Code for America's CodeAcross Event Planning Checklist
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CodeAcross Event Planner’s Checklist ONE MONTH BEFORE ☐ Venue secured including Tables, Chairs, WiFi Access ☐ Sponsors contacted and secured. CfA offers some financial help, but you’ll likely want an inkind sponsor for venue, food/beverages and prizes. ☐ Event registration created in Meetup or Eventbrite ☐ Link to event placed on your Brigade site and emailed to [email protected] ☐ Begin promotions. Link to event in FB Groups, Twitter status updates, local dev forums and other sources. ☐ Begin assembling a team and assigning event roles. Roles might include hackathon judge, emcee, facilitator, registration coordinator, photographer, etc. TWO WEEKS BEFORE ☐ CodeAcross Posters printed and dropped off at local businesses and coworking spaces ☐ Food and beverage secured. A good rule of thumb is 23 pieces of pizza per attendee. ☐ Audio visual secured (as needed). Microphone, data projector, speakers might be needed if you’re explaining a series of hack challenges or you want to demo all the onsite hacks.Extra power strips will almost definitely be needed unless you’re holding it in a coworking space. ONE WEEK BEFORE ☐ Send reminder to attendees. Include directions, transit and parking info. ☐ Confirm with photographer and/or videographer. ☐ Do a dry run through with your emcee. Provide script if needed. Definitely provide list of sponsors for recognition. ☐ Food and beverage secured. A good rule of thumb is 23 pieces of pizza per attendee. DAY BEFORE ☐ Print onsite signage for parking, bathrooms, WiFi password, event hashtag ☐ Print registration sheet and badges. Keep some extras for dropin attendees. ☐ Send reminder and note to onsite volunteers offering a breakdown of the day and their duties. AT THE EVENT ☐ Arrive early to set up registration. ☐ Offer onsite volunteers with day’s program, important cell numbers and locations of bathroom etc. ☐ Say a few words to welcome attendees and establish a SafeSpace ☐ Photograph and take notes on event especially any final demos. Submit to Code for America Tumblr . ☐ Thank sponsors and attendees on stage. ☐ Thank sponsors and attendees via email and include links to photo, video, media.
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This checklist is for those groups participating in Code for America's CodeAcross event. CodeAcross is a weekend of events taking place in cities around the world. There will be events hosted simultaneously in dozens of cities all around the globe on the weekend of February 21-23, 2014. Coinciding with International Open Data Day, the goal of CodeAcross is to activate the Code for America network and inspire residents everywhere to get actively involved in their community. http://codeforamerica.org/events/codeacross-2014/
Transcript of Code for America's CodeAcross Event Planning Checklist
CodeAcrossEvent Planner’s Checklist
ONE MONTH BEFORE☐ Venue secured including Tables, Chairs, WiFi Access☐ Sponsors contacted and secured. CfA offers some financial help, but you’ll likely want aninkind sponsor for venue, food/beverages and prizes.☐ Event registration created in Meetup or Eventbrite☐ Link to event placed on your Brigade site and emailed to [email protected]☐ Begin promotions. Link to event in FB Groups, Twitter status updates, local dev forums andother sources.☐ Begin assembling a team and assigning event roles. Roles might include hackathon judge,emcee, facilitator, registration coordinator, photographer, etc.
TWO WEEKS BEFORE☐ CodeAcross Posters printed and dropped off at local businesses and coworking spaces☐ Food and beverage secured. A good rule of thumb is 23 pieces of pizza per attendee.☐ Audio visual secured (as needed). Microphone, data projector, speakers might be needed ifyou’re explaining a series of hack challenges or you want to demo all the onsite hacks.Extrapower strips will almost definitely be needed unless you’re holding it in a coworking space.
ONE WEEK BEFORE☐ Send reminder to attendees. Include directions, transit and parking info.☐ Confirm with photographer and/or videographer.☐ Do a dry run through with your emcee. Provide script if needed. Definitely provide list ofsponsors for recognition.☐ Food and beverage secured. A good rule of thumb is 23 pieces of pizza per attendee.
DAY BEFORE☐ Print onsite signage for parking, bathrooms, WiFi password, event hashtag☐ Print registration sheet and badges. Keep some extras for dropin attendees.☐ Send reminder and note to onsite volunteers offering a breakdown of the day and their duties.
AT THE EVENT☐ Arrive early to set up registration.☐ Offer onsite volunteers with day’s program, important cell numbers and locations of bathroometc.☐ Say a few words to welcome attendees and establish a SafeSpace☐ Photograph and take notes on event especially any final demos. Submit to Code for AmericaTumblr.☐ Thank sponsors and attendees on stage.☐ Thank sponsors and attendees via email and include links to photo, video, media.
