Heralding
Schedule
Section titled “Schedule”When: Saturday 09:00-19:30, Sunday 08:30-18:30 (shifts of 2-3 hours)
Where: Various devrooms across ULB Solbosch campus, check in at Infodesk K
Team size: 1-2 volunteers per maintrack devroom
What is the heralding task?
Section titled “What is the heralding task?”Be the essential link between speakers, video team, and audience in devrooms. You’re the face of FOSDEM in that room, ensuring everything runs smoothly and on time.
Requirements
Section titled “Requirements”- Good command of English (spoken) - essential for announcements and speaker interaction
- Punctuality - talks must start and end on time
- Confidence speaking in front of large audiences - you’ll be addressing rooms of 50-800+ people
- Calm under pressure - things don’t always go as planned
- Basic technical awareness - helpful for coordinating with video team and supporting the speaker with laptop/projector setup
- Friendly and welcoming demeanor - you set the tone for the room
- Time management skills - you’re the keeper of the schedule
What you’ll be doing
Section titled “What you’ll be doing”- Meet speakers 10 minutes before their slot
- Introduce speakers - keep introductions brief (30-60 seconds), mention name, title, one interesting fact
- Manage time - be firm but polite about time limits; give clear warnings using time cards
- Facilitate Q&A - announce available time, direct microphone use, repeat questions for recording/stream
- Coordinate with video team to ensure recording is working
- Monitor room capacity and direct as needed
- Keep talks on schedule - coordinate smooth transitions
- Handle special situations - speaker no-shows, technical issues, capacity problems
Task workflow
Section titled “Task workflow”- Arrive at Infodesk K at least 15 minutes before shift
- Collect volunteer t-shirt and get room assignment
- Head to assigned devroom and introduce yourself
- Arrive in devroom at least 10 minutes before first talk
- Check in with video volunteer
- Meet speakers 10 minutes before their slot
- Introduce speakers and manage time throughout shift
- Coordinate smooth transitions between talks
- Handle special situations as they arise
Safety
Section titled “Safety”- Stay calm - keep a level head when things don’t go as planned
- Communicate - stay in touch with coordinators and video team
- Know escalation paths - how to reach coordinators if needed
- Monitor the room - capacity, technical problems, disruptive behavior
- Speaker doesn’t show - contact #volunteers-backstage:fosdem.org immediately
- Technical issues - alert video team on #video:fosdem.org
What to bring
Section titled “What to bring”- Orange volunteer t-shirt (provided at check-in)
- Water bottle - stay hydrated
- Personal phone - for Matrix communication if needed
Why volunteer?
Section titled “Why volunteer?”- Guaranteed front-row seats to amazing talks
- Meet interesting speakers and developers
- Direct impact on making FOSDEM run smoothly
- One of the most rewarding volunteer roles
- Help thousands of viewers in-person and remotely
- Be the face of FOSDEM for that room
- Essential contribution - heralds are crucial!
Questions? #volunteers:fosdem.org