State of the Map 2025/volunteers

Roles

Do you want to participate at SotM 2025 as a volunteer? We need help in the following roles:

Registration and Infodesk (location: Manila)

setup, T-shirt distribution + entrance badge control + give directions to attendees, etc.

SH - Session Host (location: Manila)

Session hosts announce the speakers before the talks and lead the Questions & Answers (Q&A) sessions after the talks. Session hosts read the speaker's bio and talk description and say 2–3 sentences about the session before the talk starts. During the talk, the session hosts observe the questions section. After the talk, the session hosts go through the questions with the speaker.

The Q&A session will be hybrid: Attendees in Venueless and attendees in Manila are invited to write their questions in the Q&A section in Venueless. All attendees in Manila have Venueless access with their tickets.

SA - Session Assistant (location: Manila)

The session assistant helps the speaker, the session host and the video team with all smaller tasks. Before the session starts the session assistants are in touch with session host and video team and support them with all they need. If there are severe problems, they get in touch with the organization team.

Support the session host in case of issue and collect questions from the audience if requested from the session host (the main source of questions is Venueless), help the speaker put on the microphone, help with BigBlueButton in the case of online workshops. Also help at remote/pre-recorded assistant if the talk is remote.

Vid 1 & Vid 2 - Video Streaming (location: Manila)

The video team does the streaming during the conference. They need two volunteers per main lecture hall who observe/monitor the streams and assist the video streaming service provider.

• <video 1>: assist the people from the video streaming service provider and the video team if they need any help, switch between BigBlueButton and pre-recorded video during pre-recorded talks, etc.
• <video 2>: watch the video streams and inform the session host and the video team in case of any issue

Room Assistant (location: Manila)

Providing general support for self organized sessions

Venueless Assistant (location: Venueless)

Online workshops and self-organized online sessions are in Digital Samba rooms. The Venueless assistants help the speakers of online workshops and self-organized online sessions and ensure that they have all rights to perform their session. It is necessary that the Venueless assistants have good experience with Digital Samba. If you want to get familiar with Digital Samba, you can use their free service - the variant that is embedded in Venueless looks and works pretty much identically. If you never used Venueless before and don't have access to this year's instance, yet, you can play around with it in the official demo instance.

Venueless Infodesk (location: Venueless)

We will have a virtual infodesk during SotM. Additionally, we are online at

• Facebook: stateofthemap
• X (formerly Twitter): sotm
• Mastodon: sotm
• Telegram [1]
• LinkedIn: State of the Map
• Instagram: stateofthemap

SM - Social Media (location: Manila)

Take photos, suggest captions, quotes for social media team

Volunteers, please contact the SotM working group

Hi volunteers, :) Those who are not in contact with the SotM working group yet, please send a short email to [email protected]. We need your email addresses to coordinate everything!

Important Note: You must already have a valid conference ticket before you can volunteer. We are unable to provide volunteer tickets at the moment, so please make sure you have purchased your ticket in advance before signing up.

Schedule

Thursday, 2 October 2025, 1-5 PM

Set-up - Apo (GT Toyota Auditorium)

• Arnalie
• Feye
• Honey
• FitzKen
• Stephen
• Monica
• Markel
• Ark
• Brazil Singh
• Noman Bin
• Nusrat
• Ivy
• Leo
• Erika

Set-up - Exhibit Space (IE/ME Building)

• Leigh
• Ken
• Fritz
• Dianne

Friday, 3 October 2025

Set-up time: 6-9:30AM at GT Toyota (registration) & IE Building (Exhibit space)

Set-up - Apo (GT Toyota Auditorium)

• Arnalie, Feye, Honey, FitzKen, Rian, Stephen, Russ, Erika, Markel, Ashley

Set-up - Exhibit Space (IE/ME Building)

