checklist.md

Basic Checklist for Organising FAYA:80

PRE EVENT TASKS

• Choose topic for the session
• Identify speaker for the topic
• Identify speaker for Techbites
• Collect and confirm Techbites' content and slide
• Prepare 5-10 questions for Tech Quiz and get them approved
• Request for creatives to Design Team and event writeup to Media Relations Team ( 10 days prior to the event )
• Review, revise and approve flyers and event writeup ( 8 days prior to the event )
• Create event on Eventbrite (7 days prior to the event )
• Create Youtube Live (7 days prior to the event )
• Create content for press release, email blast and social media posts (6 days prior to the event )
• Post on Facebook, LinkedIn and Twitter with the registration link (5 days prior to the event )
• Send out PR content (5 days prior to the event )
• Email with content, flyer and registration link to HR group (4 days prior to the event)
• Direct email to FAYA:80 follower community through Eventbrite (2 days prior to event)
• Remind Logistics Team to arrange swags, snacks and battery (2 days prior to event)
• Get the speaker memento and Certificate of Appreciation ready (1 day prior to event)
• Check and confirm working of projector and mike (1 day prior to event)
• Confirm pull ups are ready
• Place the pull ups at the building reception and in front of the venue (6 hours prior to event)
• Inform reception and the security guards about the event (4 hours prior to event)
• Make sure the speaker is ready (2 hours prior to event)
• Provide Live Stream Coordinator with full name of speakers and the slides .odp or .ppt or .pptx format (2 hours prior to event)
• Check mike(s) (1 hour prior to event)
• Check network connectivity (1 hour prior to event)
• Ensure the laptop connects to the projector (1 hour prior to event)
• Check Youtube Live stream (1 hour prior to event)
• Set up Registration Desk with volunteers and get iPhone/Android phone ready to scan the barcode for registration(1 hour prior to event)
• Check input sound/video- take a test hangout -(30 mins prior to event)
• Confirm volunteers to take pictures of the event
• Event should kick off at sharp 5PM and should go live simultaneously
• Post Live Stream URL on social media pages

EVENT FLOW

• 5:00 Welcome Note
• 5:05 Tech Bytes
• 5:15 Speaker Intro & Main Session
• 6:00 Coffee Break and Tech Quiz
• 6:10 Resume Main Session
• 6:45 Q & A
• 7:00 Speaker Felicitation & Event Conclusion. Open for Networking

POST EVENT TASKS

• Send 2 selected event pictures to Media Relations Team for the purpose of posting on social media pages and to send to Online Media (Immediately after the event)
• Share all pictures with the Media Relations Team (1 day after the event)
• Send Feedback Email to all the attendees with link to access event pictures, slides and event Feedback Form (1 day after the event)
• Send Consolation Email to non attendees along with URL to access recorded video and slides (1 day after the event)
• Send Thank You Email to speaker along with Feedback Overview (3 days after the event)