π» = If Workshop
- Pick a date and book the venue. Make sure it has: Internet, A/C, Coffee, comfortable chairs, good video beam, easy access, mics, etc.
- Contact speakers and check availability. Try at least 1 international. Talks should last betweet 15-25 minutes.
- π» Make a outline of the workshop
- Speakers
- Collect their data into excel file: Name, Tagline, Twitter, Photo, etc.
- Determine if speakers will need their laptop or not
- Check their presentations constantly until they align with these standards
- Design the graphic post of the event
- Write draft of the event
- π» Finish the workshop details and beta test it with a beginner to spot errors or bugs
- Make sure it has ths organizers' contacts at the end to ensure they can follow up with questions
- Publish event on Meetup.com with:
- Logistics: Venue, parking options, accessibility conditions of the building, food available
- Considerations: Things to bring, knowledge to have into account, tutorials to carry out before the event, articles to read, etc.
- Speakers: Names, Taglines, Topics, Twitter accounts
- Publish graphic post on Twitter
- π» Contact volunteers and check availability
- Notify members through Meetup.com email system
- Notify through Slack
- Let the venue know the required conditions: Tables, chairs, coffee, etc.
- Design the introductory presentation with: Agenda, Gifts, Volunteers, CoC, Organizers' emails for further support, Feedback form, etc.
- Create the Feedback form for the event
- π» Have a call with the mentors to explain the methodology
- Order snacks (Vegan and Meat), but leave a variant amount in case you have more attendees than expected
- Draft the tweets to be published during the event
- Bring infrastructure with you (power outlets and internet router)
- Bring SWAG with you (stickers, bags, bottles, etc.). For both, attendees and volunteers
- Test microphones and volume
- Leave the video beam setup ready for the presenter and the speakers
- π» Set the electric and internet infrastructure
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Logistics
- Take pictures and publish on Twitter with the already prepared copy's
- Check how many people have arrived and order the variant amount of snacks accordingly
- Have someone receive, place, and hand the snacks to the attendees
- Have someone register people as they come
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MC
- Talk to the audience often, make sure they are feeling ok, following the topics, and comfortable
- Check how many people have arrived and order the variant amount of snacks accordingly
- Have someone receive, place, and hand the snacks to the attendees
- Present the feedback form at the end
- π» Rate speakers fitness for future events