Example Template Event

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.

Previous events: http://wiki.techinc.nl/index.php/Hackerspace_Summer_Event_2012 http://wiki.techinc.nl/index.php/Temp_Inc_Space_Warming_Party http://wiki.techinc.nl/index.php/National_Hackspace_Day_2012

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