[EVENT] July 11th - Members Talk evening @ Plan D

[sleepypioneer]

Head organizer: Jessica Co organizer: Fan Slides/Moderation: Speaker support:

Location: Plan D Speaker: Tamara Talk: Modeling mental hops from one word to the next with NLP and Python Speaker: Raana Talk: How to be a good reviewer: Be honest, nice and a bad ass

MONTH BEFORE

• [x] Define Speakers
• [x] Send Speakers guidelines email
• [x] Announce event with speakers, location, gender policy, photo policy on meetup page
• [x] Define hosts & collect host information
• [x] Send Host guidelines email
• [x] Organise Food/ drinks
• [x] Tweet event when announced
• [x] Check with speaker if coaches are needed and search for coaches

TWO WEEKS BEFORE

• [x] Retweet event
• [x] Check with speaker about installation instructions/reading material and update announcement
• [x] Update meetup announcement with agenda, networking breaks, if snacks or drinks will be available
• [x] Check-in with hosts and ask if support is needed for reception

WEEK BEFORE

• [x] Remind attendees to install requirements with comment and/or message on meetup
• [x] Send coaches the workshop/relevant material
• [x] Dry run with speaker

WEEK OF THE EVENT

• [x] Tweet after event
• [x] Ask host if attendees list is needed and/or special location directions
• [x] Double check with host: microphone (if needed), soft drinks, power plugs, internet
• [x] Send to host to print PyLadies arrow signs
• [x] Print [feedback forms](feedback forms)
• [x] Prepare introduction slides past example

DAY OF THE EVENT

(arrive 30-60 minute before event starts)

• [x] Check projector, microphone, table setup, power extensions, recording if available
• [x] Support speaker(s) to test equipment
• [x] Stick PyLadies signs to guide attendees the location
• [x] Hang up or put out print outs with the WIFI (or find a similar solution)
• [x] Manage reception, give name tags if available
• [x] During the COVID 19 pandemic (and perhaps later) there might be additional health checks such as vaccination status or proof of a recent test to allow entry

DURING THE EVENT

• [x] Do introduction and Community announcements
• [x] Take photos of all the speakers and audience
• [x] Tweet about it (or after the event with photos)

AFTER THE EVENT

• [x] Tweet after event (if not done during the event)
• [ ] Upload photos to google drive (you need to be part of the google group to access this)
• [ ] Open PR with resources to this repository
• [ ] Email sponsors & host to thank them
• [x] Copy feedback forms to feedback spreadsheet
• [ ] Adjust guides if valuable feedback came up

[sleepypioneer]

Speaker will fill in the form when she has the information, I have emailed Plan D from our hosting list to see if they can host :)

[sleepypioneer]

@Gigi1111 FYI as they put you as a contact :) Let me know if you want to collaborate on this one!

[Gigi1111]

sure, I'd love to

[marimeireles]

happy to take on some of these, specially the non-social media related ones :)

[sleepypioneer]

@marimeireles how about prepping the slides? Are you also interested in doing speaker support (ie listening through a dry run and giving feedback?)

[tiaversa]

Event already done.