This is a list of roles and associated responsibilities for a large conference during the conference week. This list is written for a large conference (e.g. IPAC); smaller conferences may not need all these roles, and/or one person may be able to serve in many roles.

• IT Manager (and team; usually JACoW but could be local)
  • Ensures IT setup for conference, including editing room, registration, wireless setup for delegates, and internet cafe'
  • Monitors network traffic
  • Addresses/coordinates any required IT response
• Presentations Manager (and team; usually JACoW)
  • Organizes and runs speaker ready room
  • Ensures presentations run smoothly
  • Coordinate chairs and student secretaries in oral sessions
  • Resolve transparency/talk issues for presentation with authors
• Paper Editors (JACoW and perhaps some local volunteers)
  • Process papers, including checking references
  • Resolve paper format/template issues with authors
  • Work with lead editors to ensure consistency for proceedings
• Author Reception (JACoW and possibly local volunteer)
  • Provide "first line of defense" between authors and editors
  • Answer questions from authors regarding paper processing
  • Check author lists on papers vs SPMS for proceedings
  • Serve as Paper Editors when available
• Transparency Editors (usually JACoW)
  • Process transparencies to PDFs for proceedings
  • Embed videos into PDF when necessary
  • Resolve transparency/talk issues for publication with authors
• Presentation A/V Manager
  • Ensures A/V equipment running smoothly in presentation rooms
  • Ensures speaker introductions delivered to session chairs from Scientific Secretariat
  • Manage A/V company representatives if A/V company subcontracted
  • Often a role of, e.g., one of the LOC Chairs
• Poster Police (local volunteers and/or student grant recipients)
  • Check author presence and poster quality at poster sessions
  • Enter poster police data into mobile app or on paper for SPMS entry
  • Take photos of noncompliant boards for records
  • JACoW folks can provide training but usually you use students or local labor for this activity, not JACoW editors
• Oral Session Scientific Secretaries (student grant recipients)
  • Provide assistance with speaker microphone placement
  • Change between individual talks during scientific sessions
  • Run microphones during questions
  • Other activites as requested by A/V manager and session chair
  • Usually serving in this role is a base requirement for all student grant recipients
• Student Session Organizer (local volunteer; Eugene?)
  • Ensure coordination of student poster session information with students
  • Deliver student stipends
  • Organize student assignments during week (often best done with a Doodle signup)
  • Communicate clear schedules and expectations to students
  • Organize student poster judging session and volunteers
  • Organize email to student poster winners, plaques or certificates
• Poster Session Manager (and team; local volunteer(s))
  • Ensure proper setup of poster area (boards, board layouts, prominent board numbering)
  • Ensures prominent signage to direct authors and delegates to individual poster board areas
  • Directs poster authors to correct poster areas (particularly student posters on Sunday)
  • Ensures poster posting materials are available before every poster session
  • Coordinates disposal of abandoned posters, poster area cleanup
• Industrial Exhibition Manager (local volunteer)
  • Ensure proper setup of industrial exhibition area (booths, power, drapery, carpeting, etc)
  • Interact with exhibitors and address their needs
  • Ensure proper setup of additional exhibitor areas (e.g. professional societies, journal tables, etc)
• Registration (local volunteers or subcontractor/venue staff)
  • Greet and register delegates
  • Collect registration fees, where appropriate
  • Disburse registration materials, e.g. bags
• Treasurer (local staff)
  • Document conference debits and credits
  • Make decisions regarding funding adjustments (e.g. food services)
• Food Services Coordinator (local or venue staff)
  • Coordinate food service for editorial team
  • Coordinate food service for satellite meetings
  • Coordinate lunchtime food service
  • Coordinate food service for special events
• Social Program Coordinator (subcontractor or local staff)
  • Coordinate social programs for delegates and guests
  • May also be a social media coordinator for Twitter, Instagram, and Facebook visibility
• Conference Photographer (subcontractor or local staff)
  • Photograph conference events
  • Photograph conference speakers
  • Deliver relevant photographs to social media coordinator for use in real-time postings