2025 Q1 Event - Logistics - Gather in Advance

[allella]

See our earlier Logistics - Gather in Advance issues for past notes and context.

Check-in / Guests

• Gather any hand sanitizer
• Buy / source adhesive labels and green / orange / red highlighters for the check-in list
• Gather extra name tag sheets (use the "removable" type as the regular Avery-style tags can fall off)
• Gather black marker for walk-in guests to write on their name tags
• Signage
  • Print signage for food with the recipe name, creator's name and ingredients
  • Entrance signs - lobby entrance direction for late guests
  • Guest Wi-Fi
  • Directional pointing to restrooms
  • Conference room numbers
  • Computer and/or USB Drive with the digital file showing the schedule and sponsors for display on the promo TV in the kitchen
  • Gather "neon" signs - Olivia created plug-in small neon color signs for HG Labs, HG Nights, and HackGreenville - These are plug-in and operated with the corresponding remotes. These are stored at OpenWorks. They do work on batteries, but none are currently in them.

Speakers / Presenters

• Gather any audio, video cables, whiteboards, dry erase markers, erasers, podiums, time clocks, or video adapters that may be needed
• Export a guest list from Meetup by clicking “Manage Attendees” from the event page. Then, on the attendee’s page, click the “Manage Attendees” button and there’s an option to download a spreadsheet. Requires "Organizer" role on Meetup.com, but this works even without a "Pro" account.
• Print and gather name tags.
  • Use the "removable" labels because the regular Avery-style tags can fall off
  • For the pilot we used Avery-compatible 5160 address labels as a fast and affordable option, since they are 30 per sheet.
  • Jim has an existing template setup on the Avery site, which also has templates and allows for easy importing from a CSV and “mail merging” of the data, then export to PDF, and print
• Print a check-in list from Meetup.com.

Food

• Gather extension cords and power strips. Be sure the amperage and outlet distribution are sufficient for the load for any higher load appliances (ovens, crockpots, hot plates, microwave)
• Gather, sanitize, and bring any knives, cutting boards, can openers, food processors, and other food preparing tools as needed
• Gather all serving bowls, utensils, spoon rests for messy spoons
• Gather any to-go containers needed to store leftover food and/or to-go boxes to have volunteers or guests take home extra food.
• Gather and bring any heating devices, hot plates, chafing dish and racks, aluminum pans, Sternos, lighter / matches, convection ovens, oven mitts
• Gather cleaning items, like vacuum or dust pan and broom, paper towels / sponges / rags, cleaning sprays for cleaning up the food area, scrub brushes and dish soap, trash bags
• Bus bucket / bin for dirty utensils, dishes and serving items
• Gather ice and cooler(s) or bins
• Gather clean / drinking ice bucket and tongs for serving beverage ice
• Buy any groceries, beverages, consumables, aluminum foil, etc
• Prepare any food that needs to be made in advance
• Pickup any food that being prepared by a third-party
• Mason jars, or similar container, for storing forks, spoons, knives
• Trivets or something to put under any very hot items that might come in contact with the wood counter tops
• Towel(s) to put under any ice bins