DSF MayDay 2023
Volunteer Guide
The goal of the Data Science Festival is Data Science for all. We are a community-driven organisation and as we grow our community, we rely on volunteers like you to help us. We are very passionate about what we do and we hope you are too.
Please note if you are unable to make your volunteer shift let us know immediately.
Please note that all volunteers need to make their own way to the venue and unfortunately we are unable to reimburse any travel or accommodation required for the event.
Emergency contact for the day: Jessica Willis (Event Director)
For any questions on the day, please find Philly Besa, who is heading up our volunteers. As well as this, all of our staff have badges so you can see who is who!
Key people who may contact you on slack:
Lizzie Hunt – Event Manager at DSF
Jessica Willis – Community Director at DSF
Philly Besa – Junior Event Apprentice at DSF
Maddie Sinclair – Events Apprentice at DSF
Please download Slack on your phone so the DSF can contact you when you are in the conference rooms.
Event Date: Saturday May 20th 2023
Event Time: 7.30AM – 5.30PM (sessions run from 9am-5pm)
Venue: CodeNode, 10 South Pl, London EC2M 7EB
Venue Contact Number: +44 (0) 207 183 9040
Volunteer Shifts
Friday 19th May 2023 PM (2-5.30pm)
Saturday 20th May 2023 AM (7.30am-12pm)
Saturday 20th May 2023 PM (12-6pm)
Volunteering Requirements
– Arrive on time for your scheduled volunteer shift.
– Wear a DSF Volunteer t-shirt provided by us.
– Follow instructions and treat your fellow volunteers, attendees, and the DSF staff with respect.
– Dress code – Smart casual, please wear comfortable shoes, you will thank us!
– If you have questions or ideas please speak up! We value everyone’s input.
– Have fun!
Volunteer Duties
You will be sent your duties at the start of May 2023. This is just an idea of what jobs we will be doing on the set up or day of the event.
Friday Set Up:
– Alphabetise all badges and put badges into cases.
– Set up registration.
– Help to put up and place venue banners.
– Arrange the swag and giveaway boxes.
MCs:
– All MCs will be contacted separately.
– MCs will be assigned a room for the day and introduce speakers to the audience.
– They will be given information sheets before the event with all the details of the speakers and their talks.
– MCs will also be given countdown signs to keep speakers on track and any notices at the start of the day.
Room Monitor:
– Help with any microphones and with questions if needed.
– If a room is at capacity, please reassure attendees that all talks are recorded and will be made available to them free of charge. They will be able to view that talk at their leisure and not miss anything.
– Please make sure that once the room is completely full, make sure no one else enters and doors are closed once the room is full (unless the speaker asks to keep the door open).
Registration Desk & Handing out SWAG:
– We aim to channel attendees into rows, which are signposted by alphabetised surnames.
– Giving attendees alphabetised badges with lanyards. Find badges by SURNAME and give out a lanyard.
– Let them know a printed schedule is in their swag bag.
– Send them to pick up a bag from the swag team.
– If a badge cannot be found, send them to the Resolution Centre desk to find/print.
– Help individual DSF staff members set up activities; such as showing sponsors to their tables and handing out swag, any last-minute details.
– Handing out swag bags to attendees.
Breaking down at the end of the day:
– At the end of the day, we need help packing all our event supplies away. We start doing this when the last session begins.
Key times
Friday 19th May
2-5pm – Set up
Saturday 20th May
7.30am – Set up
8-9am – Registration
9-10.30am – Speaker sessions
10.30-11am – Coffee break
11-12.30pm- Speaker sessions
12-12.30pm – Lunch for sponsors
12.30-1.15pm – Lunch for attendees
1.15-2.45pm – Speaker sessions
2.45-3.15pm – Coffee break
3.15-4.45pm – Speaker sessions
4-5.30pm – Breaking down
Lunch this year will be a Mayday picnic sponsored by Data Idols. Sandwiches, crisps and fruit. There will be vegan, vegetarian, kosher, halal and gluten free options.
Volunteer FAQ
Where do I check in?
Please check in at the registration desk on the top floor. Find a member of the DSF team to check you in and provide you with a volunteer t-shirt. Please change into your t-shirt.
Friday PM shift – Sign it at 2pm at registration, where you will be given your instructions for the day. Please sign out at the end of your shift.
Saturday AM shift – Sign in at 7.30am at registration and collect your badge. We will provide you with your t-shirt and instructions for the day. Please sign in at the beginning of your shift and out again at the end. At the end of your shift at 12pm, you are welcome to stay for the rest of the event.
