Example Template Event

Example Template Event
Date	2011/01/01
Time
Location	Example Location
Type	Congress
Contact	User:Becha

This is the EVENT TEMPLATE & checklist 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:
  • FOUR WEEKS IN ADVANCE!
• 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
• "Program" person: Dedicated person to contact the speakers, confirm their times, titles, material, special needs...
• "Space-contact" person: Arrange the place: contact the "owner", get the keys, arrange the payment (pay, get money back...)
• "Info" person (or team):
  • 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 event on FB
  • Announce the event on other mailing lists
• Decide who will bring the "presenters laptop"
• Shopper: decide what to buy, in advance: publish the lsit, ask for comments
• Techician: make sure all the equipment will be there, in time, in working order
• Workshop Leader #1:
  • state, on Wiki, when is the starting & ending time; how many people; what level of knowledge; topic...
  • collect & inform the participants of your workshop yourself, or together with Info team
  • make sure all the equipment that you need is transported to the space, installed, secured - the day before, or as much in advance as possible
  • make sure you colect all your equipment afterwards & tidy up your space (with participants)
• Workshop Leader #2: the same!
• Security person - to make sure doors are closed properly, windows too, that no-one is on fire...

What do we need to BRING:

• Tape
• Markers
• Flyers of TechInc
• Laser pointer
• Ethernet cables
• Extra power strips
• Presenters laptop
• Beamer / projector (2 or 3, if there are none in the space already)
• A dish for collecting donations
• Plastic zip-bag for storing donations and receipts
• Rubish bags

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
• "Supplies": Dedicated person to keep track of supplies: beer, vine, snacks, rubbish bags; and alert the "shopper"when we are low
• "Shopper": 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
• "Tech contact":Dedicated person in charge of the technicalities: cabling (VGA), electricity, operating 2-3 beamers+laptops, sound, music, lights
• New, optional: someone to tweet live from the event, announcing speakers
• New, optional: someone to follow IRC, relay questions to speakers
• New, optional: someone to record the event, or streem it live
• New, optional: someone to tweet live from the event, announcing

What do we need to do after the event:

• Tidy-up the space: cleaers & their team, volunteers
  • TAKE THE RUBBISH OUT WITH YOU, WHEN LEAVING
• Tidy-up the finances: donations person, shopper person, treasurer
• Tidy-up equipment: technician person and the transportation team

What do we need to do NEXT DAY after the event:

• Dedicated person to come the next day and clean up
  • TAKE THE RUBBISH OUT WITH YOU, WHEN LEAVING
• Dedicated person to come the next day and transport things back to TechInc, or to people houses
• "Space-contact" person: to return the keys, pay for the space and any outstanding expences... soothe any conficts with the space owner...
• 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

Lessons learned / tips:

• Person in charge of donations should announce every two hours: how much money we have collected; remind people to donate
• We could have a sticker on the door asking people to ring the _other_ bell, to not interrupt the speakers (this is NIMK specific)

WISHLIST:

• A timer widget: to e projected on the wall; resseted every time the talk starts;

either counting down from two minutes to zero; or counting up, but so that everyone can see how long is somone talking...

• Flyers: finished 3 weeks before the event, to distribute around the city, by ALL