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name about title labels assignees
new-event
This template is for creating a new event, be sure to update the description and issue title.
[EVENT] <month> <date>th - <meetup-title> @ <location>
event

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