Difference between revisions of "Example Template Event"

From Technologia Incognita
Jump to: navigation, search
(Created page with "{{Event |Date=2011/01/01 |Location=Example Location |EventType=Congress |Contact=Becha }} This is the example template for events organising, based on the previous experience ...")
 
m (User:)
 
(9 intermediate revisions by one other user not shown)
Line 3: Line 3:
 
|Location=Example Location
 
|Location=Example Location
 
|EventType=Congress
 
|EventType=Congress
−
|Contact=Becha
+
|Contact=User:Becha
 
}}
 
}}
−
This is the example template for events organising, based on the previous experience of 3 NIMK events and few parties.  
+
This is the EVENT TEMPLATE & checklist 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)
+
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

Latest revision as of 10:58, 7 August 2012

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
Retrieved from "https://wiki.techinc.nl/index.php?title=Example_Template_Event&oldid=2022"