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Events


When planning an event, in general, you should probably do these things:
  • Look at the page for that event on this site (or create one).
    • Update the "how-to" to reflect any additions you make to the event.
  • Read postmortems on that page.
  • Receive approval from VP Finance for any anticipated spending (keep all receipts!).
  • Set a time/date and book a room.
  • Add the event to:
    • Website (promote to front page, possibly make it "sticky")
    • Google Calendar
    • Mailout Queue
    • Weekly Meeting Slides (use pictures!)
    • Forums (optional - whenever discussion would be useful)
    • Free Food Calendar (if applicable - email [mark -at- reitblatt (dot) c o m] or ask Nick)
    • Facebook Event (optional - for large events, message UTACM group with announcement)
    • UTCS Colloquia Calendar (for any large events that draw a lot of CS students)
    • Natural Sciences Council Calendar (ask NSC org rep.  only for wide-interest, public events)
  • Create, print, and delegate distribution of flyers.
  • Order food
  • Coordinate announcements in relevant CS classes (optional)
  • Arrange a carpool for off-campus events, and create a forums post for people to volunteer rides.
  • Designate a photographer who can definitely be at the event
  • Bring a sign-in sheet
  • Bring some items from the "stuff to give away" annex shelf (if fitting)
After the event is over, you should probably:
  • Write up a postmortem describing anything that might be useful to people running this event in the future.
  • Update the "how-to" to reflect any additions you've made to how the event runs.
  • Make sure the photos get back to the Historian (or whoever is in charge of collecting photos)
  • Give sign-in sheet to VP HR.


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