Differences

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--- events [2023/12/04 23:04] – created smartin015
+++ events [2023/12/06 00:02] (current) – [Moving in and setting up] smartin015
@@ Line 1: / Line 1: @@
 ====== Event planning guide ======
-Beforehand:
+==== Before registering for an event ====
-Inventory of give-aways
+  * 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
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   * spinning wheel and freebies (stickers, coasters, pens etc)
   * a banner/sign of some sort
-  * postcards
+  * 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
-Afterwards
+==== During event ====
-  * put away freebies/promo materials etc.
+  * Take photos and video!
-  * pop those booth photos in the Marketing assets drive folder
-Future:
+==== 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