Event planning guide

• Evaluate the cost of the booth - do we need power? Do we need a big/jumbo booth?
• Do not register before knowing if we have volunteer coverage for the entire event (all timeslots, plus move-in/move-out) and that we have an assigned lead/coordinator for the event.
• Establish a budget for the event (e.g. if we're light on member-vendors and need to create stuff to sell, or if there's a cost for registration or extras)
• Establish commission or other pricing details for anyone vending at the booth
• Put a placeholder on the event calendar (?) so that we don't end up double-booking ourselves

• Solicit for volunteers / vendors, add them to (a spreadsheet?)
• If not at protohaven, confirm details
  • Our booth location, whether we can sell stuff at the table, load in/out instructions, power & provided furnishings at the booth
  • Confirm we have transportation to/from the event (may need a van)
• If held at protohaven, reserve all tools that shouldn't be operated during the event. Also consider catering
• Inventory give-aways (TODO persistent spreadsheet) and make sure we have enough for the size of the event
• Make sure our booth decorations are in order and ready to go to the event (sign, freebie spinner, etc)
• Create a Discord channel or make sure folks have a way to communicate quickly on the day.

If there is a vending opportunity that we open to members, members who intend to sell must help man the booth/table

Checklist of things to pack/unpack - including

• square reader / tablet if selling
• collapsible chairs and hand cart
• spinning wheel and freebies (stickers, coasters, pens etc)
• a banner/sign of some sort
• Postcards (with the QR code)
• A laptop (and charger) for people to sign up for coming in for a tour
• Newsletter sign up sheet
• Business cards
• Demo projects
• Power strip / extension cords if needed
• Printouts of classes & corporate events

• Take photos and video!

• Put away freebies/promo materials, decorations etc.
• Take inventory of freebies and update the sheet so the next event inventory is known. If anything is stocked out, mention it in Discord
• Put any photos in the Marketing assets drive folder
• Pay out to any volunteer vendors if single PoS used
• Put newsletter signups into Neon/Mailchimp?
• Debrief with the board / overall events lead on what went well, what needs to be improved, should we run this event next time etc.
• Update this wiki doc with lessons learned

Create some boilerplate copy/text to send to the people running the external event to make getting information and setting things up easier.

Build a booth that attracts people! Like a laser cut silhouette of a sewing machine with a needle going up and down. A hammer that rotates and hits an anvil, or something.

Freebie ideas:

• “I'm busy” headphone stickers
• Dye sub microfiber cloth
• Little small rulers
• Gauge thickness checkers
• Measuring square with fractional→decimal table
• Slot together dinosaur or other skeleton things, metal or plastic etc.
• CNC plasma keychain - bottle openers, multi tools etc

DIY claw game to make freebies last a bit longer A more lightweight/mobile banner (large format printer + laminator), PVC pipe frame