events
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events [2023/12/04 23:10] – smartin015 | events [2023/12/06 00:02] (current) – [Moving in and setting up] smartin015 | ||
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====== Event planning guide ====== | ====== Event planning guide ====== | ||
- | Beforehand: | + | ==== Before registering for an event ==== |
- | Inventory | + | * 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/ | ||
+ | * 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' | ||
+ | * 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, | ||
+ | * Confirm we have transportation to/from the event (may need a van) | ||
+ | * If held at protohaven, reserve all tools that shouldn' | ||
+ | * Inventory | ||
+ | * 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 | 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 | Checklist of things to pack/unpack - including | ||
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* spinning wheel and freebies (stickers, coasters, pens etc) | * spinning wheel and freebies (stickers, coasters, pens etc) | ||
* a banner/sign of some sort | * 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/ | + | * Take photos |
- | * pop those booth photos | + | |
- | Future: | + | ==== Afterwards ==== |
+ | |||
+ | * Put away freebies/ | ||
+ | * 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/ | ||
+ | * 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. | 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: | Freebie ideas: | ||
+ | |||
* " | * " | ||
* Dye sub microfiber cloth | * Dye sub microfiber cloth | ||
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* Gauge thickness checkers | * Gauge thickness checkers | ||
* Measuring square with fractional-> | * Measuring square with fractional-> | ||
- | * Slot together dinosaur or other skeleton things | + | * 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 | DIY claw game to make freebies last a bit longer | ||
+ | A more lightweight/ |
events.1701731400.txt.gz · Last modified: 2023/12/04 23:10 by smartin015