Arrival & Logistics
Where to go when you arrive
Section titled “Where to go when you arrive”First time each day: Go to Infodesk K to pick up your t-shirt and check in.
Later shifts: If you have your t-shirt and know where to go, head straight to your task and check in via #volunteers:fosdem.org. Otherwise come to Infodesk K or Infodesk H for assistance.
Pro tip: Arrive 10-15 minutes early for navigation and settling in.
Special tasks (Thursday/Monday): Van loading/unloading happens at the FOSDEM office in Kortenberg (address provided when you sign up).
T-shirts & identification
Section titled “T-shirts & identification”You’ll receive a free t-shirt - orange for general volunteers, green for video team (yours to keep!).
- Pick up a fresh one each day at Infodesk K.
- Create a name tag with your name and languages using ISO-639-1 codes (e.g.,
Anna | EN FR DE ES) - Wear it while volunteering; take it off when you want a break
- Various sizes available - find what’s comfortable
Age requirements
Section titled “Age requirements”Volunteers should be aged 16+ to be able to support on their own. Volunteers under the age of 16 may support when under parental supervision. At the discretion of staff, some tasks may not be assigned to volunteers under the age of 16.
Visa & travel support
Section titled “Visa & travel support”For legal reasons, the FOSDEM organization can only issue such letters of invitation to “main track” speakers for whom we also make travel and hotel arrangements.
If you are attending FOSDEM as part of your involvement with a project represented at our conference, we recommend you get in touch with someone you know locally who is involved in the project and ask them to invite you.
For information regarding Belgian visa requirements, we refer you to the website of the Belgian ministry of foreign affairs.
Source: FOSDEM FAQ
Food and drink
Section titled “Food and drink”Free for all active volunteers:
- Drinks and snacks at Infodesk K and Infodesk H
- Food vouchers for longer shifts (use at food trucks)
- Meals for buildup/cleanup volunteers (Friday 18:30-19:30, Sunday 19:30-20:30)
- Pizza at van loading/unloading (Thursday & Monday 17:30-19:30 in Kortenberg)
For long shifts: We’ll bring food to you or arrange a break (you can skip queues!).
Managing shifts
Section titled “Managing shifts”Can’t make your shift? Post ASAP in #volunteers:fosdem.org with your name, task, time slot, and whether you’ll be late or absent. We understand - just communicate!
Your replacement didn’t show? Wait 10 minutes, then contact coordinators via Matrix, phone +32 2 788 74 72, or Infodesk K if it’s close by. Don’t leave until you have confirmation of a replacement.
Want to help more? Check volunteers.fosdem.org for open shifts, ask at Infodesk K, or post on Matrix. Extra help is always appreciated!