AI UK 2024 Volunteer Hub
============================

This document contains information for all volunteers taking part in AI UK 2024.

**If you want to view in a different format and download a document version, [click here](https://docs.google.com/document/d/1yamZHXcmBK_1SzaOsanRgcEGK5PzVeiV/edit?usp=sharing&ouid=111420444600636238309&rtpof=true&sd=true) (last updated 04.03.2024**)

If you have specific questions about your role, please see your personalised Volunteer Briefing Pack (sent by end of this week!).

You can also contact Katy Thompson (Senior Events and Engagement Officer) via email, MS Teams or Slack at any time.

:email: [[e-mail]](mailto:[e-mail])

:iphone: 07807 648461 (personal number in case of emergencies)

:computer: Keep in touch via Slack: [#ai-uk-2024-volunteers]( https://alanturinginstitute.enterprise.slack.com/archives/C06M40MDUFN)

Thank you so much for volunteering, we wouldn't be able to do this without you!

# Volunteer roles overview :eyes:

Please find your name and your role below.

The day is split into AM (morning) and PM (afternoon).

More detailed timings can be found in your volunteer pack, which will be sent to you by **Friday 8 March 2024**

## Day 1 - Tuesday 19 March 2024

**Alphabetical order by last name**

| Name | Team\[s\] | AM (08:30 - 12:00) | PM (13:30 - 17:00) |
|-|-|-|-|
| Alice Budden | Stage | Speaker Liaison: Future Stage | Speaker Liaison: Future Stage |
| Alexa Chambers | Welcome and Demo | Reg and Info Desk | Demo: Third Floor Floor |
| Karen de Cesare | Stage | Stage Lead: Futre Stage | Stage Lead: Future Stage |
| Alice De Gennaro | Stage | Room Usher: Research Stage | Room Usher: Research Stage |
| Valentina Di Santo | Stage | Room Usher: Conversation Stage | Room Usher: Conversation Stage |
| Kate Drew | Stage | Room Usher: Research Stage | Room Usher: Research Stage |
| | | | |
| Phil Dyson | Stage | Stage Lead: Research Stage | Stage Lead: Research Stage |
| Steph Fagan | Welcome | Turing Hub | Reg and Info Desk |
| Isla Harrison | Welcome and Demo | Reg and Info Desk | Demo: Fifth Floor |
| Arianne Hutch | Stage | Room Usher: Future Stage | Room Usher: Future Stage |
| Naoko Jones | Stage | Speaker Liaison: Future Stage | Speaker Liaison: Future Stage |
| Yesim Kakalic | Stage | Speaker Liaison: Research Stage | Speaker Liaison: Research Stage |
| Georgia Koumara | Workshop | Workshop 1 (10:00 - 15:30) | Workshop 1 (10:00 - 15:30) |
| Kerry Lawless | Stage | Speaker Liaison: Conversation Stage | Speaker Liaison: Conversation Stage |
| David Llewellyn-Jones | Stage | Stage Lead: Conversation Stage | Stage Lead: Conversation Stage |
| Ayesha Magill | Stage | Speaker Liaison: Conversation Stage | Speaker Liaison: Conversation Stage |
| Hussein Mahfouz | Stage | Speaker Liaison: Research Stage | Speaker Liaison: Research Stage |
| Amin Mekacher | Welcome | Reg and Info Desk | Turing Hub |
| Claire Nicholas-Walker | Welcome | Reg and Info Desk | Reg and Info Desk |
| Anton Poletaev | Workshop | Workshop 2 (10:00 - 15:30) | Workshop 2 (10:00 - 15:30) |
| Clementina Ramirez Marengo | Demo | Demo: First Floor | N/A |
| Juliette Sexton | Welcome | Reg and Info Desk | Reg and Info Desk |
| Xiaoxue Shen | Welcome | N/A | Reg and Info Desk |
| Otis Smith | Workshop | Workshop 1 (10:00 - 15:30) | Workshop 1 (10:00 - 15:30) |
| Agne Sniukstaite | Welcome and Demo | Turing Hub | Demo: Fifth Floor |
| Aaliya Tahir | Stage | Room Usher: Future Stage | Room Usher: Future Stage |
| Maddie Townley | Welcome and Demo | Reg and Info Desk | Demo: Third Floor |
| Madeleine Waller | Demo and Welcome | Demo: First Floor | Reg and Info Desk |
| Jibola Williams | Stage | Room Usher: Conversation Stage | Room Usher: Conversation Stage |
| Michelle Wronski | Workshop | Workshop 2 (10:00 - 15:30) | Workshop 2 (10:00 - 15:30) |
| Mustafa Yasir | Demo | Demo: Fifth Floor | Demo: First Floor |
| Chaoqun Zhuang | Welcome and Demo | Reg and Info Desk | Demo: First Floor |
| Ella Hopcroft| Welcome | Reg and Info Desk | Turing Hub |

