ON SITE Logistics

Owned by Silona Bonewald
Last updated: Jun 18, 2019 by Celia Stamps
1 min read

Pre-event Site Visit:

  • Large Room; 1 large room seating all attendees at round tables, 10-11 chairs per table
  • Projection screen and projector set
  • Blank wall or small projection screen set for grid projection
  • Tabletop flip charts with markers
  • 2 Microphones confirmed
  • Laptop for grid projection
  • Registration location confirmed; 6' table with 2 chairs, power
  • Food & Beverage setup location confirmed; space for all-day beverages plus breakfast, lunch, and reception
  • Power; to each participant table
  • Test AV
  • Test Wifi
  • Signage locations confirmed: Welcome, Registration, Code of Conduct (in a visible location in event space), Lunch

Event Day - Registration:

  • Checking people in; track no-shows and send to Events Team post-event
  • Have laptop available for on-site registrations
  • Handing out Badges; attendees to fill out a label with name and company name to be placed on branded badge
  • Handing out T-shirts

Event Day - AV:

  • Check and test all AV
  • Check and test Wifi
  • Project grid onto wall or projection screen
  • Power available at each participant table

Event Day - Venue and Misc.:

  • Meet with all staff, venue managers, etc. for walkthrough
  • Set signage in locations confirmed during site visit
  • Check room setups (Are all tables out with the correct amount in each room?  Quantity of chairs/seats at each table is correct?)
  • Check F&B set/location
  • Opening remarks/kickoff for the event
  • Partner or sponsor training (if needed)
  • Technical tutorials (if needed)
  • Set a clear time when teams need to have their submissions uploaded to DevPost or submitted for judging
  • Awarding of prizes