[EVENT] April <date>th - Talk Evening @ <location>

[tiaversa]

Head organizer:
Support organizer:
Slides/Moderation:
Speaker support:

Location:
Speaker:
Talk:

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

• Retweet event
• Check with speaker about installation instructions/reading material and update announcement
• Update meetup announcement with agenda, networking breaks, if snacks or drinks will be available
• 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)
• 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