[Campus-berkeley-staff] Event Logistics (Please Read)

[Shauna Gordon-McKeon]

Key issues to address, in order of importance.  I've bolded people's names
where I am asking them a question, to help people identify what to respond
to:

*#1 - Location*
-  After talking with Rahul yesterday, we decided to book a 40 person room
for Tuesday the 19th and the larger, 100 person room for Thursday the 21st,
both from 5pm to 9pm.
- *Rahul*, canyou confirm that we've definitely booked the room?  Also, can
you confirm that the rooms meet our basic specifications?  ("wireless
access, equipment for projecting, space for 40+ people, food + drink
allowed, power outlets, easy to access both for university affiliates and
non affiliates")  *Asheesh*, did you want to go check out the location in
person?

*#2 Publicity*
Once we've got times & locations confirmed (hopefully today!) we can begin
our publicity.  There's a couple things you can help us with here:
- We're creating a list of places to send publicity to, on this google
doc<https://docs.google.com/spreadsheet/ccc?key=0AoHP1ey91UqPdGRoeHdLQlFMYTJMZzcwTWJ6ZW5IbXc>.
*Rahul, Asheesh* (and anyone else reading this who has ideas) - please add
any mailing lists, classes/professors to contact, groups or clubs, or so
forth that you think we should send publicity to.
- We create a custom website and signup form for every event.  I will do
that as soon as the location is confirmed.  I will then customize our
standard publicity email to have this event's details and to link to the
right website.  We can then start sending out publicity emails.
- The ideal goal is to start publicity by the end of the day today.  The
hard deadline is to start publicity by the end of the day tomorrow.

*#3  Funding*
So, these events cost money, mostly in the form of food we provide to
attendees and in terms of time and travel costs for Asheesh and I.  We
understand that most schools don't have the budget to support the whole
event, so we typically look for corporate sponsorship as well.  For
instance, we typically look for corporate sponsors to pay for food. As a
non-profit, the work we do benefits the community as a whole; like a guest
lecturer, we'd like to ask if an honorarium for the organization might be
available. If CSUA or the computer science department has a budget for
that, it would help us put on this and other future events. In the past
we've graciously accepted $500 as the amount for that; can you let us know
if something like that might be possible?

*#4 - Swapping Contact Information*
It's super useful to have a variety of contact information in case you're
having trouble with one medium.  So here's my info - please reply with
yours.
Email: shaunagm at gmail.com
Phone: 240-483-3555
IRC:  #shauna_ (I'm persistently logged in on freenode) -- also, feel free
to gchat message me

If you're having trouble reaching me, you should feel free to contact
Asheesh, an vice versa.  We would appreciate having two points of contact
for student organizers as well.  Rahul, is there a second person who can
support you in coordinating this?
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.openhatch.org/pipermail/campus-berkeley-staff/attachments/20130307/be690ac4/attachment.html>