Difference between revisions of "Example Template Event"
| Line 12: | Line 12: | ||
* Decide on the date, place, topic, budget | * Decide on the date, place, topic, budget | ||
* Get people to commit to all the tasks, at least 2 weeks before the event: their name and how much time they want to put into this | * Get people to commit to all the tasks, at least 2 weeks before the event: their name and how much time they want to put into this | ||
| − | * Arrange the place | + | * Arrange the place: contact the "owner", get the keys, arrange the payment (pay, get money back...) |
| − | + | * Create event on Wiki | |
| + | * Announce event to the members: 3 weeks before, and ask for volunteers | ||
| + | * Send reminder, 2 weeks ago, ask for volunteers | ||
| + | ** If not all functions filled, cancel the event | ||
| + | * If going on, announce the evnt on FB | ||
| + | * Announce the event on other mailing lists | ||
| + | * Find the "Program" person: Dedicated person to contact the speakers, confirm their times, titles, material, special needs | ||
| + | (this might be neded BEFORE the 3-weeks-deadline for the announcement! TO BE DECIDED LATER WHERE DOES IT FIT IN TIME LINE!) | ||
| + | |||
| + | |||
| Line 28: | Line 37: | ||
* Dedicated person to close the space | * Dedicated person to close the space | ||
* Dedicated person to come the previous day and transport things back from TechInc, or from people's houses | * Dedicated person to come the previous day and transport things back from TechInc, or from people's houses | ||
| − | * Dedicated person | + | * Dedicated person in charge of organising the cleaning: during and after the event |
| Line 34: | Line 43: | ||
* Dedicated person to come the next day and clean up | * Dedicated person to come the next day and clean up | ||
* Dedicated person to come the next day and transport things back to TechInc, or to people houses | * Dedicated person to come the next day and transport things back to TechInc, or to people houses | ||
| + | * Photographer to publish the photos | ||
| + | * Program person to ... | ||
| + | * Documentation-person to write a report & email to the members and all the lsits where this event was announced | ||
| + | * Everyone: to have a wrap-up meeting to see what went well, what went wrong; document it all for the next time | ||
Revision as of 17:58, 8 July 2012
| Example Template Event | |
|---|---|
| Date | 2011/01/01 |
| Time | |
| Location | Example Location |
| Type | Congress |
| Contact | Becha |
This is the example template for events organising, based on the previous experience of 3 NIMK events and few parties.
(later I will add text from the NIMK event itslf. ths is placeholder for notes)
What do we need to do before the event:
- Decide on the date, place, topic, budget
- Get people to commit to all the tasks, at least 2 weeks before the event: their name and how much time they want to put into this
- Arrange the place: contact the "owner", get the keys, arrange the payment (pay, get money back...)
- Create event on Wiki
- Announce event to the members: 3 weeks before, and ask for volunteers
- Send reminder, 2 weeks ago, ask for volunteers
- If not all functions filled, cancel the event
- If going on, announce the evnt on FB
- Announce the event on other mailing lists
- Find the "Program" person: Dedicated person to contact the speakers, confirm their times, titles, material, special needs
(this might be neded BEFORE the 3-weeks-deadline for the announcement! TO BE DECIDED LATER WHERE DOES IT FIT IN TIME LINE!)
What do we need to do during the event:
- Dedicated person for taking photos, and publishing them within 1 day
- Dedicated person to keep track of time and announce speakers
- Dedicated person to keep the schedule up-to-date
- Dedicated person to keep track of donations: count how much we have, collect them from the pot, keep them, collect recepits
- Dedicated person to order pizza/food
- Dedicated person to keep track of supplies: beer, vine, snacks, rubbish bags; and alert the "shopper"when we are low
- Dedicated person to do the shopping runs, 2 times during the event (or two persns, one run each)
- Dedicated person to answer the buzzer
- Dedicated person to open the space
- Dedicated person to close the space
- Dedicated person to come the previous day and transport things back from TechInc, or from people's houses
- Dedicated person in charge of organising the cleaning: during and after the event
What do we need to do after the event:
- Dedicated person to come the next day and clean up
- Dedicated person to come the next day and transport things back to TechInc, or to people houses
- Photographer to publish the photos
- Program person to ...
- Documentation-person to write a report & email to the members and all the lsits where this event was announced
- Everyone: to have a wrap-up meeting to see what went well, what went wrong; document it all for the next time
