Event organisation¶

This checklist provides a starting point for the tasks that need to be completed to run a generic event.

Timings¶

In general we should prefer to share as much (confirmed) information with attendees as early as possible. For example: announcing a firm date early and then confirming a venue later is preferable to holding back date information.

Schools typically need at least a month (often more) in order to book events outside the timetable and especially excursion away from school. This should be considered when planning events.

Planning¶

• Identify and book a venue
  • consider travel & parking
  • consider power & internet access
  • consider accommodation (if major event)
  • consider volunteer availability
• Finalise the date
• Prepare a risk assessment (add to https://studentrobotics.org/risk-assessments/)

Announcement¶

• Event page on the website

  • directions to the venue and/or map
  • parking at the venue (maybe show on map)
  • map of the venue itself (if major event)
  • event schedule
  • where to get food

• Blog post on the website (if major event)

• Email to attendees
• Post in Slack (if volunteers)
• Post in Discord (if teams)
• Post on social media