[EVENT] April 21st - Humble Data @ PyConDE PyData Berlin (BCC)

[berlin-pyladies]

Head organizer: Jodie Support organizer: Jessica Slides/Moderation: Speaker support: n/a

Location: BCC room A10 Time: 10:30-15:30. Afterwards we’ll invite the group to join the city tour event we’re also running as part of PyLadies. Speaker: Jodie & (hopefully) Cheuk Workshop: Humble Data signup form: https://forms.gle/o2FqCmi67joLUX2p9 Google doc: https://docs.google.com/document/d/1zHtVcXTvHLO-HyHxrAMkCNEzLn94CwAyNHrRJJTTDdc/edit?usp=sharing

MONTH BEFORE

• [x] finalise signup form (needs end date)
• [x] signup form also posted with the event on the PyCon/PyData DE webpage
• [x] Confirm who is sponsoring food
  • @t-redactyl is still waiting from JetBrains to hear about sponsorship, has suggested we look elsewhere for catering funding
  • Lisa Q is looking into seeing whether we can be folded under the budget for DjangoGirls
• [x] Find caterer and get cost estimate
  • Do we have caterers that we have used in the past for PyLadies events? Need someone inclusive of diets and allergies.
  • Get cost estimate of drinks from bcc.
• [x] Confirm coaches
  • [ ] Jodie
  • [ ] Jess Greene
  • [ ] Paloma
  • [ ] Cheuk
  • [ ] Kay
  • [ ] Maria Jose
  • [ ] Anastasia
  • [ ] Hannah
  • [ ] Jessica Upani
• [x] by April 9 send first and last names, pronouns, mentor/attendee and emails to pysv/ Alexander so he can create tickets and name badges for event @sleepypioneer
• [x] Send coaches guidelines email @sleepypioneer
• [x] Announce event with location, gender policy, photo policy on meetup page (also here: https://humbledata.org/pages/up-coming.html)
• [x] list as a satellite event on the PyCon/PyData DE webpage (to be done by Alexander)
• [ ]Can also ask whether PyCon/PyData DE organisers can help promote it through social media (along with DjangoGirls)
• [x] announce on socials (also with Django Girls event)

TWO WEEKS BEFORE

• [x] Reminder email for attendees event
• [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
• [x] find out if anyone is coming there and needs to store luggage somewhere @sleepypioneer

WEEK BEFORE

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

WEEK OF THE EVENT

• [x] Double check with host: microphone (if needed), soft drinks, power plugs, internet
• [ ] Send to host to print PyLadies arrow signs
• [ ] 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

• [ ] 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
• [ ] Copy feedback forms to feedback spreadsheet
• [ ] Adjust guides if valuable feedback came up

[sleepypioneer]

issue to track the suggested city tour https://github.com/PyLadiesBerlin/community-organisation/issues/42

[berlin-pyladies]

Closing - amazing event folks !!