Team Roles and Responsibilities

🤝 Shared Expectations

We are here to grow the community, not elevate ourselves above others.
If someone is not pulling their weight, there will be a warning, group intervention, then eventually they will be removed from the team. No time (or acknowledgement) for slackers 🙅
The IndabaX organising committee is not a soapie or a drama. This is an action-comedy!

Facilitate regular meetings with the core team
Work across domains to empower and closely assist teams
Make sure teams are talking to each other such that relevant tasks have multiple stakeholders and that there is clear responsibility, accountability, consultation, and information (RACI)
Create an effective means of communication
Ensure people are held accountable
Handle primary logistics
- Manage documents - internal, external, contracts, forms, etc.
- Share folders
- Keep branding consistent
Write report after the event
Be the main point of contact between Indaba𝕏 and Indaba
Form clear responsibilities for after the event: Uploading of slides, pics, videos, receipts..
Set expectations of what can and cannot be covered given certain sponsor milestones.
Working with information from other teams, create and manage a budget

Get unambiguous University buy-in and support
Liaise with host University to secure venues during applicable dates
Ensure venues are properly equipped (laptop/projectors/computer lab for hackathon, etc.)
Negotiate with University for enough convenient student accommodation for sponsored students
Create a list of recommended accommodations for general audience
Potentially facilitate meetings (i.e. make an intro) between speakers/sponsors and local businesses or the University itself
Organise University media services (photography, video recording, live streaming - we have a YouTube streaming account)
Handle on-the-ground logistics
- Printing of programme
- Accommodation logistics if this is sponsored - it is a lot of admin!
- Organise name badges and swag bag (with Marketing)
- Internet

Layout preferred times and days that recommends number of keynotes, parallel streams, suggested durations of talks,
Find awesome speakers
Invite speakers
Set up form for open speaker submissions
Communicate with speakers to manage expectations regarding what the event covers or the speaker should cover
Collect slides
Unconference?
Ensure diverse speakers!
Manage session chairs/moderators and instruct them to make sure speakers are mic’d up, on time, and have the slides

Working with information from other teams, create and manage a budget
Monitor sponsor money coming in, following up where necessary
Monitor sponsorship/grant money leaving, including the scope and scale of what can be granted.
- Book flights early and be mindful of school holidays
- If possible, avoid university cost centers
- Separate grant process into only flights or flights + accom
Keep track of flight costs
Get agreement on the claiming proceedings and clean bookkeeping beforehand, i.e. producing bank statements to prove expenses
Make sure everyone pays before the event, do not admit people to participate if they have not paid, or make them sign an agreement

Secure sponsors - START EARLY and message often
Manage and maintain sponsor relationships
Stratify perks for sponsors
Create sponsor deck for distribution
Write-up and ensure signing of sponsorship agreement (contract)
Set expectations for what sponsors should and should not expect at the event
Working with local team to have a sponsor space that is equipped as per the sponsor needs, within reason
Follow-up after the event to ensure perks have been properly and adequately distributed

START EARLY
Decide on the format + infrastructure
Talk with companies about data, resources (CHPC), prizes
- It helps if there is benefit for them (what will they gain?)
- Generally a bad idea to solve their problems - interested companies should package their hackathons already
Create an introductory hackathon so attendees at least learn something if they attend
Facilitate tutors
Liaise with Zindi if hackathons are hosted on their platform

An evening celebrating the remarkable advancements in AI within South Africa. We invite students, research groups, and companies to join us in showcasing their work and accomplishments.
Invite startups, companies, research centres and individuals (eg. AI artists) to celebrate their work
Organise venue, music, catering, presentation table, poster boards (liase with local organisers)
Brainstorm ways to make it festive. This is a new addition to the IndabaX, so get creative!
Poster session
- START EARLY
- Encourage all attendees to bring a poster, we want everyone to participate (new and finished projects)
- Create a form to collect applications
- Set up a fair judging system

Facilitate creation of marketing material
Manage Twitter + Instagram accounts
Engage with press and organisations to market event before applications close, leading up to the event, and after the event
Manage website
Keep branding consistent
Organise name badges and swag bag
Collect photos and videos for sharing
Post-event video
Create formatted version of programme

Food organisation
- Including dietary requirements
- Lunches
- Snacks
- Event dinners
Recommended restaurants for funded students
- Party planning
- Venue
- DJ
- Drinks vouchers
- Food

Take and distribute minutes - keep everyone informed
Work closely with local organisers as there will be shared/overlapping responsibilities
Run the application process (using existing templates)
Facilitate registration process
Help accounting with booking flights
Have a shared register of cell phone numbers of every shuttle/bus driver, the travel, IT, venue person of contact

Application form approval
Sponsor package approval
Adding to the budget (and informing budget lead of such), especially any items expected to be reimbursed
Attendee selection
Poster selection