Keep Calm Community Barcelona

Associació Keep Calm Barcelona

Role Descriptions

The roles that keep Keep Calm running. We're a small team of volunteers - these descriptions help set expectations and make handovers easier.

All Documents
Last updated 9 August 2026

Overview

RoleScopeTimeWhat You Do
Sport LeadOne sport2-3 hrs/weekOwns the sport end-to-end
BookerOne court/session30 mins/weekBooks and coordinates one game
Event OrganiserSpecial eventsVariesPlans and runs non-sport events

Sport Lead

The person who makes a sport happen reliably each week.

What you do:

  • Post weekly polls and announcements
  • Organise games and assign players
  • Coordinate bookers (for padel/tennis)
  • Handle problems, no-shows, and conflicts
  • Onboard new members
  • Apply the strike system when needed

What it takes:

  • Reliable weekly availability
  • Good communication
  • Comfortable making fair decisions and occasionally being firm
  • Minimum 3-6 month commitment

Authority:

  • Final say on player assignments and session format
  • Can assign strikes within guidelines
  • Can recruit bookers
  • Major changes (venues, fees, dropping the sport) need agreement from other organisers

Backup: Should have at least one co-lead or someone who can cover when you're away. See Organiser Guide for handover process.

Booker

Books and manages one court within a larger padel/tennis session.

What you do:

  • Book the assigned court promptly after assignment
  • Share the booking link with all players on your court
  • Make sure everyone joins and pays
  • Handle simple last-minute changes
  • Report issues to the Sport Lead

What it takes:

  • A Playtomic account
  • Responsive and reliable
  • Available to book quickly when assigned

Authority:

  • Coordinates their specific court
  • Cannot add/remove players without Lead approval

Event Organiser

Plans and runs special events - seasonal parties, trips, cross-sport socials. See the step-by-step playbook for exactly what to post, where, and when.

What you do:

  • Propose and plan the event
  • Handle logistics (venue, tickets, timing)
  • Promote across sport groups
  • Manage RSVPs
  • Run it on the day

What it takes:

  • Good at logistics and planning
  • Comfortable handling group coordination
  • Can work ahead on preparation

Informal Contributions

Not every contribution needs a title. Some of the most valuable help comes from people who:

  • Help with setup and cleanup
  • Bring equipment to sessions
  • Help with Spanish/Catalan venue communications
  • Welcome newcomers at their first session
  • Take photos for social media

If you want to help in any of these ways, just let your sport organiser know.

Getting Involved

There's no formal progression - if you attend regularly, help out, and show interest, you'll naturally get more involved. The main thing we need is reliability: people who do what they say they'll do.

  • Organiser Guide - How to run a sport
  • Who Does What (RACI) - Responsibility map across all roles
  • Organiser Onboarding - Expectations pack and messages for new organisers
  • Admin Onboarding - Expectations pack and messages for new admins
  • Moderator One-Pager - WhatsApp group moderation
  • Community Admin One-Pager - Paperwork, forms, appeals
  • Content Editor One-Pager - Instagram, blog, website copy
  • Per-sport organiser one-pagers - <sport>/organiser-one-pager.md in each sport's folder
  • Organisers - Current organisers by sport
  • Partnerships & Reciprocity - What volunteers receive