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The Documentation Team Leader will primarily be responsible for maintaining workflow for the video, photo and social media teams at Conference and ensuring the successful completion of each teams’ projects.


Required: Active EAST student with experience in project management and documentation. Must have attended at least one EAST Conference in the last two school years.

Responsibilities & Expectations

Before Conference:

  • Communicate regularly with the team to ensure each team develops a Conference coverage plan and copy the EAST Events Manager and facilitators on all email correspondence
  • Assist in the planning of the student Leadership Team Retreat
  • Attend and participate in the duration of the Leadership Team Retreat
  • Update the Documentation Team contact list
  • Work with the Communications Team to create the Team Conference schedule
  • Work with teams to make sure a comprehensive shot list is included in the coverage plan
  • Create or designate a team member to design a team bio book (optional)

During Conference:

  • Attend and participate in the entire EAST Conference (from arrival through Closing Session)
  • Host the onsite student leadership team meeting Tuesday, March 13
  • Manage and assign team members to make sure teams fulfill their team goals
  • Update EAST staff on progress and activities of the team
  • Check that edited photos and videos are completed per the shot lists
  • Ensure all files are named and organized into proper folders at the end of each Conference day
  • Work with the Video Editor to ensure all needed shots are delivered in a timely fashion
  • Work with Event Manager and team members to design a post-Conference plan to ensure the documentation gathered is complete, organized, and delivered to EAST in a timely manner
  • Ensure complete edited videos, all raw footage, all raw photos and all edited photo folders are on external hard drives to be delivered to EAST before leaving Conference and leave all files on workroom computer
  • Other duties as assigned

Many of the Documentation Team positions have schedules that require them to occasionally work on "off" times. Before applying, review the sample Documentation Team Schedule to better understand the responsibilities and time commitments at Conference.

Submission Instructions

Follow the instructions below and submit your completed application by 3 p.m., CST, November 17, 2017.

REMEMBER: DO NOT wait until the last day or the last minute to submit your application. The submission form will automatically disable at 3:01 p.m., CST on the deadline date. If you are in the middle of submitting a form at this time, your submission will NOT be received. If the form does not disable properly, submissions received after 3:00 p.m., CST will still not be considered in order to remain fair and consistent for all applicants. Please remember that upload speeds can vary depending on file type, school bandwidth, etc. Deadline days have a high volume of students submitting, which can also cause delays in uploading files and submitting applications. If you encounter an issue on the day of a deadline, the EAST Initiative staff may have limited (if any) availability to provide assistance. The EAST Initiative CANNOT grant you a deadline extension or help you to submit later if something goes wrong.

Step 1 - Complete the Application

Complete the application to tell us why you should be on the Leadership Team. We want to know about your EAST experience and what qualifies you for this position. On the application, you will also upload the zipped file detailed in Step 2.

Step 2 - Upload Forms

Combine all of the following files into one (1) Zipped File with a 1 GB (1048576 KB) max file size. Be sure to review the requirements in Step 1. For instructions on how to zip a file, please click here for Windows instructions or here for Mac instructions.

Step 3 - Submit

When the application is complete, click the “Submit” button. When your submission is complete the page will change and state that the submission has been received. Once you see this page, you will not be able to make any changes. Following your submission, an email confirmation will be sent to you and EAST staff. If you do not receive an email, you should assume there was an error, and your submission was not complete. Our recommendation is to go back to Jotform and complete the form again. If you still receive an error, please email, or contact events team directly.

Step 4 - Have Your Facilitator Complete the Facilitator Nomination

The nomination is to be completed by your current facilitator. Please submit one unique application per student nominee.

Team Leader Selection

Students selected as finalists for the Team Leader position will be asked to participate in an interview via Skype, Google Hangouts or other video chat system.