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.
(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