• Leigh, Dianne, Ken, Fritz

Time	Infodesk + Registration (inc. setup+transfer)	Apo (GT Toyota Auditorium)	Mayon (Hall 2)	0×0 Pulag (Hall 3) OSM Science Track	Guiting-guiting (Hall 3)	Infodesk (Venuless)	Venue/Building
09:30-11:00	Joyce Mae	SH- Kyla (+Local team)				Christine (whole day)	GT Toyota Auditorium
	Anne Marie	SA-Taiwo Amodu				Gorakh
	Micheal Kal	Vid1-Kwadwo				Support: Erick & Brazil
	Russ Deffner	Vid2-Mirnayani
	Noman Bin	Tech-Fitzken
	Zaina Rashidi	SM 1- Benedicta
	Fuka	SM 2 - Ashley May Selen
	Anjo
	Mohamed Haniffa Fathima Hasna
	Daniele
	Bayu Nabiil
11:00-12:00	Coffee Break + Transfer to IE/ME Building						IE/ME Building 2F common area
12:00 - 13:00	Prativa Thapa		SH-Jakub Fischer	SH (12-12:30 only) Jikka Defiño	SA- Lauren Hedges	Christine (whole day)	IE/ME building
	Anne Marie		SA-Mirnayani	SA- Erick Tamba	SM 1- Benedicta	Gorakh
	Nusrat Jahan		Vid-1- Niruta Neupane	Vid 1	SM 2 - Ashley May Selen	Support: Erick & Brazil
	Russ Deffner		Vid-2- Kwadwo	Vid 2 - Abigaile Hechanova
	Ivy		SM 1- Benedicta	SM 1- Benedicta
	Yvonne		SM 2 - Ashley May Selen	SM 2 - Ashley May Selen
	Leigh
	Bayu Nabiil
13:00 - 14:30	Lunch break						GT Toyota Auditorium
14:30 - 16:00	Mirnayani		SH-Jakub Fischer	SH - OSM Science host	SA- Lauren Hedges	Christine (whole day)	IE/ME building
	Noman Bin		SA-Denrazir Atara	SA - Jikka Defiño	SM 1- Brazil	Gorakh
	Micheal Kal		Vid1- Niruta Neupane	Vid 1 - Abigaile Hechanova	SM 2 - Ashley May Selen	Support: Erick & Brazil
	Zaina Rashidi		Vid2- Nusrat Jahan	Vid 2
	Leigh		SM 1- Brazil	SM 1- Brazil
	Dianne		SM 2 - Ashley May Selen	SM 2 - Ashley May Selen
16:00 - 16:30	Coffee Break
16:30 - 18:00	Nusrat Jahan		SH-Taiwo Amodu	SH (5-5:30 only) - Jikka Defiño	SA- Lauren Hedges	Christine (whole day)
	Zaina Rashidi		SA-Denrazir Atara	SA	SM 1- Brazil	Gorakh
	Leigh		Vid1- Prativa Thapa	Vid 1	SM 2 - Ashley May Selen	Support: Erick & Brazil
	Yabes Butar Butar		Vid2- Mirnayani	Vid 2
	Kilau Diva Piani		SM 1- Brazil	SM 1- Brazil
			SM 2 - Ashley May Selen	SM 2 - Ashley May Selen
18:00 - 20:00	Welcome Party (Local Team)						GT Toyota Auditorium
20:00-21:00	Day 1 Egress / volunteers debriefing

Saturday, 4 October 2025

Set-up time: 7-9:30 AM at IE/ME Building

• Arnalie, Feye, Honey, FitzKen, Ceejay, Rian, Stephen, Russ, Erika, Ken, Fritz, Leigh, Markel, Dianne, Sky, Monica, Kylle, Alfie, Mari

Time	Infodesk + Registration (inc. setup)	Apo (GT Toyota Auditorium)	Mayon (Hall 2)	0×0 Pulag (Hall 3)	Guiting-guiting (Hall 3)	Infodesk (Venuless)	Venue/Building
08:00 - 11:00	Joyce Mae		SH- Mirnayani	SH- Niruta Neupane	SA-Leigh	Eka Diweti	IE/ME Building
	Marifer Patricio		SA-Denrazir Atara	SA-Taiwo Amodu	SM1 -Kylle	Support: Benedicta
	Mon		Vid1- Kwadwo	Vid 1 - Jakub Fischer	SM2 -Alfie
	Nusrat Jahan		Vid2- Micheal Kal	Vid 2-Ceejay Abilay
	Brazil Singh		SM1 -Kylle	SM1 -Kylle
	Ivy		SM2 -Alfie	SM2 -Alfie
	Jearus
	Dianne
11:00 - 11:30	Coffee Break
11:30 - 13:00	Niruta Neupane		SH- Prativa Thapa	SH- Taiwo Amodu	SA only - Ashley May Selen	Eka Diweti
	Zaina Rashidi		SA- Marifer Patricio	SA-Denrazir Atara	SM1 -Kylle	Support: Benedicta
	Anne Marie		Vid1- Noman Bin	Vid 1- Nusrat Jahan	SM2 -Alfie
	Yvonne		Vid2- Ceejay Abilay	Vid2 - Ariel Dome
	Mon		SM1 -Kylle	SM1 -Kylle
	Sky		SM2 -Alfie	SM2 -Alfie
13:00 - 14:30	Group Photo + Lunch Break						GT Toyota Auditorium
14:30 - 15:30	Anne Marie		SH- Taiwo Amodu	SH- Lauren Hedges	SA-Leigh	Christine	IE/ME Building
	Noman Bin		SA- Mirnayani	SA- Marifer Patricio	SM1 -Nikki
	Erick Tamba		Vid1- Kwadwo	Vid1- Nusrat Jahan	SM2 - Ashley May Selen
	Yvonne		Vid2- Ceejay Abilay	Vid 2- Arjan Alfeche
	Mon		SM1 -Nikki	SM1 -Nikki
	Sky		SM2 - Ashley May Selen	SM2 - Ashley May Selen
15:30 - 16:00	Coffee Break
16:00 - 17:00	Russ Deffner		SH- Mirnayani	SH- Lauren Hedges		Christine
	Zaina Rashidi		SA-Denrazir Atara	SA- Marifer Patricio
	Leigh		Vid 1-Ceejay Abilay	Vid 1 - Mon
	Jearus		Vid 2 - Alfie	Vid2- Prativa Thapa
	Stephen		SM1 -Nikki	SM1 -Nikki
	Angelyn		SM2 - Ashley May Selen	SM2 - Ashley May Selen
17:00-17:30	Jeepney travel to socials venue (see jeepney travel local focal person below)
17:30-21:30	Main socials (Local Team)						Club Hype QC

