GouvEnsembleCanadaGuideFrançais
*** Je voudrais lire ce guide dans la langue Française
OneTeamGov Canada: Ottawa Unconference Volunteer Guide
We’re excited to welcome you to the 2019 OneTeamGov Ottawa Unconference team! Thank you for sharing your precious time to help us make this event a reality- we quite literally cannot do it without you! We know that our awesome volunteers make the day, so THANK YOU for putting your hand up!! Your energy, enthusiasm, and effort helps to deliver a smooth experience and ensures everyone has a great and memorable day. Above all, we also hope that your volunteer experience is fun and rewarding.
In this Wiki you will find much of the information you will want to know before you arrive.
OneTeamGov one-day unconference is taking place on December 17, 2019, at the John G. Diefenbaker Building, 111 Sussex Drive, in Ottawa, Ontario. We are expecting hundreds of people from across Canada and maybe even beyond and are looking forward to a fantastic day!
(Not sure what to expect? Check out this short video and OneTeamGov.ca to find out more!)
Tell Me More About OneTeamGov?
OneTeamGov is a community of people who are passionate about building better public services to improve people’s lives.
The community’s aim is to improve public service and ways of working in the public sector by breaking boundaries between people. It is open to anyone regardless of position or sector, who wants to improve public services or public sector ways of working through practical action.
Sharing and learning with others is a moral imperative, because everyone deserves to have effective and accessible public services. That’s why OneTeamGov Canada, the Canadian chapter of the movement, is holding an unconference in Ottawa. It is an opportunity to foster and facilitate learning and sharing across jurisdictions.
Like our other events, the OneTeamGov Ottawa unconference will be outcome-focused. We want people to take away practical ideas to improve public services in their area of work. Rather than a programme of meetings or lectures, the event will be an unconference – a series of sessions defined by participants on the day. The aim will be sharing experiences, your practice, inspiration, understanding, learning from others and building your own call to action.
See below for everything you will need to know!
If you read nothing else, read this!
1 - Unconference preperation and set-up is taking place on December 16, from XXX to XXX at the unconference location (111 Sussex), some of you signed up to help prep! Thank you!!
2 - When you arrive on the day of the unconference head to the volunteer room (ADD LOCATION) to get your briefing, confirm the volunteer schedule, get your t-shirt, please arrive well in advance of your shift
3 - Unconference registration will start at 8:00 am in the (ADD LOCATION) (see map
4 - There will be coffee and snacks in the volunteer room in the morning. There will also be light snacks available all day to help keep your energy up!
5 - Bring a device so you can stay connected (Wi-Fi is provided PASSWORD), unconference organizers will also have walkie-talkies and be roaming around
6 - Volunteer role descriptions and the master schedule are below - check them out before you start! If you are facilitating and taking notes please take a look at the Breakout Session Guide
7 - At the end of the day, as participants exit the venue, we want to make a ‘corridor of volunteers and high-fives’ to thank everyone as they leave. We will line up at TIME outside of the ‘XX’!
9 - Do not hesitate to contact Colleen Tiernan (819-360-0852) or Kayleigh Chaston-Vickers (506-654-3907) volunteer coordinators with ANY questions, issues, or concerns! We are here to help you!
Unconference Ottawa 2019 - Volunteer Details
Volunteer Briefings
BEFORE the Unconference:
Web Ex Pre-briefings....
INFO HERE
INFO HERE
INFO HERE
DAY OF the Unconference:
- When you arrive on the day of the unconference head to the volunteer room (ADD LOCATION) to get your briefing, confirm the volunteer schedule, and get your t-shirt. Please arrive well in advance of your shift.
- You will be given a white t-shirt with the OneTeamGov logo. Informal is fine. Dress for the weather. Top tip: comfy clothes, comfy shoes, and note that the t-shirts are unisex style.
- The full volunteer schedule will be posted, please let Colleen and Kayleigh know if you hit any snags, or have any questions, issues, or concerns! You can text us on the day of!
Brief Schedule of the Day
- 7:00 Volunteer Room is ready to welcome you and you can pick up your t-shirt! Please be early for your shift!
- 8:00 doors open and registration starts on HERE
- 9:00-9:40, Welcome Ceremony
- 9:40-10:10, Pitch Activity
- 20 min gap, Agenda Setting
- 10:30 – 16:30, Multiple Rooms, Breakout Sessions
- 16:30 – 17:00, Closing Remarks & Send Off
- 16:45 *** Volunteers line up at 4:45 for high five line
- 17:00 CLEAN UP! If you can stay a bit longer and help us that would be amazing! Thank you!
Self-Care
It will be a big and busy day, so remember take care of yourself and your own well-being. It is okay to take a pause for a while!