## Day 2 - Wednesday 20 March 2024

**Alphabetical order by last name**

| Name | Team\[s\] | AM (08:30 - 12:00) | PM (13:30 - 16:30) |
|-|-|-|-|
| Levan Bokeria | Stage | Speaker Liaison: Future Stage | Speaker Liaison: Future Stage |
| Alice Budden | Stage | Stage Lead: Conversation Stage | Stage Lead: Conversation Stage |
| Alexa Chambers | Demo | Demo: Third Floor | Demo: Fifth Floor |
| Karen de Cesare | Stage | Room Usher: Conversation Stage | Room Usher: Conversation Stage |
| Alice De Gennaro | Stage | Room Usher: Future Stage | Room Usher: Future Stage |
| Kate Drew | Stage | Speaker Liaison: Conversation Stage | Speaker Liaison: Conversation Stage |
| Ruth Drysdale | Workshop | Workshop 2 (10:00 - 15:30) | Workshop 2 (10:00 - 15:30) |
| Phil Dyson | Stage | Room Usher: Conversation Stage | Room Usher: Conversation Stage |
| Steph Fagan | Demo | Demo: Fifth Floor | Demo: Third Floor |
| Isla Harrison | Stage | Speaker Liaison: Conversation Stage | Speaker Liaison: Conversation Stage |
| Arianne Hutch | Stage | Room Usher: Future Stage | Room Usher: Future Stage |
| Naoko Jones | Stage | N/A | Room Usher: Conversation Stage |
| Yesim Kakalic | Stage | Stage Lead: Future Stage | Stage Lead: Future Stage |
| Georgia Koumara | Welcome and Demo | Reg and Info Desk | Demo: Third Floor |
| David Llewellyn-Jones | Stage | Speaker Liaison: Future Stage | Speaker Liaison: Future Stage |
| Ayesha Magill | Stage | Stage Lead: Research Stage | Stage Lead: Research Stage |
| Hussein Mahfouz | Welcome and Demo | Turing Hub | Demo: First Floor |
| Harriet McCann | Stage | Speaker Liaison: Research Stage | Speaker Liaison: Research Stage |
| Amin Mekacher | Welcome and Demo | Turing Hub | Demo: First Floor |
| Claire Nicholas-Walker | Demo | Demo: First Floor | N/A |
| Anton Poletaev | Workshop | Workshop 2 (10:00 - 15:30) | Workshop 2 (10:00 - 15:30) |
| Clementina Ramirez Marengo | Welcome | Reg and Info Desk | Reg and Info Desk |
| Sam Selvarajah | Stage | Room Usher: Research Stage | Room Usher: Research Stage |Turing
| | | | |
| Xiaoxue Shen | Welcome | Reg and Info Desk | Turing Hub |
| Otis Smith | Workshop | Workshop 1 (13:30 - 15:30) | Workshop 1 (13:30 - 15:30) |
| Agne Sniukstaite | Stage | Room Usher: Research Stage | Room Usher: Research Stage |
| Aaliya Tahir | Welcome | Reg and Info Desk | Reg and Info Desk |
| Maddie Townley | Demo | Demo: Third Floor | Demo: Fifth Floor |
| Madeleine Waller | Welcome | Reg and Info Desk | Reg and Info Desk |
| Jibola Williams | Stage | Speaker Liaison: Research Stage | Speaker Liaison: Research Stage |
| Michelle Wronski | Workshop | Workshop 1 (13:30 - 15:30) | Workshop 1 (13:30 - 15:30) |
| Skyler Xie | Demo and Welcome | Demo: Fifth Floor | Turing Hub |
| Mustafa Yasir | Stage | Room Usher: Future Stage | Room Usher: Future Stage |
| Chaoqun Zhuang | Demo and Welcome | Demo: First Floor | Reg and Info Desk |
| Ella Hopcroft| Demo | Demo: Third Floor | Demo: Fifth Floor |

