Gala Schedule and Volunteers

Here’s the schedule for the day that we figured out at today’s meeting:

https://docs.google.com/spreadsheets/d/1eooAJ5WecmhrlaSKfh8Rsrh5mBiQ0q8iKeP15-trJC4/edit#gid=0

Also included is a list of volunteers and who is doing what. If you’re interested in volunteering, drop your email here and we’ll get you added to the list.

Looks great!! For those that have pledged in advance for Raise the Paddle, I’m going to ask if they’ll be at the event from 9-11pm, and if not I’ll ask to collect the pledge in advance via donate.noisebridge.net.

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Cool.

If someone is a VIP donor but not attending, we’ll need to make sure someone in the crowd is planted to represent them and bid during the event. The whole point is that we have people seeded in advance who can be called upon to bid in person

Sounds good! Let’s make it donate.noisebridge.net/projects/Gala2019

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On Sun, Apr 14, 2019 at 8:16 AM tdfischer via Noisebridge noreply@discuss.noisebridge.info wrote:

tdfischer

    April 14

Cool.

If someone is a VIP donor but not attending, we’ll need to make sure someone in the crowd is planted to represent them and bid during the event. The whole point is that we have people seeded in advance who can be called upon to bid in person


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In Reply To

ruthgrace

      [Ruth Grace Wong](https://discuss.noisebridge.info/u/ruthgrace)

      Laser Trainer




    April 14

Looks great!! For those that have pledged in advance for Raise the Paddle, I’m going to ask if they’ll be at the event from 9-11pm, and if not I’ll ask to collect the pledge in advance via donate.noisebridge.net.


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[I’m updating this post periodically to keep track of which parts of the plan havebeen executed]

@tdfischer for gopher coordination, I think what I’d like to do is

  • have two volunteer trainings, one at 2pm (https://www.meetup.com/noisebridge/events/260667921/) and one at 3pm (https://www.meetup.com/noisebridge/events/260667942/) on the day of.
  • I will give paper handouts for volunteers to reference when they’re on shift (one for setup with floorplan etc – I’ll need help making this, and one with checkin instructions including wristbands for alcohol, greeting people, onboarding people for auction).
  • have two hours shifts:
    – 4-6pm setup
    – 6-8pm checkin
    – 8-10pm checkin
    – 11pm-1am clean up
  • Send out a Google form (https://forms.gle/P5Y8oeARdAjJfrgQ6) for volunteer signup via slack / discuss / email / meetup.com / twitter / facebook for people to sign up for training and shifts. (DONE)
  • I can be there for 2-4pm training … ill see what volunteers i get and maybe appoint a head of each shift so that things will run even if i’m not there.

sound good?

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We should definitely have a volunteer shift for this if we want to make sure it happens and we don’t immediately go home and pass out. Even if it’s just one person dedicated to be the Clean Up Cat Herder who asks people there to clean up, it should still be on the list.

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Great, I really like the cat herder idea. Thanks Kieryn!!

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On Mon, Apr 15, 2019, 10:04 AM Kieryn Darkwater via Noisebridge noreply@discuss.noisebridge.info wrote:

kieryn

      [Kieryn Darkwater](https://discuss.noisebridge.info/u/kieryn)




    April 15

ruthgrace:
for cleaning up, we can just ask everyone remaining at the event to help clean up and not actually have a scheduled volunteer shift, right?

We should definitely have a volunteer shift for this if we want to make sure it happens and we don’t immediately go home and pass out. Even if it’s just one person dedicated to be the Clean Up Cat Herder who asks people there to clean up, it should still be on the list.


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In Reply To

ruthgrace

      [Ruth Grace Wong](https://discuss.noisebridge.info/u/ruthgrace)

      Laser Trainer




    April 15

@tdfischer for gopher coordination, I think what I’d like to do is have two volunteer trainings, one at 2pm and one at 3pm on the day of. I will give paper handouts for volunteers to reference when they’re on shift (one for setup with floorplan etc – I’ll need help making this, and one with checki…


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That sounds perfect @ruthgrace

Bought some wristbands. I figure gold for auction (we can also card all these people and mark the wristband on the off chance they’re not actually old enough to drink) and red for alcohol only.

