events
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events [2023/12/05 15:29] – smartin015 | events [2023/12/06 00:02] (current) – [Moving in and setting up] smartin015 | ||
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====== Event planning guide ====== | ====== 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/ | ||
+ | * 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 ==== | ==== Beforehand ==== | ||
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* Solicit for volunteers / vendors, add them to (a spreadsheet? | * Solicit for volunteers / vendors, add them to (a spreadsheet? | ||
* If not at protohaven, confirm details | * If not at protohaven, confirm details | ||
- | * our booth location, whether we can sell stuff at the table, load in/out instructions, | + | * 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) | * Confirm we have transportation to/from the event (may need a van) | ||
* If held at protohaven, reserve all tools that shouldn' | * If held at protohaven, reserve all tools that shouldn' | ||
- | * Inventory give-aways and make sure we have enough for the size of the event | + | * Inventory give-aways |
* Make sure our booth decorations are in order and ready to go to the event (sign, freebie spinner, etc) | * 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 | ||
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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 for people to sign up for coming in for a tour | + | * A laptop |
* Newsletter sign up sheet | * Newsletter sign up sheet | ||
+ | * Business cards | ||
+ | * Demo projects | ||
+ | * Power strip / extension cords if needed | ||
+ | * Printouts of classes & corporate events | ||
- | ==== Afterwards | + | ==== During event ==== |
+ | * Take photos and video! | ||
- | | + | ==== Afterwards ==== |
- | * pop those booth photos in the Marketing assets drive folder | + | |
+ | | ||
+ | * 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 ==== | ==== 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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* Slot together dinosaur or other skeleton things, metal or plastic etc. | * Slot together dinosaur or other skeleton things, metal or plastic etc. | ||
* CNC plasma keychain - bottle openers, multi tools 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.1701790199.txt.gz · Last modified: 2023/12/05 15:29 by smartin015