How to organize speaker events

How to organize speaker events

• Pick a purpose
• Find a date:
  • Survey club members to find the most popular times when club members could be available
  • Review open times in rooms around campus: https://github.com/CCSF-Coders/club-how-to/wiki/How-to-use-rooms
  • Reach out to potential speakers to find out when they could be available
• Discuss with potential speakers the possibility of recording the presentation (this is preferred):
  • https://github.com/CCSF-Coders/club-how-to/wiki/How-to-record-talks-for-YouTube
• Confirm date & location
  • make sure to book the room at least 30 minutes in advance for setup
• Publicize event:
  • https://github.com/CCSF-Coders/club-how-to/wiki/How-to-publicize-events-at-CCSF
• Schedule time to visit the confirmed room before the day of the event to make sure that:
  • we have the necessary adapters to connect to the projection in the room (this is the club's responsibility to bring, not CCSF's responsibility to provide)
  • test recording to make sure works as expected
• Event day
  • arrive 30+ minutes before the event, students will start arriving 15-20mins before a scheduled event
  • at least, bring water for speakers
    • possibly a little thank you gift
  • take pictures to document (?)
• Post event
  • post recording to club YouTube
  • send a thank-you to the speaker (include link to YouTube video)