[EVENT] September 17th - Hack Evening @ Trailstone

[berlin-pyladies]

Head organizer: Vanessa Support organizer: Timna, Hilal, Jessica Slides/Moderation: Timna

Location: Trailstone

MONTH BEFORE

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

TWO WEEKS BEFORE

• [x] Retweet event
• [ ] 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

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

WEEK OF THE EVENT

• [ ] Tweet after event
• [ ] Ask host if attendees list is needed and/or special location directions
• [ ] 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)

• [ ] Check projector, microphone, table setup, power extensions, recording if available
• [ ] Support speaker(s) to test equipment
• [ ] Stick PyLadies signs to guide attendees the location
• [ ] Hang up or put out print outs with the WIFI (or find a similar solution)
• [ ] Manage reception, give name tags if available
• [ ] 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

• [ ] Do introduction and Community announcements
• [ ] Take photos of all the speakers and audience
• [ ] 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

[berlin-pyladies]

Successful event :)