Volunteering
Explaining Duties for Volunteers at Conferences
Based on examples and content from [PGConf.EU 2025]
Community conferences rely on the dedication, enthusiasm, and teamwork of many volunteers. Each role contributes to making the event run smoothly and creating a welcoming environment for all attendees.
This page provides an overview of the different volunteer duties commonly found at PostgreSQL community conferences. Follow the links below to learn more about each role and its responsibilities.
Volunteer Roles Overview
Room Host
Room Hosts ensure that each presentation runs smoothly. They help speakers set up, announce sessions, keep time, and moderate Q&A discussions. It’s one of the most visible and rewarding volunteer roles, offering a front-row seat to great talks.
Registration Desk
The Registration Desk is the first point of contact for attendees. Volunteers welcome participants, distribute badges and T-shirts, and assist with general questions. They represent the friendly face of the conference and help keep check-in running efficiently.
Slonik
Slonik, the PostgreSQL elephant mascot, brings fun and energy to the conference. This role usually involves two people: one wearing the mascot costume and another acting as a guide to ensure safety and help with interactions and photos.
Cleanup
After the conference, volunteers help return the venue to its original state. Tasks include collecting speaker bags, removing signs, gathering badges, and checking for lost items. Many hands make cleanup quick and efficient!
Gopher
The Gopher role covers general support and extraordinary requests throughout the event. These volunteers act as go-to helpers for any situation that doesn’t fall under another specific role. Usually filled by senior organisers or board members.
Sponsor Wrangling
Sponsor Wranglers manage communication with sponsors during the event. They ensure sponsor satisfaction, handle booth-related questions, and coordinate with the organising team or venue as needed. This role requires strong communication skills and professionalism.
Code of Conduct Committee
The Code of Conduct Committee ensures that all attendees feel safe and respected. They handle reports confidentially, investigate incidents, and provide support when needed. Members are appointed by the organisers and trained in handling sensitive issues.
Talk Selection Committee
This independent committee reviews talk proposals and builds the conference schedule. It aims for diversity, fairness, and transparency, with an uneven number of voting members to avoid ties. New volunteers are often invited each year to bring fresh perspectives. → CfP Guidelines on postgresql.eu
How to Get Involved
Volunteers are essential to every successful conference. If you’re interested in helping at an upcoming event, watch for the Call for Volunteers on the conference website. You can usually sign up for specific roles through the volunteer coordination system linked in your registration dashboard.
Being part of the volunteer team is a fantastic opportunity to meet people, contribute to the PostgreSQL community, and experience the conference from behind the scenes.
This documentation is adapted from community best practices and examples from PostgreSQL Europe conferences, including PGConf.EU 2025.
