Checklists

Approval notice
For free events where registration requires approval, the approval notice must have these items:


 * Statement: Your registration has been accepted
 * Event date, venue and link to directions
 * iCal attachment and links to event on:
 * Google Calendar
 * Facebook
 * LinkedIn
 * Sponsor(s) name and message
 * Event partner names and messages, if any
 * Reminder that event is free, but friends must register to attend
 * Statement: event run by volunteers. To participate (with links):
 * Join the community discussion group
 * Join the volunteers mailing list
 * Reply on Twitter
 * Explore the source code, if any
 * Reply to email
 * Statement: promote the event
 * On Twitter (link with pre-written message)
 * Hashtag for Twitter
 * Tag for Flickr and elsewhere
 * Statement: event agenda is based on your interests
 * Statement: thanks for registering and see you at the event
 * Name of sender

Event specific

 * Printed list of participants, two copies
 * Feedback forms, number of participants + 10%

Tech

 * One or more internet connected laptops for sign-ins

Stationery

 * Instruction posters explaining sign-in process: computer, then badge, then laptop stickers
 * Few blank white sheets, always useful
 * Sketch pens for badges, two sets
 * Name stickers or badges, number of participants + 10%
 * Laptop stickers, on white and transparent backgrounds depending on laptop colour
 * Two-sided tape for sticking up posters and banners, 2 wide, 3 regular size
 * Nylon rope, 10 metres, for banners
 * Cutters, two
 * Packing tape, two rolls
 * Chart paper, 10 sheets
 * Whiteboard markers, 4 (blue and black are best)
 * Stapler, one
 * Post-it notes, large, two sets; avoid any brand other than 3M Post-Its

Stage
Items with indicative per-day rental cost:

Speakers

 * Three bottles of water per speaker (bottles tend to get taken by others)
 * Printed program schedule with their session highlighted
 * Box of tissues