Team Kabbalah Structure (International Event Model):

Roles

Event Coordinator (Michal Berg, KC staff)
Assistant Event Coordinator (Rachel Sivan, KC staff)
Event Volunteer Coordinator (Gabi Morales, KC staff)
Event Manager (Esther Eira Schwyzer, volunteer)
Team Leaders (10 total, volunteers)
Core Team Members (volunteers)
On-site Volunteers (volunteers)

Job Descriptions of various roles:

Event Volunteer Coordinator

This position is filled by Kabbalah Centre staff and exists to delegate responsibilities, resources and information from the Kabbalah Centre staff to the Event Manager. The Event Volunteer Coordinator always has the “big picture” of the event in mind and oversees the execution of all duties, providing direction and focus for individual and team success; works closely with the Event Manager to oversee and approve all of the tasks associated with that role.

Event Manager

The Event Manager assists the Event Coordinator, Assistant Event Coordinator, Event Volunteer Coordinator and is the direct link between them (Kabbalah Centre staff) and the Team Leaders, Core Teams, and On-site volunteers. The Event Manager has the “big picture” of the event in mind but works closely with all team members to make sure all specific tasks on the 10 teams are completed; meets with Kabbalah Centre staff to plan for the international events; creates and maintains event timeline; creates, updates, and oversees leadership development program; conducts recruitment and placements; assists to create, prepare for, and conduct all trainings; updates and improves training content and materials; works with Team Kabbalah teachers and Event Volunteer Coordinator to maintain team consciousness; organizes Core Teams and coordinates with Team Leaders to train them; mentors fellow team members and oversees overall mentoring among all Team Kabbalah volunteers; works to assess and meet volunteer needs; assists to compile and edit working documents; works to ensure Team Leaders are prepared for their roles and delegates tasks to them; conducts conference calls and communicates regularly via email. This position requires a significant amount of time before, during, and after the event. This position operates year-round.

Team Leaders

The Team Leader is in charge of one important event area (outlined in the next section). They work with a Core Team of 2-4 people in order to accomplish their team’s goals. The Team Leader is in contact with the Event Manager 2 to 3 months prior to the Event, providing valuable input along the way. The Team Leaders and Core Teams work alongside the On-site Volunteers to assist and guide all registrants - fellow volunteers and students alike.

Tasks to be completed by the Team Leader include:

• Communicate with the Event Manager and Event Volunteer Coordinator 2 to 3 months prior to the event
• Update and maintain team-specific timeline
• Hold conference calls with Core Team
• Be easily accessible by phone and email before, during, and after the event
• Train a Core Team of up to 4 people to assist in a specific task at the Event
• Monitor volunteer attendance at the Event and oversee On-site Volunteers
• Remain on-call at all times to assist the Event Manager and Event Volunteer Coordinator during the event
• Attend weekly consciousness calls prior to the event

Time Commitment:

• 2 to 3 months prior to Event and very intensive during the Event, depending on the team. 2-4 hours per week with a marked increase as the event approaches, and once it is underway. Involved in follow up after the Event, including mentoring successors.

Core Team Members

A Core Team Member is dedicated to assisting their Team Leader in accomplishing a specific task or function. Some Teams involve more work before the Event and some are more involved at the Event. Preparations can begin 2 to 3 months before the Event. Core Team members are developed into Team Leaders.

As a Core Team member, you could be asked to do some of the following:

• Be involved in pre-event planning with the Team Leader
• Attend conference calls conducted by Team Leader
• Supervise On-site Volunteers at the Event
• Be totally committed to the primary task of the Team, but be flexible to help on other Teams when needed
• Core Team Members do not sign up for specific shifts since they are on-call the entire time their team is operational, and are sometimes asked to step in for other core team members on other teams
• Attend weekly consciousness calls prior to the event

Time Commitment:

• 2 to 3 months prior to Event; 2-3 hours per week with a marked increase as the event approaches, and once it is underway. Will be asked for feedback after the event.

On-Site Volunteers

On-Site Volunteers sign up for shifts to support individual teams at the Event. They have no pre-event work to do and operate only at the actual event. They have direct interaction with student attendees and help to ensure a smoothly run event.