# General guidance :mag_right:

## AI UK fun facts

We want you to feel confident in answering questions about AI UK if attendees ask you. Don’t feel like you need to know everything, but a few key facts might be helpful!

- AI UK started in 2020
- AI UK 2024 welcomes over 2500 attendees in-person and online
- AI UK 2024’s core themes are mostly centrered around our Grand Challenges:

1) Environment and Sustainablity
2) Health
3) Defence and Security

- AI UK 2024 has grown - quite literally - since our first in-person event last year! We've now taken over the entire QEII Centre and we're featuring more content across these floors than ever before.
- AI UK 2024 is also taking place across the country and worldwide through our Fringe events and watch parties.

## Meet the AI UK team

You might hear a variety of names in conversations about AI UK - hopefully the list below will be a useful reference point.

The AI UK team is predominantly made up of the Comms and Engagement team, but there's incredible input from colleagues across the Turing and our external production company.

Please find a list below:

**AI UK operational team**

* Doris Mieschbuehler
* Jo Stacey
* Azimah Said
* Katy Thompson
* Tash Lyon
* Jessie Pearce
* Event Concept, Event Production Company

**AI UK programming team**

* Lily Hughes

Support from AI UK programming advisory group

**AI UK comms, marketing and design team**

* Sian Fortt
* Rosy Hawkins
* Emma Rowlands
* Alice Reid
* Jonah Maddox
* Monty Taylor

**AI UK relations team (press, media, internal)**

* Fiona Dennehy
* Jo Dungate
* James Lloyd
* Hayley Bennett
* Jonny Freeman
* Beth Whitaker
* Izzy Ryan

**AI UK VIP and major partners team**

* Ashley Van De Casteele
* Xander Burbridge

## Code of conduct

The Communications and Engagement (C&E) Directorate values your time volunteering and we hope this experience will be fun and fulfilling for you. We endeavour to provide you with:

- An inclusive and safe environment
- Clear instructions regarding your role including a detailed description, attendance time, locations and any other requirements, as well as rest and food breaks
- Appropriate supervision with a named Team Leader from the C&E team

In return, we expect the following of you as a representative of the AI UK team:

- To promote a respectful community, treat fellow team members, speakers and attendees with respect, courtesy and dignity
- To prioritise safety, observe safe work habits and be aware of the safety of others
- To adhere to the guidelines of the venue and listen to instructions from the AI UK team

# About the venue

## List of rooms

| Floor | Room name | Use |
|-|-|-|
| Ground  | Registration desk  | Registering delegates  |
| Ground  | Churchill   | Turing Hub, Environment and Sustainability Zone, Networking, Refreshments and the Long-Table |
| First | Pickwick  | Exhibition & Catering   |
| Second  | Olivier and Gielgud | Workshops |
| Second | Victoria and Albert | Volunteer Room |
| Third  | Whittle  | Future Stage  |
| Third  | West Room | Future Stage Green Room |
| Third  | Fleming | Conversation Stage |
| Third  | East Room | Conversation Stage Green Room |
| Third  | Britten | Exhibition & Catering   |
| Fourth  | Wordsworth | Wellbeing Room |
| Fourth  | Chaucer | Parent & Child Room |
| Fourth  | Byron | AI UK Office |
| Fourth  | Keats, Burns, Moore | Major Sponsors Rooms |
| Fourth  | Abbey | Marketing Room |
| Fourth  | Rutherford | Press Room |
| Fifth | Cambridge and Windsor | Exhibition & Catering   |
| Fifth | Darwin | Research Stage Green Room |
| Sixth | Mountbatten | Research Stage |
|   Sixth  | Mountbatten  | Lightning talks (lunchtime)  |

## Fire

When the fire alarm goes off, there will be a sound and lights, followed by announcement with different instructions for each area of QEII.

