Example Template Event

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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:


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!)

  • 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


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
  • 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
  • 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
  • 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
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