ICF Organising: TO-DO CHECKLIST

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admin
Site Admin
Posts: 5
Joined: Wed Feb 13, 2019 12:38 pm

ICF Organising: TO-DO CHECKLIST

Post by admin » Sat Feb 16, 2019 10:39 am

EVENT CHECKLIST

REGISTRATION FORM TO BE CREATED ON INDIECOMIXFEST.ORG

EMAILS TO SEND
1. INTIMATION OF EVENT and REGISTRATION OPENING [2 months prior to event]
2. REMINDER OF EVENT and REGISTRATION OPENING [1 month prior to event]
3. INTIMATION OF PREPARATIONS FOR EVENT [1 week prior to event]
4. LOCATION DIRECTIONS and TIMINGS FINAL INTIMATION [4 days prior to event]

DATA GATHERING
1. HOTELS/HOSTELS/LODGES (for out of town/city participants) [2 months prior to event]
2. METRO/BUS/TRAIN/PRIVATE TRANSPORTATION OPTIONS FOR VENUE [2 months prior]

LOCATION
1. FIX VENUE [3 months prior to event].
Email must be sent from main account.
Confirmation from venue
2. PAY DEPOSIT FOR SPACE (If required)
3. PREPARE LAYOUT OF SPACE (Needed for planning table placement) [latest 2 weeks before]
4. TABLES [latest 2 weeks before]
Size of Table (for layout)
Tablecloth availability (Participants are encouraged to bring Tableclothes)
Please take a photo and inspect quality of table particularly for cases of tables without tablecloths.
5. CHAIRS [latest 2 weeks before]
Size of chair (for layout)
Suitability of chairs (Please do not use chairs that have flip-top desks)
6. TOILETS (on booking hall)
Easy Access
Two at least
7. DRINKING WATER (on booking hall)
Available free at Venue
If not, arrangements must be made.
8. CATERING SPACE (on booking hall)
Small area where tea, coffee, and snacks can be served to participants.
Quotations for tea/coffee, fresh snacks (idlis/samosas etc) [2 weeks prior to event]
If not catering space, then catering at venue (YMCA/School Canteen/In-house catering)
price list must be acquired.
9. PLACEMENT OF STANDEES, DIRECTIONAL SIGNAGE, OUTDOOR BANNERS
Mark out locations for the Standees, Directional Signage, Outdoor Banners. [2 weeks prior to event]
Take Permission from Venue Owners/Sponsors [2 weeks prior to event]
Text for any noticeboard owned by venue to be given [2 days prior to event]
10. WORKSHOP AREA
Inspect Workshop area for number of people that can attend
Check availability of the following in Workshop area
- Microphone
- Whiteboard
- Blackboard
- Projector and Projection Sheet
11. REGISTRATION AREA TO BE ALLOCATED
Laptop with wifi connection to allow registrations to be recorded through Google Forms.
12. READING SPACE
If possible, a small reading area can be made with a few chairs set aside.

STATIONERY REQUIREMENT (TO BE PURCHASED AND/OR REUSED)
1. LANYARDS (Number required is total of volunteers and participants) [latest 2 weeks before]
2. PRINTOUTS FOR LANYARDS [to be prepared latest 1 week before]
3. WHITE BOARD MARKERS
4. WHITE LABELS (for names of Participants and Volunteers)
5. WORKSHOP REQUIREMENTS LIST (PENS/PAPER/PENCILS/ERASERS/SHARPENERS) [to be prepared latest 1 week before]

WORKSHOP CALL
1. REQUEST CREATORS TO CONTRIBUTE TO WORKSHOPS [1 month before]
2. FINALISE CREATORS FOR WORKSHOP [2 weeks before]
3. REQUIREMENTS OF CREATORS [2 weeks before]

GRAPHIC DESIGN
1. POSTER FOR EVENT [1 month prior to event] Every city to have their own poster/image for the facebook event, circulation on Instagram
2. ‘ABOUT THE PARTICIPANTS’ TEMPLATE. [3 weeks to 1 week before]

VOLUNTEERS
1. PUT OUT CALL FOR VOLUNTEERS on Email, Facebook, and Instagram[1 month before]
2. CERTIFICATES TO PRINT [1 week before]
3. USE WHATSAPP TO ORGANISER VOLUNTEERS

SOCIAL MEDIA
1. EVENT LISTING ON FACEBOOK [1 month prior to the event]
2. POSTER TO BE SHARED ON FACEBOOK and INSTAGRAM [1 month prior to the event]
3. ‘ABOUT THE PARTICIPANTS’ TEMPLATE - To be shared with the participants as and when they register. (latest registration 1 week prior to the event) + To be shared in the week leading up to the event (Both on the Event on Facebook and Instagram Handle)
4. VOLUNTEERS’ CALL - Needs to be shared on Instagram and Facebook Event and Page as well.

Mayur Bhawsar
Posts: 1
Joined: Thu Feb 21, 2019 4:22 am

Re: ICF Organising: TO-DO CHECKLIST

Post by Mayur Bhawsar » Thu Feb 21, 2019 4:29 am

Hi the checklist includes almost all the necessary things to be done. But one thing I would like to add is that we need to publicise properly about the event just before the event is gonna take place and in the regional newspapers also.
Last time we had put up a small article about ICF in the english newspaper but then I remember a lady coming and telling me that there (in Pune) more people read the regional newspaper and if an ad was put up there then more public would have come looking for the event.
So what I felt is like it's in 1 city it might be the case in other cities as well

actionist
Posts: 5
Joined: Fri Feb 15, 2019 6:41 pm

Re: ICF Organising: TO-DO CHECKLIST

Post by actionist » Mon Feb 25, 2019 4:34 pm

Yes, local newspaper publicity goes a long way. Will try it this time.

Numa
Posts: 1
Joined: Sat Feb 16, 2019 9:07 am

Re: ICF Organising: TO-DO CHECKLIST

Post by Numa » Wed Feb 27, 2019 5:18 pm

Mayur Bhawsar wrote:
Thu Feb 21, 2019 4:29 am
Hi the checklist includes almost all the necessary things to be done. But one thing I would like to add is that we need to publicise properly about the event just before the event is gonna take place and in the regional newspapers also.
Last time we had put up a small article about ICF in the english newspaper but then I remember a lady coming and telling me that there (in Pune) more people read the regional newspaper and if an ad was put up there then more public would have come looking for the event.
So what I felt is like it's in 1 city it might be the case in other cities as well
Publicity in any regional newspaper is a great idea. We do not have a budget for any advertising yet, but if you can find us a list of newspapers and contacts at those newspapers to publicise the Pune (and perhaps the Mumbai) fest in perhaps their event listing, it would help us all.

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