monthly-todo.md

Timed Events

Start of Cycle

Github

• Close last month's todo list
• Make sure sponsor pipeline wiki is in sync
• Update sponsors.csv
• Update speakers.csv

Budget

Assigned To:

• Reimburse expenses (stickers, nametags, etc)
• Reimburse musical guest
• Donate excess funds
• Update budget.js

Ti.to

Assigned To:

• Duplicate event
• Rename to next event name, change url & date
• Set proper ticket on sale times

Reset Website

Assigned To:

• Remove last month speakers, sponsors, musical guest
• Change date
• Change links to new ti.to event

Tweets

Assigned To:

• Thank speakers / musical guests
• Thank sponsors / announce donations
• Announce next event

15 days before

• Tweet last call for speaker submissions

14 days before

• Choose and merge accepted speaker pull requests
• Announce tomorrow's ticket release
• Send reserved codes to rejected speakers
• Send free tickets to accepted speakers
• Email reserved codes to VIPs (fellow organizers, etc.)

13 days before

• Announce impending ticket release (09:00)
• Add more tickets with on sale time of next Friday
• Confirm catering menu/amount

6 days before

• Announce impending ticket release (09:00)
• Confirm token delivery/pickup

1 day before

• pick up tokens
• announce event

Overall Tasks

Sponsors

Sponsor A

Assigned To:

• Find sponsor
• Get slides
• Ask for tweet content
• Schedule sponsor tweet
• Ask if they will be bringing swag
• Send 2 sponsor tickets

Sponsor B

Assigned To:

• Find sponsor
• Get slides
• Ask for tweet content
• Schedule sponsor tweet
• Ask if they will be bringing swag
• Send 2 sponsor tickets

Sponsor C

Assigned To:

• Find sponsor
• Get slides
• Ask for tweet content
• Schedule sponsor tweet
• Ask if they will be bringing swag
• Send 2 sponsor tickets

Musical Guest

Assigned To:

• Find musical guest
• Announce musical guest

Bouncers

Bouncer A

Assigned To: Bouncer Contact:

• Find bouncer
• Send bouncer ticket
• Setup bouncer with ticketing

Bouncer B

Assigned To: Bouncer Contact:

• Find bouncer
• Send bouncer ticket
• Setup bouncer with ticketing

Bouncer C

Assigned To: Bouncer Contact:

• Find bouncer
• Send bouncer ticket
• Setup bouncer with ticketing

Event Tokens

Assigned To:

• Order material
• Order event tokens
• Pickup event tokens

Intro Slides

Assigned To:

• Update speaker slides
• Update sponsor slides
• Update boro.js slides

Day of Event Checklist

• announce event start
• open credit card tab
• set up tables, chairs, cables, and posters (10:00)
• put info slide on projector
• start introductions over lunch (12:30)
• give 30-minute warning to coworkers (18:00)
• break down tables, set up chairs (18:30)
• set up table for shwag, remaining food
• set up bouncers, open doors (19:00)
• set up musical guests (19:15)
• turn on A/C, open roof door as needed
• dim lights to prep attendees (19:25)
• start introduction (19:30)
• intro speakers, musical guest, fellow meetups, sponsors, sponsee
• explain code of conduct, thank supporters
• facilitate speaker setup (projector, etc)
• make sure musical guests hydrate
• retweet items of interest/relevance
• thank crowd, announce next date, head downstairs
• clean up chairs, errant glasses, trash, etc (22:00)
• collect cables, turn off projector/lights
• close tab, tip/thank bar staff (24:00)
• collect unclaimed tokens