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Event planning guide

Before registering for an event

  • 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

Beforehand

  • 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

Moving in and setting up

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

During event

  • Take photos and video!

Afterwards

  • 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

Future

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

events.txt · Last modified: 2023/12/06 00:02 by smartin015