Flock 2025 Volunteer Role Handbook

Welcome, potential Flock 2025 volunteer!

Flock to Fedora is the heart of the Fedora Project’s contributor community. It brings us together for collaboration, planning, and strengthening the "Friends" foundation of Fedora. This event, taking place in Prague from June 5th to 8th, 2025, relies heavily on the enthusiasm and dedication of volunteers like you to succeed.

This handbook outlines the key areas where volunteer support is crucial, both before and during the conference. Whether you help shape content, design visuals, manage logistics, or ensure things run smoothly onsite, your contributions are invaluable. Please review the roles below to see where your skills and interests can best help the Fedora community gather for another productive and engaging Flock.

All volunteers play a vital role in creating a positive atmosphere. We expect everyone involved to read and uphold the Fedora Code of Conduct.

Content & Outreach Team

The Content & Outreach team serves as the voice of Flock. The team ensures the Fedora community and the wider open source world know about the event and have the information they need.

Role Type: Primarily Pre-Event (some activity during) Estimated Time Commitment: Variable. 2-10 hours/week. Peak activity occurs 2-3 months before, during, and immediately after Flock.

The team’s responsibilities include:

  • Website Management:

    • Regularly updating the official Flock website with news, schedules, speaker info, registration details, and venue logistics.

    • Working with the Fedora Websites & Apps Team and using Fedora’s content management systems.

  • Promotional Content Creation:

    • Crafting engaging content (blog posts, announcements, social media updates) to promote Flock.

    • Publishing posts on the Fedora Community Blog and other relevant channels (Mastodon, LinkedIn, etc.).

  • Community Engagement:

    • Spreading the word through Fedora channels and social media.

    • Encouraging participation and answering questions about the event, including helping in the conference Matrix room (#flock:fedoraproject.org).

Design Team

The Design Team shapes the visual identity of Flock. The team creates a cohesive and welcoming aesthetic that reflects the Fedora brand and the spirit of the conference.

Role Type: Pre-Event Estimated Time Commitment: Variable: 4-8 hours/week. Peak activity occurs 1-2 months before Flock.

Key tasks include:

  • Logo and Branding: Designing and finalizing the official Flock 2025 logo, ensuring it aligns with Fedora’s design guidelines.

  • Visual Mockups: Creating mockups for the website, social media, signage, etc., and iterating based on feedback.

  • Swag Design Coordination: Developing designs for conference swag (T-shirts, stickers) and preparing print-ready files, coordinating with the Event Production team.

  • Presentation Assets: Designing elements like projector splash screens or slide templates.

Event Production Team

The Event Production team handles the core logistics and infrastructure that make Flock possible. This team ensures the venue, schedule, and services are in place.

Role Type: Primarily Pre-Event (some onsite coordination needed) Estimated Time Commitment: High. Peak activity occurs during the weeks immediately before and during the conference.

The team’s responsibilities cover:

  • Call for Proposals (CFP) Management: Setting up and managing the CFP platform, defining guidelines, and timelines.

  • Session Review Coordination: Assembling a review team and coordinating the review process.

  • Schedule Development: Building the conference schedule based on accepted sessions, coordinating with speakers and teams.

  • Vendor Liaison & Logistics: Confirming arrangements and serving as point of contact for key vendors (A/V, etc.).

  • Social Event Planning: Organizing official social gatherings (welcome reception, dinner).

  • Onsite Logistics Planning: Planning for signage, registration setup, sponsor booths, and venue coordination.

  • Budget and Negotiation Support: Assisting the core committee with budget elements and potentially negotiating vendor pricing (food, A/V, swag).

Speaker Management Team

This team supports contributors sharing their knowledge at Flock. The team ensures speakers have a smooth experience from acceptance to presentation.

Role Type: Primarily Pre-Event (some follow-up possible during/post) Estimated Time Commitment: Medium (e.g., 3-5 hours/week, higher during acceptance/travel booking phases).

Key duties include:

  • Speaker Communication: Serving as the primary contact, communicating acceptance, confirming participation, and providing information.

  • Travel Sponsorship Coordination: Identifying speakers needing travel assistance, collecting information, and managing the sponsorship budget.

    • This requires working closely with Fedora’s legal and finance contacts to process sponsorships according to established procedures and maintaining clear tracking sheets.

  • Accommodation Management: Managing the allocation of reserved hotel rooms for sponsored speakers.

  • Flight Booking Coordination: Compiling flight needs, liaising with the travel agent, confirming details, and approving bookings within budget.

  • Schedule Confirmation: Informing speakers of session times and communicating changes.

  • Travel Information Dissemination: Sending confirmed itineraries and logistical details to sponsored speakers.

The Sponsor Management team builds and maintains relationships with organizations providing financial or in-kind support. This team helps make Flock affordable.

Role Type: Pre-Event Estimated Time Commitment: Medium (e.g., 2-4 hours/week during outreach periods).

The team’s responsibilities include:

  • Prospecting and Outreach: Identifying potential sponsors and initiating contact using the sponsorship prospectus.

  • Sponsorship Tracking: Maintaining an organized inventory of discussions, commitments, and declinations.

  • Financial Coordination: Working with Fedora’s finance administrators to ensure sponsors pay correctly via purchase orders or invoices.

  • Benefit Fulfillment: Ensuring sponsors receive all agreed-upon benefits (logo placement, promotion, etc.) before, during, and after the event.

Onsite Volunteering Team

This team is crucial during the event days (June 5th-8th, 2025). The team ensures the conference runs smoothly and attendees have a positive experience at the Vienna House by Wyndham Andel’s Prague.

Role Type: During Event Estimated Time Commitment: High (Requires availability during conference days, specific shifts TBD).

Roles include:

  • Session Chairs/Room Monitors: Introducing speakers, helping with A/V, managing time, and facilitating Q&A in session rooms.

  • Registration & Help Desk Staff: Managing attendee check-in, distributing badges/swag, and answering questions at the main desk.

  • Photography & Media Support: Capturing photos/videos of sessions and interactions, potentially assisting with live social media updates.

Important Notes

  • This handbook provides an overview of the teamwork involved in Flock.

  • Specific tasks and time commitments for volunteer roles may vary.

  • Team leads will provide further details.

  • Clarification on Scope: Some listed responsibilities, particularly those involving direct financial transactions (invoicing, payment processing), budget authority, or final vendor negotiations, are typically handled by core Flock organizers or designated Fedora Project members due to requirements for specific access or authority.

  • Volunteer opportunities focus on the many other crucial tasks outlined for each team where community contributions are essential.

  • Code of Conduct: All volunteers play a key role in our community’s health. Please read and adhere to the Fedora Code of Conduct to help ensure Flock is a welcoming and inclusive event for everyone.

How to Volunteer

Interested in helping make Flock a great success? We’d love to have you!

A specific volunteer sign-up form will be available soon. This form will be managed by the Fedora Community Operations (CommOps) Team. Keep an eye on the Flock website and Fedora communication channels for the announcement.

In the meantime, the best way to express interest, stay informed, and ask questions is to join the discussion on Matrix:

Introduce yourself in the Matrix rooms! The CommOps team in #commops:fedoraproject.org can help direct initial questions about volunteering roles and getting involved.

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