Saturday PM shift – You are welcome to attend the morning of the event. Please see Tom at registration and collect your badge for the day. When your shift starts at 12pm, please sign in, receive your t-shirt and instructions for the day. Please sign out at the end of your shift.
Please note that if you do not turn up to your shift, you will not be invited back to the event.
Is there a staff room?
There is a Staff Room labelled as ‘BACKSPACE’ on the floor plan, this is on the lower ground floor, where you can store your bags and coats. Please do not leave valuables in this room as it will be accessed by all the volunteers and speakers.
Will lunch be provided?
Lunch will be provided, and you can use the staff room to eat. There will be extra food in that room for you so you do not need to line up with the attendees.
Lunch for volunteers
AM Shift 12 noon – 12:30PM
PM Shift 12:45PM – 1:15PM
Water is free and available at all times in the main networking area and in every session room. There will also be two coffee breaks, where free tea and coffee will be provided.
If you have any dietary requirements please let us know ahead of time so we can reserve you any specialty meals. Email this to lizzie@datasciencefestival.com.
Is there WiFi?
Yes, there is free WiFi available.
Network: CodeNode
Password: EnterSpace
How do I get to the venue?
Via tube/train: The nearest underground stations are Moorgate and Liverpool Street stations. Both stations are on the Circle, Metropolitan and Hammersmith & City lines. Moorgate is also on the Northern Line, and Liverpool Street on the Central line.
In addition, Liverpool Street station is a major overland train station connecting CodeNode directly with the outer London regions and rest of the UK.
To reach CodeNode from Moorgate Station, exit Moorgate Station, turn right onto Moorgate, turn right again onto South Place. Walk down on South Place until you reach number 10 on your right.
Via bicycle: For cyclists there is a Santander Cycles Hire docking station just outside our venue on South Place.
Via car: If you want to commute by car to CodeNode, NCP Finsbury Square offers an ideal parking spot. Located beneath the lawn bowls green, you’re only a short walk from CodeNode, Moorgate and Old Street. CodeNode is also serviced by a large loading bay, should you require deliveries or unloading. You can also check out Parkopedia for details of nearby parking.
What hotels are nearby?
Is there disability access at the venue?
The entrance to the venue is on ground level and there is a lift inside to access the lower ground floor. There are disabled toilets within the venue. We also reserve a couple of seats on the front row in each speaker room for anyone requiring this. The venue also allows guide dogs at the event.
Any questions please email info@datasciencefestival.com.
On the day if you have any emergencies please call Jessica the Community Director on 07713563659.
Code of Conduct
All staff, attendees, speakers, sponsors and volunteers at our festivals or online events are required to agree with the following code of conduct. Organisers will enforce this code throughout the event. We expect cooperation from all participants to help ensure a safe environment for everybody.
Our events, webinars and conference are dedicated to providing a harassment-free experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, seniority, culturally, socioeconomically, religion (or lack thereof), or technology choices. We do not tolerate harassment of participants in any form. Sexual language and imagery are not appropriate for any festival venue, including talks, workshops, parties, social media and other online media. Festival or online participants violating these rules may be sanctioned or expelled from the festival/webinar at the discretion of the Festival organisers.
Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, seniority, culturally, socioeconomically, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.
Participants asked to stop any harassing behaviour are expected to comply immediately.
Sponsors are also subject to the anti-harassment policy. In particular, sponsors should not use sexualised images, activities, or other material. Booth staff (including volunteers) should not use sexualised clothing/uniforms/costumes, or otherwise create a sexualised environment.
If a participant engages in harassing behaviour, the festival organisers may take any action they deem appropriate, including warning the offender or expulsion from the festival or webinar.
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the festival staff immediately. Festival staff can be identified as they’ll be wearing branded clothing and/or badges with DSF Crew on them. You can also email info@datasciencefestival.com.
For our in person events, festival staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the Festival. We value your attendance.
We expect participants to follow these rules at festivals and workshop venues, webinars where appropriate, and festival-related social events.
Please do not conduct any personal recordings. Once we have a speaker’s permission and the presentation is edited, we will then release content to our festival website and YouTube.
For our in person events, please put mobile phones on silent during all talks.
No excessive photography.
For our in person events, in consideration of fellow attendees, no food is allowed in the session rooms.
If you have any questions, comments, special needs, disabilities, wish to report an incident or dietary restrictions that we can address to make your participation more enjoyable, please contact:
Jessica Willis
Director
info@datasciencefestival.com