Specific tasks for On-Site Volunteers include:

• Signing up for shifts at www.TeamKabbalah.com prior to the Event or visiting the Volunteer Assignments Desk at the Event to help where needed
• Checking in at the Volunteer Assignments Desk before beginning a shift
• Arriving at volunteering post 15 minutes prior to the start of shifts

Time Commitment:

• On-site Volunteers sign up for 3-hour shifts. You are free to sign up for as many as you feel you can handle.

Team Kabbalah Volunteering Opportunities:

Event Areas & Teams

Set-up & Breakdown
Arrivals Team
Customer Care Team
Registration Team
Bookstore Team
Dining Room Team
Hospitality Team
Volunteer Assignments Team
War Room Team
Friendship Program Team

Job Descriptions of Various Teams:

Setup & Breakdown Team

This team is responsible for receiving supplies and materials from delivery trucks; setting up most areas of the event before it begins; breaking down and packing after the event. The Team Leader works with the Warehouse Coordinator and the Event Manager to assemble and organize the event. The Core Team will assist the Team Leader in distributing supplies and organizing On-site Volunteers to set up the Event, and then supervise the repacking after the Event is over. Team Leader and Core Team will be expected to be on site 1 day prior to and 1 day after the event to complete all tasks. This is a very dedicated team that contributes a lot of long hours before and after the event.

Arrivals Team The Arrivals Team greets students as they arrive at the hotel, ensuring that each registrant is welcomed and properly informed. The Team Leader and Core Team determine the key locations for greeters and runners, who are in position to assist the students as they arrive and are well-versed on hotel and event information.

Customer Care Team The information resource for all event attendees; able to answer all questions or concerns, including where the War Room is located to what pharmacies are nearby; understands all aspects of the event and which resources are available. The Team Leader and Core Team compile all event and destination information into a manual, then staff the information desk along with On-site Volunteers during operating times. This team also manages a lost and found area for items left behind during event functions.

Registration Team The Registration Team assists Executive Events when registrants arrive to pick up their name badges and event packets. In addition to handing out welcome packets, team members will need to know the layout of the event so they can direct people to the next place they need to visit (i.e. hotel rooms, War Room, Dining Room.) Before Registration begins, volunteers will assemble the welcome packets, stuff the badges and set up the registration tables.

Bookstore Team

This team oversees the smooth operation of the Bookstore, from setup to breakdown and everything in between; creates layout of book store on a diagram; unpacks, displays, and repacks inventory; tracks inventory in written format. This team is the exception with 5 core team members, each one dedicated to one of the following areas with a sub-team to oversee:

Jewelry: Responsible for making sure all items are priced; familiar with all stock, prices, and information; in charge of jewelry sales.

Volunteer coordination: meets or speaks with On-site Volunteers to place them into appropriate Bookstore Team position, and trains them accordingly; tracks volunteers via spreadsheet; uses bookstore diagram to determine how many volunteers are needed on each day; schedules conference calls for bookstore leader to give volunteers information about the event; informs volunteers of training time to take place before the event begins; makes sure every volunteer that arrives checks in and receives an assignment; makes sure all volunteers are taken care of, receiving breaks, food, water and such.

Decoration Team: designs and sets up bookstore; places posters; unpacks, places, and repacks all design materials, documenting them in written format and taking photographs of new items purchased for future use.

Sales/Product Knowledge/Inventory Team: train and motivate volunteers on the products they are selling; track and replenish stock.

Setup/Breakdown Team: coordinates with Event Setup/Breakdown Team to know when trucks will arrive and need to be unloaded; unloads the trucks into bookstore storage; tracks inventory, organizes storage, delivers merchandise to bookstore; repacks items after the event and catalogs said items.

Dining Room Team

This team creates a warm environment for all students during meals, checking badges at the doors, greeting students, directing them to their seats, and helping them find others. The Team Leader and Core Team are responsible for organizing the flow of traffic in to the Dining Room, having all necessary materials available and on display (connection books, for example), and packing up these materials after the event. The Dining Room is checked after each meal and items left behind are taken to the Customer Care desk.

Greeters welcome guests as they enter the Dining Room and treat all guests as if they have been invited into their own homes. They are responsible for assisting guests and making sure they are wearing the appropriate badges for each meal. Any issues are directed to the Team Leader and Core Team.

Ushers work inside the Dining Room and assist guests to their seats. They are responsible for keeping the flow of traffic moving away from the doors and for keeping a safe, comfortable, and friendly environment in the Dining Room.