Rails By The Bay 2021 logo

NMRA 2021 Virtual National Convention

RAILS BY THE BAY

July 6 – 10, 2021
Santa Clara, California

VOLUNTEERS

Zoom Volunteer Coordinator:
Cydney George-Abatecola

Rails By The Bay
Virtual needs
YOU!

Volunteers are the lifeblood of any convention and Rails By The Bay, although virtual this year, is no exception.

What We Need

Welcome, and thank you for volunteering! Each day of the virtual convention (July 6-10), there are 2 tracks (or webinar meeting links) and one main "Hall" with breakout rooms that need volunteers for MCs, Producers, Moderators, Information Desk Operators and Hosts, as described below.

For each day of the convention we will need volunteers for the following positions to sign up for a morning (9-12:10pm), afternoon (1:30-4:30pm), or evening shift (6:30-9:00pm) that will cover volunteering for 2-3 clinics.

Job Descriptions

MCs – Make introductions and start the presentations on camera. Ask questions from attendees, who have "raised" their hands (audio question) or submitted by the chat moderator.

Producers – Manage the feed and the audio/video/screensharing for the presentation. Record each clinic and upload all clinics recorded for your shift to designated convention video site. Producers also need a high bandwidth feed. See Technology Requirements below.

Moderators – Moderate the chat window, collect high-quality questions and send them through private chat to the MC.

Information Desk Operator – Help direct attendees to breakout rooms and answer questions as attendees enter the Main Hall.

Breakout Rooms

Every day, after most clinics in Track 1 & 2, we will host a breakout room for discussion and additional questions, referred to as the "Clinic Goes On" sessions. We will need volunteers to moderate/host these breakout room sessions. Every day of the convention we will need 2 volunteers at 10:10am, 11:20am, 12:10am, 2:40pm, 3:50pm and 7:40pm.

Breakout Room Host – Welcome people as they arrive and remind them what this session is for (a social time for questions and chatting among those that just attended a clinic), facilitate the questions for panelists if needed, ensure questions run smoothly, remind when time is running out, etc.

How to Sign Up

Click on the link below to be taken to our SignUpGenius site to review the available positions and slots, then click on the blue "Sign Up" button to sign up. It would be much appreciated if you could sign up for at least 2 slots. NOTE: Changes may occur to volunteer schedule and/or jobs prior to the event.

Click to review available slots

Do you want to volunteer but have questions or an issue to resolve before you can sign up for a specific slot? Let us know by clicking the link below. We will be in touch with you soon.

https://www.signupgenius.com/go/10C0B48ABAF2AA3FD0-general

Thank you for your patience if any changes need to be made and for volunteering!

Technology Requirements for Volunteers

General Computer

  • A recent (2 years) PC/Mac running a new OS version is best
  • Check your system utilization when running Zoom to validate usage
  • Turn off any non-essential applications
  • 5GB total of memory space to record up to 3 separate clinics

Network

  • The goal is to do 720p video, High quality is mandatory
  • 720p Requirements
    • Zoom Requires: 2.6 Mbps / 1.8 Mbps (up/down)
    • Suggested: 5-10 Mbps / 4 Mbps (up/down)
    • No Worries: 25+ Mbps / 30 Mbps (up/down)
  • High Quality (360-480p)
    • Zoom Requires: 1.0 Mbps /600 kbps (up/down)
    • Suggested: 2 Mbps / 1.5 Mbps (up/down)
    • No Worries: 5+ Mbps / 15 Mbps (up/down)
  • Run Speedtest to check your speeds: https://www.speedtest.net/
  • Direct Ethernet may be better than wireless
  • Minimize other users with high bandwidth demands
    • Gaming
    • Streaming
    • Other Zoom events

Zoom Information
https://support.zoom.us/hc/en-us/articles/201362023-System-requirements-for-Windows-macOS-and-Linux


By volunteering to help in any position, you can renew old friendships, make new friends, and help make this convention the best that it can possibly be. Remember, you always get more than you give!

Thanks in advance for your support.



Cydney George-Abatecola
Volunteer Coordinator
Rails By The Bay


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