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Last week TEDxRVA volunteer organizers and speakers past, present and future, gathered at Blanchard’s Coffee to give a peek into what goes on behind the scenes of TEDxRVA. (Spoiler: There’s a whole lot of energy, passion, and hard work plus friendships that last far beyond the event.)

A big thank you to Blanchard’s Coffee for providing the space and beverages, Eat Smart Now for the delicious food, and the amazing Shannon Greenwood for organizing everything.

Missed the event?

We got you covered with videos from the event! Check out the full video, or see click on a speaker’s name below, to hear more about what it’s like to be a part of TEDxRVA.

Want to get involved?

Let us know what you’re interested in and we’ll connect you with one of our teams! Below you’ll find a description of the different roles volunteers can sign up for.

Let us know what you’re interested in and we’ll connect you with one of our teams!

Sign Up to Volunteer!

TEDxRVA Teams

Project Management

Organizes event in partnership with Curator. Facilitates team collaboration to put on a cohesive event that achieves the vision set by the team. Develops and oversees execution of plan including defining and filling team lead roles, onboarding new team members, leading team meetings, internal communication of progress, etc.

Speakers

Decides who will be speaking at the event covering a diverse range of topics – arts, sciences, technology, civic and social justice, entrepreneurship, etc. Organizes the selection committee and oversees recruitment, selection, and preparation of speakers. Coordinates speaker communications and logistics including formal invitations and getting permission & speaker release forms. Provides details for speaker bios. Ensure speakers have everything they need on the day of show. Partners with the Creative Producer and Lead Curator on the program curation.

Event Management

Manages most of the event’s day-of logistics in partnership with Venture Richmond and RMC (security), and is responsible for creating a “TEDx experience” for guests in coordination with Creative Director. Serves as the contact with venue’s staff and oversees the day-of-event activities outside of the main stage. In charge of pre-event attendee email, venue set-up, day-of ticketing, food, t-shirt sales ,and post-event attendee thank you email. Partners with Volunteers to execute set up and day-of activities such as setup of exhibits, passing out programs or directing guests between sessions.

Stage Production

Oversees and directs video and production of the event including audio and video, lighting, visuals, camera operators, stagehands, and the live stream of the event. Creates event day schedule for distribution to the production team. Works closely with Creative Producer and Lead Curator on event program execution. Schedules and coordinates rehearsals, calling cues and presenters and performers’ entrances during the performance. May partner with a third party video production company and the venue production team.

Stage Design

Develops creative concept with the support of Creative Producer and brings it to life. Oversees design, fabrication, installation and maintenance of stage set.

Interactive

Oversees and coordinates the audience experiences at the event. Experiences span pre-event (events in the community), day-of (hands-on exhibits, auditorium activities) and post-event (after party).

 

Brand Design

Brings event theme and brand to life through event logo, website, branding materials, signage, and other aesthetic components of the event. Creation of introduction slides for speakers/performers. Welcome/thank you and sponsors slides. Provide assistance to speaker/performer presentations if needed. Collection of the program, signage, banners, posters, etc. to be distributed to print vendor. Partners closing with Marking, Sales and Event Logistics.

Marketing & Communications

Develops a marketing and communications strategy for the event and oversees event promotion to the public (media, ads, print, digital, TV, radio). Creates and manages a strong online presence for the event including website content, a blog, and social media. Develops content for bios, press releases, social media, e-news, etc. Partners with closely with Creative Producer, Sales and Brand Design.

Ticket Sales

Develops ticket sales strategy and oversees execution – partnering with Marketing & Communications, Sponsorship and Event Management. Includes street team that posts and distributes flyers and advertising around town. Assist in community booth events to represent TEDxRVA.

Sponsorships

Responsible for fundraising for event expenses. Owns implementation of sponsor partnerships, both fiscal and in-kind, including communication of and delivering on benefits.

Volunteers

Creates a community of specialist and generalist volunteers leading up to, throughout and after the event. Assess and meet volunteer needs through recruitment and placement and retention of volunteers. Creates a unique volunteer experience with volunteer meetings and incentives. Will help to develop volunteers who may be interested in leadership roles in TEDxRVA or other community organizations.

Community

Develops and implements a strategy for bringing the vision of TEDxRVA to life in the community year-round. Could include TEDxRVASalon events, TEDxRVA Open Mic night, viewing parties, scholarships, participation in community events, etc.

Photography

Photographs the event experience of guests, speakers, and volunteers per TEDx guidelines. Handles post-production editing of photographs so they can be shared on TEDxRVA Flickr site and as part of TEDx marketing and communications, particularly social media. Note: videos of talks are handled by production.

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