Website Coordinator

Number of People: 1–2

Budget: $0

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 coordinator(s) to see whether anyone wants to rotate off. The email address web@allstar2.org can be used to get in touch with the current web team.

Responsibilities

• • Maintain the AS2 web pages, including collecting and making edits to volunteer job pages.

  • Maintain allstar2.org email accounts for people who need them (treasurer, registrar, chairs)

  • Maintain the AS2 Corporation mailing lists (as2chairs, as2announce, web)

  • Maintain the Ginny Levine Fund documents (web form). This requires strict secrecy and discretion.

  • Provide "tech support" assistance with uploading documents, updating web pages, creating and viewing Google Drive docs (and web forms), etc.

Note that social media (Facebook, Instagram, etc.) is not part of the web team's job. The Facebook page 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, unless this years' chairs have decided to implement a virtual Star Board. 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.

  • Check with the outgoing chairs to see if they want to change their subscription to the as2chairs mailing list. Some prefer to use their chairs account, some prefer their personal emails. It's easy enough to add both and mark one as "do not deliver, but allow posting".

  • Encourage the outgoing chairs to upload every bit of documentation they have to the Chairs Archive shared drive.

  • Set up a new as2chairs20xx@allstar2.org email account for the incoming chairs.

  • Get in touch with the incoming chairs. Make sure they have control of their new email account. Offer your services getting them set up with Google Drive and editing the web site. Encourage them to start using the Chairs Archive shared drive now.

  • 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". All 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: Ben Cordes, July 2025