Example Template Event

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
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...)
"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
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
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!

What do we need to BRING:

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:

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

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...

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