Please exit the building via the appropriate fire exits and follow the instructions of the QEII Centre’s fire wardens.You are not expected to guide attendees out yourself.

On discovering a fire, raise the alarm immediately. Operate the nearest break glass call point and make sure others nearby are aware.

Our meeting point is the QEII Lawn Assembly Area to the front of the building.

## Smoking

Smoking, including e-cigarettes/vapes, is not permitted in the venue at any time. Please head to the front lawn to smoke or vape.

## Waste and sustainability

The AI UK team and the venue have a responsibility to achieve environmental best practice. Please be mindful of your waste and recycle appropriately in the bins provided.

## Accidents and near misses

If you are involved in or witness an accident or near miss while on site, please report it to a member of venue staff and your Turing team leader immediately.

There is a First Aid room on the ground floor. Should you have a medical emergency, notify Security Control on 020 7798 4444 and a First Aider will be despatched.

## Wi-Fi

**Guest:**
**Name** - AIUK Guest
**PWord** – @IUKLondon2024

**Demonstrators:**
**Name** - AIUK Demonstrator
**PWord** – @IUKDemo2024

# On the day

## Upon arrival

Please arrive at the QEII Centre no later than **07:30**.

Upon arrival, you will receive your lanyard with your name and ‘volunteer’ listed, as well as your AI UK 2024 Volunteer T-Shirt.

You'll have a chance to have breakfast (provided for you!) and become familiar with the QEII Centre.

You’ll be able to leave your belongings in the Volunteers Room. This room is not accessible to the public, but please note you are responsible for your own valuables.

We will proceed with a team briefing at **07:45** and then you will head to your assigned role.

## Throughout the day

To make the event run as smoothly as possible, we have made sure you are working across no more than 2 teams.

We hope this will enable you to familiarise yourself in your role, as well as experience various aspects of AI UK.

We have also made sure you have rest breaks and food/water is provided. :green_salad:

We encourage you to communicate to your team via your WhatsApp group chat. Please keep this a clear and friendly channel of communication.

### AI UK 2024: day 1

| Time | Item |
|-|-|
| 08:30 – 09:30  | Attendee registration, refreshments and demonstration space open  |
| From 10:00  | Stage programme begins  |
| 12:00 – 13:30  | Lunch  |
| From 13:30  | Stage programme continues  |
| 15:30 – 16:00  | Break  |
| From 16:00  | Stage programme continues  |
| 17:00 – 19:00  | Networking reception  |

### AI UK 2024: day 2

| Time | Item |
|-|-|
| 08:30 – 09:30  | Attendee registration, refreshments and demonstration space open  |
| From 10:00  | Stage programme begins  |
| 12:00 – 13:30  | Lunch  |
| From 13:30  | Stage programme continues  |
| 16:20 | AI UK 2024 ends   |

**Your more detailed rota will be in your volunteer pack.**

## End of the day

At the end of the day, we will do a team debrief to come together and celebrate our hard work.

The team debrief is also an opportunity where we want to hear what went well during the day, as well as points to improve.

# Floor Plans :world_map:

Floor plans can be viewed and downloaded [here](https://drive.google.com/file/d/1JbKX2NKNqFoLz1ETz-d6earKpEF2XMn8/view?usp=sharing)

Floor plans will also be emailed to you when you receive your volunteer pack.

# FAQs :question:

## General questions you might have on the day

- **What do I do on my break?**

You are welcome to head to any of the stages, visit a demo stand, take a breather outside, have a cup of tea, head to the Volunteers Room - anything you like!

If you're in a room with no windows, I really recommend heading to somewhere with natural light.

- **What do I do if I'm not feeling well?**

Take a break! Let your team and Team Leader know you're not feeling great and take a minute in the Volunteers Room or outside if needed.

If you're genuinely unwell and need to go home, again, let us know and we can cover you.

Please do not suffer in silence.

