Organizing Team Structure

A successful Data Help Desk depends on coordination between three key groups:

  • the Help Desk Organizing Team
  • the Event-Specific Organizers
  • the Conference Host Contacts

Every conference is different, and this structure reflects patterns we’ve seen work well — but it’s flexible. Roles and responsibilities can be shared across groups or handled entirely within one. The most important thing is that all key tasks are covered and communication is consistent throughout the planning process.

If you’re interested in partnering with the ESIP Data Help Desk Cluster to host a Help Desk at your conference, contact us. We’re happy to support new collaborations.

Help Desk Organizing Team

This is the core group behind the broader Data Help Desk initiative. These individuals help maintain consistency across events and may come from the ESIP DHD Cluster or partner organizations. Their role is to define the overall approach, provide templates and shared assets, and support each new Help Desk effort with guidance, institutional memory, and planning tools.

The organizing team often:

  • Maintains shared materials and promotional templates
  • Hosts coordination calls with event organizers
  • Provides feedback and resources from previous events
  • Provide cross community outreach for the Data Help Desk

Happy Steve working a Desk

Event-Specific Organizers

Oftentimes there will be individuals connected with a partner organization who are interested in bringing a Data Help Desk to their specific conference, but won’t be involved in the broader initiative. They may be different or may return year after year. Their work includes tailoring the Help Desk format to the meeting, recruiting expert volunteers, preparing materials, managing logistics, and collaborating with the conference host.

They typically:

  • Schedule planning meetings and timelines
  • Coordinate signage, physical setup, and volunteer shifts
  • Customize outreach based on the event’s community
  • Provide conference specific feedback for template materials

Conference Host Contacts

These are staff or volunteers from the conference’s organizing body. Their level of involvement can vary, but their role is always critical. They help secure booth space, determine logistics (like internet, power, and furniture), and provide communication channels to promote the Help Desk. While they might not be deeply involved in the Help Desk’s content, having an early and clear connection with the host team is key to visibility and success.

They can assist by:

  • Including the Help Desk in the official program or website
  • Sharing announcements in newsletters or daily digests
  • Offering a page on the conference platform or app
  • Coordinating booth access, signage approval, or AV needs

Key Roles to Fill

While each conference and team setup will look a little different, certain responsibilities show up again and again. These roles don’t need to map to specific people or groups—one person can take on multiple tasks, and responsibilities can shift based on team size and capacity.

Communications Lead
Manages outreach and visibility for the event. This includes preparing social media posts, sharing resources during the conference, coordinating with partners for amplification, and submitting content to newsletters or daily digests. They may also update the Help Desk webpage as information is available.

Volunteer Coordinator
Leads the recruitment and management of expert volunteers and demoers. This includes sharing calls for participation, communicating volunteer expectations and maintaining the overall schedule.

Logistics Manager
Handles logistical planning like booth setup, signage, supply needs, internet, and power. This person may also coordinate any conference-specific requirements like exhibitor forms or abstract submissions.

Onsite Coordinator
The main point of contact during the event. This person monitors what’s happening live and helps troubleshoot issues, restock materials, or connect volunteers as needed. We’ve found this role is extremely important but can be particularly difficult to fill.

Coordination & Communication

Regardless of size, the Help Desk team should start planning early. Meetings can begin on a monthly schedule, then increase to biweekly or even weekly as the event approaches, depending on the scope of work and how many moving parts there are.

Set up a shared workspace to keep everyone aligned. A centralized folder with meeting notes, timelines, outreach drafts, and resource templates is ssential. We recommend using our Google Drive conference folder template if you’d like a ready-to-use structure for organizing your planning materials.

We recommend using shared notes (like a Google Doc) to assign tasks and keep progress visible across the team. Clear documentation also makes it easier to hand off responsibilities or refer back to decisions.