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EVENT DASHBOARD - PLEASE MAKE A COPY TO USE LOCALLY
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Summary *Please make a copy of this page, do not alter it. Click file then copy to your drive Resource direct links
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Date of eventPlanning Resources:1. Organizer's Guide - best practices, tips and tutorials
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Venue2. Organizer task timeline checklist
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3. Global Organizer Facebook Group
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ORGANIZING COMMITTEEResponsible4. Organizer Resources
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Gathering Lead5. Event FAQ
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Social Media / Marketing6. Organizer Toolkit - email templates, logos, etc.
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Food / SnacksFor the weekend
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Speakers
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Event Experience
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Logistics
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Color Codes
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Not Done / Need attentionIn progressDone
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Prep for Gatherings Standard check list
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Speakers
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When? What? Who?Insight Relevant material Status
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Prepperations Contact potential speakers maching demands and spesifications. SpeakerlistTemplate for mail
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Prepperations Send a detailed explionation of what we expect Template for mail
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Prepperations Send a explination of travel, stay, lunch etc. Mock up for mail
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Prepperations Find a person that is responsible of taking care of the speaker at the day of gahtering Template for internal mail; speaker responsible
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Prepperations Buy gift Suggestions for gifts
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Prepperations Have speaker send presenation beforhand. Formatise all slides to FL layout FL layout
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Prepperations Post on workplace country group a profile describing the speaker.
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On day of Send good morning textsuggestion for text
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On day of Meet speaker in dor, offer coffe, explain wha's happening and ask if he/ she has any needs
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On day of Take picture of speaker with withe background and good light Uppload picture in this folder
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On day of Ask if we can share presentation with students If so, upload in this folder
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On day of Walk speaker to the door, evt. order transport
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Uppload speaker information in program description Speaker overweiv here
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Venue
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When? What? Who?Insight Relevant material
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Prepperations Find location matching criterias Criterias for location
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Prepperations Reach out to eventspace Template for mail
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Prepperations Book eventspcae
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Prepperations View space and plan how to use the rooms Checklist on what the space shoud contain and how it shuld be set up
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Prepperations Check funiture, exuipment, etc
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Make shure you have a contact person at form the eventspace
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Know how to operate all tech, lights etc.
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Book event team making sure the location look amazing at all time
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On day of Rigg last details Checklist on what the space shoud contain and how it shuld be set up + culture on how to do it
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On day of Keep eventspace clean troug out the entire event IMPORTANT for everyone on the team to read
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On day of Make shure it looks AWESOME when you leav, even more awesome than when you arived See structure on how to clean fast here
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Food / Snack
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When? What? Who?Insight Relevant material
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Prepperations Order lunch/ buy food Need tips? See here
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Make shure you got aditional event team ariving for to prepp, host and clean lunch
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Create a plan on how to serve the food
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Make shure you have porcelen and glass service: we dont use paper, plastic etc. List of what you need; frames with alergies etc.
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Plan for a separate space to have the lunch
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Create a plan on how to get groups to eat together
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Create a plan to make sure lunch prep is "invisible" for participants
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On day of Start preparing the food 1-2 hours befor lunch
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On day of Make shure to have good hygenic souroundings
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On day of Make it look like a hotel lunch
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On day of Have a host helping out with the food.
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Pioneers
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When? What? Who?Insight Relevant material
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Prepperations Gathering breif Insight on what it should contain
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Prepperations Text participants friday morning Suggested text
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Prepperations Learn name of all participants + who is who
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On day of Help to rigg space + evt other work
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On day of Help introcuce participants to other groups
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On day of Attend morning breif Insight on design morning brief
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On day of Take care of participants nametags untill next gathering
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On day of Help clean event space
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Event experience
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When? What? Who?Insight Relevant material
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Prepperations Make sure eventspace checks criterias Event space criterias
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Prepperations Prepp playlist for music Here are playlists we use
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On day of Have a welcome team of two ish greating everyone and wishing happy morning
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On day of Have a goodbye team greating everyone and wishing them a great day
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On day of Make sure the lunch is a social setting Read inputt here Playlist
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On day of Play music at arival, in all breaks and end of day
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