EV Manager

Job Title: EV Manager

Job Purpose: Organizes the Electronic Village so that equipment is set up in advance of the program, appropriate software is installed, and all necessary copies are made.

Duties:

  • Get email address of next conference manager (title?) (Bart Ecker)
  • Get a team together
  • Try to find your replacement for two years hence
  • In September, email the call-is steering committee with a list of EV needs, for feeback.
  • Send that list to the conference chair and Bart once it’s approved by the CALL-IS committee.
  • Communicate with all the leaders of EV special events to find out what they need and how they are going to be set up. This should be done as soon as the event call for proposals goes out.
  • Redone when proposals have been accepted.
  • By February, communicate with the software database manager to assure a up-to-date listing of available software for teachers and individuals to view at the EV.

Set up of the EV at convention:

  • Running the EV – in charge of the daily operations of the EV during the convention.
  • Create Signs
  • Check on EV Security
  • Acquire Supplies:
  • setup EV Office

Timeline:

During Convention beginning of year:

  • Get email address of Director of Conference Services (Bart Ecker: becker@tesol.org )
  • Get a team together
  • Try to find your replacement for two years hence
  • Meet with Bart Ecker, Diector of Conference Services and EV team to plan for changes for next year’s conference.

Between Conventions:

  • In September, email the call-is steering committee with a list of EV needs, for feedback.
  • Send that list to Bart once it’s approved by the CALL-IS committee.
  • Communicate with all the leaders of EV special events to find out what they need and how they are going to be set up. This should be done as soon as the event call for proposals goes out.
  • Re communicate with Event Leaders when proposals have been accepted.
  • By February, communicate with the software database manager to assure a up-to-date listing of available software for teachers and individuals to view at the EV.
  • Communicate also with TESOL (Bart or assistant) to get list of software for database.

General communication tips:

  • Set up a folder in your email client for EV mail. Use filters to send email from EV people there automatically.
  • Avoid attachments, especially in non-open (e.g., Word) formats.
  • If people on the conference planning committee do not reply to your email, they are not intentionally ignoring you; they’re just extremely busy. Send follow-up messages until you know that communication has occurred.

At the next Convention

Setup:

  • Start setup as early as possible (as early as 7 AM on Sunday). See EV Diagram.
  • Plan extra time if the convention center is a union shop.
  • setup an additional small booth with tables, where EV staff and presenters can leave their conference bags, coats and other materials. (Get a coat rack too!)

Running the EV:

Signs:

  • Email/chatting or skyping: not allowed
  • Where to get email
  • No food & drink
  • PC and Mac station numbers (PC1-10, Mac 1-10)
  • EV schedule (could print out from web site)
  • Individual event schedules
  • anything else that’s brilliant
  • “Presenters’ handouts only” on one table

Security:

  • Contact Bart before the conference to make sure you have badges that give permission to get in early to the building
  • Make sure the EV is locked securely at night
  • If possible, get set of keys for EV coordinator

Supplies:

  • Paper, scissors, tape (lots), push-pins (lots and lots)
  • blank CD-R’s, floppies
  • Note: Bart is supposed to get us a box with this stuff. Somehow we didn’t get it this yr.
  • Garbage can
  • Lost & found?

EV Office

  • Location for copies to be made/ copies made (preferably a box or folder).
  • Curtains to block off
  • 1-2 main computers – server if needed.
  • “drops” so that Chairs and EV Committee members can plug in.
  • Tables and chairs as appropriate (3 tables/ 6 chairs?)

After the Conference:

  • Edit this site for any new information, corrections, etc.
  • Send thank-you emails to the EV team, volunteer coordinator, etc.

Additional Information:

For those people who want to try Linux, there is the possibility of dual-booting, or booting from a CD distribution such as Knoppix.

This is a diagram of the 2003 EV configuration in room 308 of the Baltimore Convention Center. On the floor, we had 10 Macs and 10 PC’s. Each computer is on a 6-foot table. We got two 8-foot tables to put in the booth. The booth is a curtained-off area, 10 feet square. The booth has a Mac and a PC for coordinator and volunteer use. There is also a laser printer. (This year, an HP 2200.)

Next to the entry are two 6-foot tables with the software. (not available)

Two posterboards display announcements and schedules.

There are at least two chairs per computer table. In addition, the round tables have 8-10 chairs apiece.

The screen has an LCD projector and an overhead projector in front of it.

I left out the second screen/projector, which is just to the right of the booth.