Example Template Event

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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:


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
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