CodeAcross
Event Planner’s Checklist
 ONE MONTH BEFORE
☐ Venue secured including Tables, Chairs, WiFi Access
☐ Sponsors co...
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Code for America's CodeAcross Event Planning Checklist

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This checklist is for those groups participating in Code for America's CodeAcross event.

CodeAcross is a weekend of events taking place in cities around the world. There will be events hosted simultaneously in dozens of cities all around the globe on the weekend of February 21-23, 2014. Coinciding with International Open Data Day, the goal of CodeAcross is to activate the Code for America network and inspire residents everywhere to get actively involved in their community.

http://codeforamerica.org/events/codeacross-2014/

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Code for America's CodeAcross Event Planning Checklist

  1. 1. CodeAcross Event Planner’s Checklist  ONE MONTH BEFORE ☐ Venue secured including Tables, Chairs, WiFi Access ☐ Sponsors contacted and secured. CfA offers some financial help, but you’ll likely want an in­kind sponsor for venue, food/beverages and prizes. ☐ Event registration created in Meetup or Eventbrite ☐ Link to event placed on your Brigade site and emailed to hannah@codeforamerica.org ☐ Begin promotions. Link to event in FB Groups, Twitter status updates, local dev forums and other sources. ☐ Begin assembling a team and assigning event roles. Roles might include hackathon judge, emcee, facilitator, registration coordinator, photographer, etc. TWO WEEKS BEFORE ☐ CodeAcross Posters printed and dropped off at local businesses and coworking spaces ☐ Food and beverage secured. A good rule of thumb is 2­3 pieces of pizza per attendee. ☐ Audio visual secured (as needed). Microphone, data projector, speakers might be needed if you’re explaining a series of hack challenges or you want to demo all the on­site hacks.Extra power strips will almost definitely be needed unless you’re holding it in a co­working space. ONE WEEK BEFORE ☐ Send reminder to attendees. Include directions, transit and parking info. ☐ Confirm with photographer and/or videographer. ☐ Do a dry run through with your emcee. Provide script if needed. Definitely provide list of sponsors for recognition. ☐ Food and beverage secured. A good rule of thumb is 2­3 pieces of pizza per attendee. DAY BEFORE ☐ Print on­site signage for parking, bathrooms, WiFi password, event hashtag ☐ Print registration sheet and badges. Keep some extras for drop­in attendees. ☐ Send reminder and note to on­site volunteers offering a breakdown of the day and their duties. AT THE EVENT ☐ Arrive early to set up registration. ☐ Offer on­site volunteers with day’s program, important cell numbers and locations of bathroom etc. ☐ Say a few words to welcome attendees and establish a Safe­Space ☐ Photograph and take notes on event ­­ especially any final demos. Submit to Code for America Tumblr. ☐ Thank sponsors and attendees on stage. ☐ Thank sponsors and attendees via email and include links to photo, video, media.

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