Event Manager

Materials

  • Easels & flip charts

  • Binders (event planner and 8 tables)

  • Laptop, projector, cables

  • Speaker & microphone

  • Supplies

  • Swag (yard signs, posters, t-shirts, etc.)

  • Contact info for: food, interpretation, childcare, transportation

Process

Setup

  • Arrange tables

  • Setup sign in table

  • Setup easels & flip charts

  • Distribute folders on tables

  • Check projector, laptop & Wifi

  • Check microphone & speakers

  • Receive food  

  • Direct interpreters 

  • Direct childcare 

During the session 

  • Monitor other roles

    • Volunteer coach helping moderators & facilitators

    • Volunteer manager & Data manager signing in participants & collecting ideas, sign ups and surveys

  • Solve problems 

Tear down

  • Clean up

  • Check that Data Manager has:

    • paper surveys

    • budget delegate sign up sheets

    • RSVP sign-in sheet

    • walk-in sign-in sheet

    • idea posters

    • photos of idea posters

    • videos

After the Idea Collection Assembly

  • Send out thank you messages

  • Make sure Data Manager has recorded/uploaded sign-ins, budget delegates, surveys, photo and video

  • Restock binders

  • Replace equipment

  • Charge batteries

  • Debrief assembly with team

  • Publicize successful event