ON SITE Logistics

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

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

Check and test all AV

Check and test Wifi

Project grid onto wall or projection screen

Power available at each participant table

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