[EVENT] 19 Feb 2025 - Contributing to scikit-learn hack night @ WeWork

[marenwestermann]

Head organizer: Maren
Support organizer: Jessica, Bita
Slides/Moderation: Maren, Adrin, Guillaume, Stefanie, Tamara
Mentor support: Maren

Location: Warschauer Pl. 11-13, 10245 Berlin

MONTH BEFORE

• Define Mentors
• Announce event with mentors, location, gender policy, photo policy on meetup page
• Define hosts & collect host information
• Send Host guidelines email @adrinjalali
• Organise Food/ drinks @adrinjalali
• Share event on social media when announced

TWO WEEKS BEFORE

• Re-share event on social media (won't do because event is booked out)
• Check with mentors about installation instructions/reading material and a list of (beginner friendly) issues to work on
• Update meetup announcement with agenda, networking breaks, if snacks or drinks will be available
• Check-in with hosts and ask if support is needed for reception

WEEK BEFORE

• Remind attendees to install requirements with comment and/or message on meetup
• Send coaches the workshop/relevant material
• Prepare presentation slides for the event

WEEK OF THE EVENT

• Ask attendees to update their RSVP status if they cannot make it
• Ask host if attendees list is needed and/or special location directions
• Double check with host: microphone (if needed), soft drinks, power plugs, internet, tables and chairs
• Send to host to print PyLadies arrow signs
• Print [feedback forms](feedback forms)

DAY OF THE EVENT

(arrive 30-60 minute before event starts)

• Bring swag (stickers, T-shirts, other promotion material)
• Check projector, microphone, table setup, power extensions, recording if available
• Support mentor(s) to test equipment
• Stick PyLadies signs to guide attendees the location
• Hang up or put out print outs with the WIFI (or find a similar solution)
• Manage reception, give name tags if available

DURING THE EVENT

• Do introduction and Community announcements
• Take photos of all the speakers and audience
• Make social media posts about it (or after the event with photos)

AFTER THE EVENT

• Do social media posts after event (if not done during the event)
• Upload photos to google drive (you need to be part of the google group to access this)
• Open PR with resources to this repository
• Email sponsors & host to thank them
• Copy feedback forms to feedback spreadsheet
• Adjust guides if valuable feedback came up

[adrinjalali]

I still need to check with WeWork regarding drinks.

[adrinjalali]

Status update: booked the room (same room as last sprint), and have asked for a quote for drinks.

We need to order food ourselves though.