Sunday, 5 October 2025

Set-up time: 8AM at IE/ME Building, 12:00 at GT Toyota Building

• Arnalie, Feye, Honey, FitzKen, Ceejay, Rian, Stephen, Russ, Erika, Ken, Fritz, Leigh, Markel, Dianne, Sky, Monica, Kylle, Mari

Time	Infodesk + Registration (inc. setup & tear down)	Apo (GT Toyota Auditorium)	Mayon (Hall 2)	0×0 Pulag (Hall 3)	Guiting-guiting (Hall 3)	Infodesk (Venuless)	Venue/Building
09:30 - 11:00	Joyce Mae		SH - Ashley May Selen	SH- Mohamed Haniffa Fathima Hasna	SA only- Mirnayani	Yves Emmanuel	IE/ME Building
	Niruta Neupane		SA- Mon	SA- Ark Arjun	SM 1 -Kylle	Support: Benedicta
	Kwadwo		Vid 1 - Bayu Nabiil	Vid 1- Ceejay Abilay	SM 2 - Mari
	Yvonne		Vid 2 - Alfie	Vid 1-
	Sky		SM 1 -Kylle	SM 1 -Kylle
			SM 2 - Mari	SM 2 - Mari
11:00 - 11:30	Coffee Break
11:30 - 13:00	Marifer Patricio		SH- Lauren Hedges	SH- Mohamed Haniffa Fathima Hasna	SA only- Denrazir Atara	Yves Emmanuel
	Anne Marie		SA- Kwadwo	SA- Mirnayani	SM 1 -Kylle	Support: Benedicta
	Benedicta Ohene		Vid 1- Arjan Alfeche	Vid1- Niruta Neupane	SM 2 - Mari
	Ivy		Vid 2- Prativa Thapa	Vid2- Noman Bin
			SM 1 -Kylle	SM 1 -Kylle
			SM 2 - Mari	SM 2 - Mari
13:00 - 14:30	Lunch break						GT Toyota Auditorium
14:30 - 15:30	Marifer Patricio	SA- Taiwo Amodu				Christine	Infodesk+Program at GT Toyota Auditorium
	Arjan Alfeche	SH- Kyla (+Local team)
	Russ Deffner	Vid1: Micheal Kal
	Markel	Vid 2- Bayu Nabiil
	Ken	SM1- Alfie					info desk + teardown at IE/ME Building
	Fritz	SM2-Mari
	Dianne
	Angelyn
15:30- 16:00
16:00 - 17:00	Russ Deffner	SH- Kyla (+Local team)				Christine	Infodesk+teardown at IE/ME Building & GT Toyota Auditorium
	Jearus	SA- Denrazir Atara
		Vid1- Stephen
		Vid2: Micheal Kal
		SM1- Alfie
		SM2-Mari
17:00-18:00	Conference Egress / tear down
17:00-18:00	Arnalie	We need lots of people for egress/tear down, please sign up your name on left column if you're happy to help :)					Infodesk+teardown at IE/ME Building & GT Toyota Auditorium
	Feye
	Honey
	Ken
	Ceejay
	Rian
	Stephen
	Sky
	Erika
	Monica
	Leigh
	Mari
	Alfie
	Mon
	Markel
	Yvonne
	Jearus
	Daniele
	Dianne
	Angelyn
	Ariel
	Yabes B
	Kilau Diva

Other volunteer roles

• Arnalie & Manfred - Manila Conference Organizing Team Leads
• Feye - Local Volunteer Lead, Socials ingress
• Brazil Singh, Honey & Erika - Code of Conduct Team
• Nikki, Mari, Kylle, Alfie, Brazil, Benedicta - Social Media Team
• Kyla - main host (plenary, welcome party and socials)
• Fitzken - Plenary sessions (opening and closing) tech director
• Leigh - Sponsors and Jeepney logistics
• Honey - Travel Grantees focal
• Dianne - Prayer Room /UPRI focal person
• Christine - Venueless (helps with registration issues Friday the whole day)

Jeepney travel (local focal person per jeep):

1. Aying
2. Rian
3. Stephen/Sky
4. Honey/Mikko
5. Arnalie/Russ
6. Erika
7. Yvonne
8. Monica/Mari
9. Ceejay
10. Ken/FitzKen
11. Dianne/Bon
12. Fritz
13. Alfie
14. Kylle
15. Aimon