CityCamp 2011 Logistics - Tasks, Budget, etc.
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TaskDate/TimeWho?Comments
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Pre Event Planning Tasks
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Register Vintage21 building space5/1/2011Reid SeroziReg Friday and Sunday via https://vintage21.wufoo.com/forms/master-calendar-request/
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Request techs for a Vintage21 Event5/12/2011Reid SeroziReg Friday and and Sunday via the https://vintage21.wufoo.com/forms/event-request/ form
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RaleighCity Camp Welcome SlidesChristine Babcockgeneral welcome power point slide that will be presented on the big screen before the speaker session.
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Event MusicChad Foleydownload music to ipod - GrooveShark from Scott Reston
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Identify projectors and screens5/30/2011Jonathan MinterMay need a 2 or 3 extra for AIA
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Order food and arrange delivery times6/2/2011Food Team
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Vintage21 Setup
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Setup Registration Desk6/3/2011 8:00:00
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-Print final registration listRegistration teammove to pre event?
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-Setup tableRegistration team
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-Set out pens and badges for attendeesRegistration team
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-Create speaker badgesRegistration teammove to pre event?
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Room setup 6/3/2011 8:00:00
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-TablesSetup/teardown team
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-ChairsSetup/teardown teamsame as table people?
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-Speaker podium with hookups to A/VN/AAV team handles this?
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-Projector and screenN/AAV team handles this?
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-Laptop connection to projectorN/AAV team handles this?
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-Speaker audioN/AAV team handles this?
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Final check of WiFi6/3/2011 8:00:00Setup/teardown team
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Place signs for parking6/3/2011 11:00:00Parking teamremain in parking lot to assist with parking?
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Friday
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Volunteers positioned to assist for parking6/3/2011 11:00:00Parking team
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Open registration desk6/3/2011 11:30:00Registration team
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Start slideshow for opening slides, info, welcome, branding, etc6/3/2011 11:30:00AV team
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Lunch and afternoon snack delivery and setup6/3/2011 11:30:00Food team
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Lunch is served6/3/2011 12:00:00Food team
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Introductory remarks/program start6/3/2011 13:00:00Jason Hibbets
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Prepare afternoon snack6/3/2011 15:00:00Food team
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Break for afternoon snack6/3/2011 15:15:00Jason Hibbets
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Resume program6/3/2011 15:45:00Jason Hibbets
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Closing remarks/program end6/3/2011 17:00:00Jason Hibbets
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Reconfigure room for Saturday Sessions6/3/2011 17:30:00Setup/teardown team
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-Cleanup roomSetup/teardown teamentire group will probably help here
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-Move tables and chairs to Saturday configuration (if necessary)Setup/teardown teampart of clean up
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Saturday
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Open Vintage21 building/room6/4/2011 8:00:00Setup/teardown team
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Breakfast delivery6/4/2011 8:15:00Food teamAgreed at 5-16 mtg that coffee, etc. to be purchased, not prepared
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Open registration desk6/4/2011 8:30:00Registration team
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Introductory remarks/program start6/4/2011 9:00:00Jason Hibbets
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Lunch and afternoon snack Delivery6/4/2011 12:00:00Food team
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Break for lunch6/4/2011 12:30:00N/A
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Restart program6/4/2011 13:30:00N/A
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Clean up from lunch6/4/2011 13:45:00Food team
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Prepare coffee/refreshment break6/4/2011 15:00:00Food teamAgreed at 5-16 mtg that coffee, etc. to be purchased, not prepared
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Coffee/refreshment break6/4/2011 15:30:00N/A
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Closing remarks/program end6/4/2011 17:00:00Jason Hibbets
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Clean Vintage21 and return to beginning state6/4/2011 17:30:00Setup/teardown teamentire group will probably help here
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Sunday
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Pickup donuts/refreshments6/5/2011 7:30:001 person
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Open Stockroom6/5/2011 7:30:00Setup/teardown team
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Setup tables, chairs, power strips, giant post-its6/5/2011 7:45:00Setup/teardown team
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Verify WiFi6/5/2011 7:45:00Setup/teardown team
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Prepare coffee and set out refreshments6/5/2011 8:15:00Food team
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Open registration desk6/5/2011 8:30:00Registration team
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Introductory remarks/program start6/5/2011 9:00:00Jason Hibbets
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Closing presentations6/5/2011 16:00:00Jason Hibbets
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Cleanup stockroom6/5/2011 17:00:00Setup/teardown teamentire group will probably help here
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Volunteer orientation
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Volunteer coordinatorStacy
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Idea board
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we need someone to man the idea board
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Meeting Logistics
Shopping List
after
Budget
Food
Teams
RegistrationTasks
Staff contact list
Speakers