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
- Handling out Badges
- ; 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 before- AV:
- AV hookups
- Seating layouts
- Check Power
- Check Wifi
- 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