- **There's something I'm not happy with on the day, who shall I speak to?**

If you're not happy with something we can fix on the day (e.g. there's not enough coffee, the room is too hot, someone has been rude to you) then tell your Team Leader.

If it's something bigger that we can't fix on the day (e.g. the format of AI UK, the branding, the choice of venue) then we'll have a chance at the end of the event to come together and feedback.

- **Can I bring my phone?**

100% yes! We'll be using our phones as a key form of communication.

You might also need to use it to look at the stage agenda, briefing notes or find something on the Turing website.

- **I'm finding everything overwhelming, what shall I do?**

That's totally understandable. AI UK is a large-scale event and there's loads of different things happening.

Make sure you remind yourself about your role and responsibilites ahead of the day and join us for a venue visit the day before to become familiar with the space.

On the day, let your Team Leader know if you're feeling overwhelmed. We'll be there to support you in a way that's helpful to you (e.g. we'll walk you through the space, come and sit with you in the Volunteers Room or we'll see where else you might feel more comfortable!)

- **Should I set an out-of-office on my email?**

Yes, definitely.

I recommend not checking your emails during your time volunteering. Not only will you become distracted, but you might start worrying about other tasks and not enjoy AI UK in full.

Most of the Turing and our community will be at AI UK, so you probably won't miss anything major over emails anyway!

- **What do I wear?**

Please wear your orange AI UK Volunteer T-shirt when in your role. You're welcome to wear whatever you like on the bottom half, but we definitely recommend comfortable shoes!

When on break, you're welcome to wear a jacket or change if you don't want people to ask you queries.

- **Who do I escalate things to?**

When it doubt, escalate to your Team Leader or to Katy.

Stage and Speakers Team Leaders: Lily and Katy
Demo Team Leader: Azimah
Welcome Team Leader: Tash
Workshop Team Leader: Jessie
On the Day Marketing Lead: Alice

## Potential questions from visitors

* **Can I reprint my name badge?**

No, you cannot reprint your name badge

* **Where can I find information on the stage sessions?**

Please direct them to the AI UK website and the signage around the venue

* **Where are the stages?**

Conversation and Future stages (third floor), Research stage (sixth floor)

* **Where are the workshops?**

Olivier & Gielgud (second floor)

* **What demo zones are there where are they?**
- Skills, core capabilities & knowledge exchange (first floor)
- Defence & national security (first floor)
- Health (first floor)
- Major partners + The Alan Turing Institute stand (fifth floor)
- Digital society & public policy (fifth floor)
- Environment & sustainability (fifth floor)

* **What time will the demo/expo open?**

The demo stands open from 08:30 on both days

* **When is coffee breaks/lunch break and where can I get food?**

Tea/coffee and homemade cookies are served on arrival
12:00: lunch
15:30: refreshments on day 1 only

Refreshments are available in all networking areas namely:
- Welcome Hub (ground floor)
- Demo space (first floor)
- Demo space (third floor)
- Demo space (fifth floor)

## Potential questions from demonstrators

* **My screen isn’t working/sockets aren’t working. Who can help me?**

Please take the name of the demo stand/zone/floor, then contact Finn/Azimah via WhatsApp. They will send technical help.

* **Can I keep the fabric from my stand?**

No, unfortunately not.

* **Should we have our staff stationed at our demonstration stands during the reception?**

No, please just ensure your stand is staffed during busy hours (coffee breaks and lunch time).

* **What should I do with the electronic equipment at the end of the day?**

You can leave them on the stand and Event Concept will collect it from your stand.

* **Can I arrange for porters to collect my items at my stand?**

Yes, but inform them that the portering service for large items are not available until event is closed on day 2.

* **I have items to be collected by couriers after the event. What should I do?**

Please ensure that you have packed and labelled your items appropriately and leave them in your stand area on day 2.

Porters will collect them from your stand and will send it to the collection room after the event.

* **What time should I close my stand?**

Expo areas are closed at 17:00 on day 2. You can leave earlier than the closing time but please note that portering service for large items are not available until event is closed on day 2.

* **Can I print something?**

There will be a fee to printing service. The service is available at QEII's business centre at the reception on the ground floor.