[EVENT] <month> <date>th - <LatinX Roundtable> @ <location>

[discombobulateme]

Head organizer: @discombobulateme
Support organizer:
Slides/Moderation:
Speaker support:

Location:
Speaker: Angélica Cocomá Ricaurte
Talk: The purpose of this event is to encourage PyLadians to create specific sub-groups to discuss the peculiarities of their specific situations. In this first attempt to open up spaces, we invited PyLadies identified as Latina women to talk to researcher Angelica about their experiences as immigrants in Germany.

MONTH BEFORE

• Define Speakers
• Send Speakers guidelines email
• Announce event with speakers, location, gender policy, photo policy on meetup page
• Define hosts & collect host information
• Send Host guidelines email
• Organise Food/ drinks
• Tweet event when announced
• Check with speaker if coaches are needed and search for coaches

TWO WEEKS BEFORE

• Retweet event
• Check with speaker about installation instructions/reading material and update announcement
• Update meetup announcement with agenda, networking breaks, if snacks or drinks will be available
• Check-in with hosts and ask if support is needed for reception

WEEK BEFORE

• Remind attendees to install requirements with comment and/or message on meetup
• Send coaches the workshop/relevant material
• Dry run with speaker

WEEK OF THE EVENT

• Tweet after event
• Ask host if attendees list is needed and/or special location directions
• Double check with host: microphone (if needed), soft drinks, power plugs, internet
• Send to host to print PyLadies arrow signs
• Print [feedback forms](feedback forms)
• Prepare introduction slides past example

DAY OF THE EVENT

(arrive 30-60 minute before event starts)

• Check projector, microphone, table setup, power extensions, recording if available
• Support speaker(s) to test equipment
• Stick PyLadies signs to guide attendees the location
• Hang up or put out print outs with the WIFI (or find a similar solution)
• Manage reception, give name tags if available
• During the COVID 19 pandemic (and perhaps later) there might be additional health checks such as vaccination status or proof of a recent test to allow entry

DURING THE EVENT

• Do introduction and Community announcements
• Take photos of all the speakers and audience
• Tweet about it (or after the event with photos)

AFTER THE EVENT

• Tweet after event (if not done during the event)
• Upload photos to google drive (you need to be part of the google group to access this)
• Open PR with resources to this repository
• Email sponsors & host to thank them
• Copy feedback forms to feedback spreadsheet
• Adjust guides if valuable feedback came up