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@tdfischer @kieryn You two were putting together the floor plan for the event, right? Can one of you commit to giving me a digital copy, along with notes of what set up and take down is required (moving tables, chairs, etc.), for volunteers to reference? Also what are we going to use to collect physical money?

@kieryn do you think you can also send me instructions for how to set people up for participating in the auction? Alternatively – do you need any help with figuring out how to set people up for participating in the auction?

For greeting people, I will put together a reference document with

  • messaging for explaining what Noisebridge is
  • instructions for giving people a tour (probably later in the event when it’s really hopping we’ll skip the tour in favor of people exploring themselves and asking the volunteers if they have any questions)
  • messaging for asking for donations (and instructions for where people can put the donations)
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@hicksu has the map
I can work on making an explainer for bidr after classes on Thursday when I have time to figure it out enough to explain it. I’ll post it here when I do, unless someone else wants to take that on (I would not be upset to have that removed from my plate) :slight_smile:
What we came up with on Saturday is having volunteers using bidr’s back-end for the whole check-in process + also IDing people for the bar

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@ruthgrace I have some mark up on the plans from the meeting. I’ll draw it up and upload it here.

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Oh you’re the floor plan master! Thanks Jarrod!

···

On Tue, Apr 16, 2019, 9:36 AM Jarrod via Noisebridge noreply@discuss.noisebridge.info wrote:

hicksu

      [Jarrod](https://discuss.noisebridge.info/u/hicksu)




    April 16

@ruthgrace I have some mark up on the plans from the meeting. I’ll draw it up and upload it here.


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In Reply To

ruthgrace

      [Ruth Grace Wong](https://discuss.noisebridge.info/u/ruthgrace)

      Laser Trainer




    April 16

@tdfischer @kieryn You two were putting together the floor plan for the event, right? Can one of you commit to giving me a digital copy, along with notes of what set up and take down is required (moving tables, chairs, etc.), for volunteers to reference? Also what are we going to use to collect phys…


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Here is a quick draft based on my notes. Please let me know what you think. Mostly it involves moving tables around, nothing too difficult. I plan to work on moving the projector screen tonight, if there is scrap available.

It doesn’t account for decorations or signage which, if any, is still TBD.

Might be good to have a 2nd bar based on number of attendees. Church/Turing have 2 entrances so have good flow.

it came up from @LilyRaabe when we planned ages ago.

If we have 2 bars, we need at least 2 or 3 more barkeep volunteers so we can have relief and runners

Jarrod, that’s perfect. You’ll be around 4-6PM for set up and I’ll be able to send volunteers to you, right?
Ruth

···

On Tue, Apr 16, 2019 at 1:25 PM Jarrod via Noisebridge noreply@discuss.noisebridge.info wrote:

hicksu

      [Jarrod](https://discuss.noisebridge.info/u/hicksu)




    April 16

Here is a quick draft based on my notes. Please let me know what you think. Mostly it involves moving tables around, nothing too difficult. I plan to work on moving the projector screen tonight, if there is scrap available.

It doesn’t account for decorations or signage which, if any, is still TBD.


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In Reply To

ruthgrace

      [Ruth Grace Wong](https://discuss.noisebridge.info/u/ruthgrace)

      Laser Trainer




    April 16

@tdfischer @kieryn You two were putting together the floor plan for the event, right? Can one of you commit to giving me a digital copy, along with notes of what set up and take down is required (moving tables, chairs, etc.), for volunteers to reference? Also what are we going to use to collect phys…


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Heads up we only have 90 people RSVP’d on meetup which usually means only 30 will show. And I only have 2 volunteers signed up and want like a dozen. Is anyone on top of event promotion?

I had scheduled some tweets but that’s it. Noisebridge announce might be down but I can try again today just in case. I’ll send an email to our meetup group.

No.