There will be a quiet space (WHERE) as well as a volunteer room (WHERE) available to you. When participants are in sessions, expect the main areas to be a bit more on the quiet side as well.
If you are in need of support at any time, or need to switch roles, feel free to drop a message or call Colleen (819-360-0852) or Kayleigh (506-654-3907). We are here to look after you, too!
Code of Conduct
The OneTeamGov Global Unconference Team is committed to maintaining a safe, harassment-free space for all of our participants. This includes maintaining a positive and inclusive space where everyone is welcome and human rights are respected, regardless of who they are. This means respect for all aspects of people including age, gender, race, ethnicity, religion/no religion, national origin, language, education, body size, political affiliation, sexual orientation, gender identity/expression and creativity, physical and mental ability, and socio-economic status.
We will not tolerate harassment of conference participants in any form.
Please refer to the official OneTeamGov Code of Conduct.
Volunteer Roles - What is Expected Of Me?
| Role | ||
| Registration | - Greet and register participants when they arrive
- Provide participants a lanyard/name tag, encourage them to write their name/info etc. - Let participants know where the washrooms are and answer any questions they might have - When registration is complete, you will change to a different role as a floor walker/greeter Team Leader: Ashley Evans | Call/text: 204-228-7373 | Walkie-talkie |
NAMES HERE |
| Greeters | - Interact with participants and help to answer any questions they may have about the event/venue
- Direct participants to rooms, washrooms (familiarize yourself with the floor plans) - Helping with questions that might come up, running and fetching things as required - Ensure that each room has a facilitator and note-taker at the start of each breakout session - Put the name of the session on the door AND collect the flip chart paper from the last session and ensure it is labelled Team Leader: Colleen Tiernan | Call/text: 819 360 0852 | Walkie-talkie |
NAMES HERE AM
NAMES HERE PM |
| Park Volunteers | - The Park is a space to convene and to CONNECT, REFLECT, and INTEGRATE. The day will be opened and closed there.
- Throughout the day, the park is an open space with a variety of activities for conversations, creativity, and quiet reflection such as a meditation space, Serious Lego, etc.a - This is a role for interacting with our guests and answering any questions they may have about the activities - Helping with questions that might come up, running and fetching things as required Team Leader: Joël Bourgeoys | Call/text: 613-415-8036 | Walkie-talkie |
CHECK WITH JOEL DO YOU NEED EXTRA HERE? |
| Breakout Teams
- Facilitator - Note-taker |
- This role includes working as a team to convene, facilitate, and record the discussions of the breakout sessions (one team per room)
- The Facilitator will guide the 55-minute discussion, enabling participants to discuss and generate (1) a shared understanding of the topic, (2) opportunities and challenges related to it, and (3) practical actions to address them. - The Note-taker will capture the points of the discussion, including the room’s understanding(s) of the topic, opportunities and challenges, and practical actions. A laptop/tablet will be provided in each room. A Google doc and folder will be set up for you to record the discussion. Please ensure the notes are saved in the Google docs folder - The Note-taker will also keep time and take a picture of the group participating in the session, please send to Team Leaders: Joël Bourgeoys | Call/text: 613-415-8036 | Walkie-talkie |
SEE POSTED SCHEDULE |
| Tidying Up
(Calling anyone available!) |
- We appreciate your time, and understand if you cannot stay, but we hope to have as many volunteers as possible stick around after the event to help us leave the venue in a good state!
Team Leader: Colleen Tiernan | Call/text: 819 360 0852 | Walkie-talkie |
NAMES HERE
Anyone else available that can stick around is welcome! Thank you! |
Floor Plan of Building
Floor Plan ...
Social Media
Please use these event hashtags when spotlighting the event on social media: #OneTeamGovOttawa #OneTeamGovCan
Wi-Fi: Network: VictoriaConference / Password: OTGG
Questions & Answers
- Are note takers responsible to type of the flip charts, what is expected of us in this role?
- The idea is to capture collective insights from the breakout conversation, we are not expecting note takers to take on the reporting of the posted material/flip charts, etc. (that will be done later, you don’t have any homework)
- There will be laptops provided in the session rooms, a template started to assist you, the notes will be saved in a google docs folder
- *** IMPORTANT *** IF you use a flip chart, please record your session topic and room number for record keeping
- What are you expecting in terms of facilitation?
- There is no ‘one way’ to facilitate the session, you don’t need to be an expert facilitator
- There will be flipcharts and sticky notes in the room if you want to use these, BTW please/please use flipchart markers not sharpies (sharpies write on walls through flip chart paper!! EEEK!)
- You can use a wide range of different techniques, from an organic conversation with no structure, all the way to an experienced facilitator using the 1-2-4-All approach (see Breakout Session Guide)
- In a nutshell our aim is to facilitate a shared understanding, exploration of opportunities, and to id practical actions (check out the break session guide for more details)
