angé, Nat,
  • Recruit translators & interpreters
  • Maintain interpretation schedules & translation to-do lists
  • Coordinating with translators & interpreters (sample spreadsheets for translation & interpretation)
  • Ensuring the planning is actually being mindful of LJ practices
  • Being on everyone's case at the dress rehersal
  • Making sure the announcement person and technical planners have access to and the means to translate materials

Technical Planning (Darin, Angel, Ifny, Cweth, Jonathan, Étienne, Angel)

Previously: Darin, Étienne, Angel, angé
  • Deciding on important criteria in which to use in decision making, e.g. ease-of-use, language justice + accessibility, FLOSS
  • Comparing and selecting tech platforms for various tasks
  • Deciding how to use the platforms (e.g. 1-channel per workshop + webinar chat, disabling group chat, etc.)

Tech Support ( )

  • Learn how to support the event
  • Testing access to systems
  • Trying out the platforms on various devices

Finance (Angel, Nat, Étienne, Darin, )

Previously: angé, Angel, Momoko
  • keep an eye on donations & budget
  • request & approve invoices as needed
  • liase with OpenCollective if we need cash disbursements or other special stuff

Fundraising & Outreach ( )

  • Get donations of in-kind software and other things we might use
  • Get donations of money
    • orgs
    • individuals
    • attendees
  • Send out outreach requests to big orgs, federated bike collectives

Graphic design ( )

Previously: Angel, Étienne
  • Make cool posters
  • Make things for social media
  • Make graphics to excite your friends
  • Make more bike emoji [yesssssss]

Digital Archiving ( )

Previously: Darin, Angel
  • Be in charge of the recordings (some notes on how we did recordings in 2021)
  • Be in charge of linking records to each session and making a wonderful paper trail for future generations

Excited Newb ( )

Previously: All of us!
  • Come to any and all meetings
  • Learn how to do anything
  • See a place that might be a good fit but you're feeling daunted? Every role has an "apprentice"!
  • Do anything!

Ombuds/Mediator ( )

  • On call to help people process & resolve stuff as needed prior to or during the event

During the Event

"Techies" ( )

Previously: Darin, Étienne, Ifny, Carrie, Patti, Christine, Robin, Angel
  • Help get folx using the platforms and troubleshoot before/during/after sessions
  • Make sure sessions are being recorded
  • Uploading recordings after the sessions

Workshop hosts ( )

Interpreters ( )

Previously: angé, Nat, Tigre, machete, Eli
  • Simultaneous interpretation during workshops
  • Last-minute translations
  • Depending on availability of funds, translators and interpreters may be paid

People who put out fires ( )

Previously: Darin, Étienne, Angel, Ifny
  • be on hand to help resolve technical issues, scheduling problems, and anything else that goes wrong during the event

After the Event

Digital Archiving ( )

Previously: Darin, Angel
  • Be in charge of the recordings (some notes on how we did recordings in 2021)
  • Be in charge of linking records to each session and making a wonderful paper trail for future generations

Followup announcements & exit survey ( )

Previously: Angel
  • send one or more emails (here's how it went, links to digital archives, volunteer for next time)
  • create and distribute an exit survey (what did you like? what would you change? etc.)

Write and mail out thank you notes ( )

One-off Tasks

Consolidate Email lists for announcements ( )

  • there are a bunch of lists of people who have been to Bike!Bike! in the past, people who want to attend in the future, community bike organizations, etc.; it would be helpful to combine them all in one place (more or less)