- Interns working on individual presentations
- Brochure printing
- Contact remote intern
- Individual intern blurbs for brochure finalized
- Brochure finished
- Should interns send presentations to Jamie or should leaders compile?
- Should presentations utilize the branded blueprint slides you sent?
- Figure out how to collect final presentations from each intern (see above question)
- Send out meeting invite for Tuesday Aug 5th
- Agenda: discuss when to arrive in cafe and what to bring: Monitors, laptops, nametags
- Need to touch base with Ryan, the remote intern and see if our current plan will work with him
- Received swag for raffle and divided into two piles
- Collected raffle tickets from Karen
- Got IT confirmation about an extra laptop
- Met with some members of planning team to discuss and finalize job assignments
Setup/put away food: Melissa, Brendan, Philip, Yin, Mrudula, Courtney
Setup/put away tables: Jeff, Mark, Nasser, John Bieren, Ricky
Setup/put away powerstrips and monitors Greg, Chris, Sean, Yuze, John Baublitz
Setup video call for remote Anne, Matt, Ryan
Handout brochures during expo Melissa and Brendan
In charge of raffle prize Anne
- Need to touch base with Ryan, the remote intern and see if our current plan will work with him
- Make sure everyone brings nametag from their cubes to put on their tables
- Collect raffle tickets from Karen
- Received confirmation from IT that we can get a laptop for remote intern
- Received swag for raffle!
- seperated into two prizes
- Talked to Karen about using leftover event tickets for raffle (awaiting response)
Setup/put away food: Melissa, Brendan, Philip, Yin, Mrudula, Courtney
Setup/put away tables: Jeff, Mark, Nasser, John Bieren, Ricky
Setup/put away powerstrips and monitors Greg, Chris, Sean, Yuze, John Baublitz
Setup video call for remote Anne, Matt, Ryan
Handout brochures during expo Melissa and Brendan
In charge of raffle prize Anne
- Decide if a raffle will be helpful or not
- do we have the resources?
- would a raffle help the success of the event?
- attendees get tickets for every intern they talk to?
- Clearly communicate setup and teardown roles for interns
- create a volunteer form so people can choose setup jobs?
- Created setup and teardown plan
- Created service desk ticket for extra laptop
- Waiting for response
- 1:10 PM - Subteam of interns collects extra monitors and power strips from lab and and brings them to the cafeteria
- 1:20 PM - Any interns who have extra monitors or power strips bring them down to the cafe (clearly labelled)
- 1:30 PM - Cafeteria closes, all interns arrive:
- Melissa works with Karen from facilities to set up food
- Jeff works with a subset of interns to rearrange tables
- Gregory works with a few others to set up powerstrips and monitors
- Anne and Matt make sure promotional materials are in correct places (brochures being handed out, cafe projector displaying something)
- Each individual interns plug in laptops and pull up presentation materials
- Someone starts a blue jeans call with remote intern
- 2:00 PM - Expo opens for associates to begin attending
- Interns closest to the doors hand out brochures and point associates to food
- 2:00 PM - 4:00 PM Expo Runs
- 4:00 PM - Expo ends, cleanup begins with same job assignments as setup
- Cleanup food
- Return tables to original placement
- Return monitors and power to lab
- Interns take personal equipment
- Service desk ticket requesting extra machines
- Create detailed setup and teardown plan to use 30 min setup time efficiently
- Prepare these plans to present next week and inform interns of their role at appropriate time
- Confirmed sundae bar with facilities
- need to provide interns to help with setup day of the expo
- Facilities will help with promo by emailing boston-list
- put promo team in contact with Thomas Pofahl
- Delegated Brochure creation to Ricky Ayoub
- emailed Westford interns to ask them to write bios and forward to Ricky
- Expo runs 2PM - 4PM
- 1:15 PM - Subteam collects monitors and equipment and brings to cafe
- 1:30 PM - Cafeteria closes, all interns arrive and begin setup plan
- 2:00 PM - Expo opens for associates to begin attending
- 2:00 PM - 4:00 PM Expo Runs
- 4:00 PM - Expo ends, cleanup begins
- Availability of extra monitors - 6 interns already have monitors
- Power planning/layout
- Service desk ticket requesting extra machines
- Send documentation of planning to Anna/Jamie
- Some kind of MC-ing deal? Do we present this as a "show"?
- At-the-door brochure of interns/projects
- Posters/pre-event promotional materials
- Expo runs 2PM - 4PM
- 1:30 PM - Cafeteria closes, interns arrive and begin setup
- 2:00 PM - Expo opens for associates to begin attending
- 2:00 PM - 4:00 PM Expo Runs
- 4:00 PM - Expo ends, cleanup begins
Need to consider where food will be in relation to the projects. We could have it by the entrance, the idea being that people enter, get an intern expo brochure, then get ice cream and proceed into the expo and enjoy ice cream while listening to our presentations. Experience from the intern meet and greet during intern orientation has illustrated that this is a fairly effective method for getting people interested, and most tended to stick around to talk to us for a while.
Power strips will be necessary. The cafeteria has power outlets located in groups of four along the five columns that divide the windows along the outer edge of the cafeteria. Power outlets are only available on that side of the room -- the side closer to the kitchen has no power outlets.
The long tables in the cafeteria may be suitable for presentations. However, we'll have to move the tables around -- this may be part of our setup work. Along the windows are the round high tables, which either need to be moved out of the way or otherwise put to use for presentations.
Monitor setup requires first getting the monitors from the lab -- Greg will probably be responsible/leader on this effort. We'll also need several people to accompany him to/from the lab to bring over monitors. In the cafeteria, we'll need to set up power strips for laptops/monitors and get everybody set up with a monitor, or as best we can if we have less supply than we have people.
Monitor/Machine setup for remote intern -- need to procure extra machine, which involves a service desk request, or otherwise finding a means of supplying extra machines -- perhaps bring in personal laptops.
There are two projectors in the cafeteria, one located at either end of the cafeteria. We'll need to set up the group slideshow to auto-play on these, which means we'll also need a laptop to run the slideshow on.
The expectation for layout at the event will be self-organization. This isn't expected to be an issue as our intern group is small.
We'll need a way to distribute at-event promotional materials such as brochures to attendees. We can either have someone stand at the door handing them out or just place them in a pile and assume people will take them as they enter.
Each person will be standing in front of their laptop/monitor with their presentation ready. As attendees come and go, interns will present their slideshows, answers questions about their projects, etc.
- Restore tables
- Return monitors