Number of People: 2
The allstar2.org site (including the website, email addresses, and mailing lists) is maintained on Google as part of their free "GSuite" service for non-profits. New chairs should check with the current coordinators to see whether anyone wants to rotate off. The email address firstname.lastname@example.org can be used to get in touch with the current web team.
The web team's responsibilities include:
Maintaining the AS2 web pages, including collecting and making edits to volunteer job pages.
Maintaining allstar2.org email accounts for people who need them (treasurer, registrar, chairs)
Maintaining the All Star 2 Corporation mailing lists (as2chairs, as2announce, web)
Maintaining the Ginny Levine Fund documents (web form). This requires strict secrecy and discretion.
Providing "tech support" assistance with uploading documents, updating web pages, creating and viewing Google Drive docs (and web forms), etc.
Note that the Facebook page is not part of the web team's job. It mostly maintains itself(?) and shoalers can use it to share photos or videos from the conference.
You tend to get a break during the conference itself because no one is checking the web page. But you may collect feedback on the island. In a pinch, the Google Admin phone app is pretty good.
In the months following the conference, you should do the following:
Move the current year's conference web page to the archive, update the list of past conferences, and reset the home page to the "parked" home page.
Make sure the current chairs are subscribed to the as2chairs mailing list from their personal accounts, and unsubscribe their "chairs" account.
Set up a new email@example.com email account for the incoming chairs.
Get in touch with the new chairs to make yourself available and give them the login credentials for the new account.
Collect (solicit?) updates to volunteer job descriptions. The outgoing chairs may get in touch with the results of the conference evaluations, or they may make the edits themselves, or you may get emails on the web team mailing list.
Over the fall, you should do the following:
Create a conference web page for the new year. Once it has useful information on it (like the speaker), but definitely before December 1st, make this the home page.
Teach the new chairs how to edit the website. Encourage them to do it themselves, but offer assistance uploading files or "it just won't do what I want it to do". Content Management Systems suck, including Google's.
This is a good time to go through the site and do miscellaneous clean-up tasks.
Once registration opens, plan on being fairly available. You will do things like:
Continue to assist the chairs with website updates, like adding the Speaker's bio or uploading the Boat Letter.
Update the as2announce mailing list with new or changed email addresses.
Provide tech support to the Ginny Levine Fund administrators.
Fix last-minute email problems and reset passwords.
Move email aliases around as different people rotate onto different jobs (like T-shirt orders).
Last update: July 2017, Ben Cordes