Events Checklist - milapbhojak/Maker-Community GitHub Wiki

So you’re ready to host an event?

To host an event

Decide the type of event. Examples:

  • Hack night/hack weekend
  • Sprinting on an Open Source project
  • Workshop - introductory raspberry pi, intermediate, intro to arduino, OpenCV or anything
  • Study group
  • Coffee & hack
  • Speaker series/lightning talks

Email local tech companies to ask for event hosting support:

  • You can find companies that use openCv, arduino or raspberry pi by looking at their job boards, and other Maker community events
  • If you’re in a bigger city, choose a location that can be easily accessible via public transit, or have ample parking
  • Cold-email a general email address if you don’t have an actual contact at the company. This is still highly effective!
  • Be upfront with what you need; just hosting space? Space and food? For how many people?
  • Include proposed dates/times
  • Offer time during the event for them to pitch their product(s) and/or any job openings
  • Ask for a description of the type of space available; feel free to ask to check it out beforehand
  • Events often need wifi for attendees, and if it’s an event longer than a few hours, then easy-to-access power outlets are needed as well
  • Be mindful of the company’s RSVP/check in wishes if they have any. Do they want First & Last name? Will there be alcohol served, and therefore ID needs to be checked?

Once date & event is set with the host, post up the event on Facebook

  • Be sure to setup the RSVP limits if space is limited. Apprehend about 50%-60% of RSVPs will actually show up (if it’s a free event).
  • Give an exact address of facebook events.
  • Detail what is needed to be prepared for the event. Just bring themselves? Do they need their computer? Prior knowledge?
  • Be explicit if there will be food/drinks or not so folks and plan ahead.

If hosting a workshop, solicit for mentors.

  • Have an easy sign-up sheet for mentors (perhaps a Google Docs form).
  • Prep the mentors by detailing what you plan on doing, what your expectations are for the event, how best they can help
  • Often times, it’s hard to get all-female mentors. Most of the time, male mentors are very nice and helpful.
  • A few days before the event, email RSVP’d folks to update their RSVP status if they are no longer going. This is especially nice if folks are on a waiting list for the event.
  • Arrive a little early; folks will always arrive before doors officially open
  • Have nametags for attendees. If having a workshop, have mentors wear nametags and perhaps a special sticker or something to designate that they are mentors.
  • Post any resources for the event - either before or afterwards.
  • Have fun!