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--- event_checklist [2015/04/03 02:55] – Karen Corbeill
+++ event_checklist [2023/04/04 06:03] (current) – Erin K
@@ Line 1: / Line 1: @@
-======Event Checklist======
+======Events at the Bodgery======
+''1. Guidelines for holding events at the Bodgery (Flex space)''
+An event can be organized by any Bodgery member. (Henceforth known as Event Organizer) and they will take the lead in organizing the nitty gritty.
-  * Write a description.
+The events need to be in keeping with our guest policy. One member can host 10 individuals. Two members can have unlimited numbers of guests.
-  * Date, time, duration. Check the Google Calendar to make sure there are no conflicts.
-  * Email contact@thebodgery.org to double-check that there are no unposted events on the horizon.
-  * Hosting member if not instructor.
-  * Age restriction?
-  * Are you charging for it?
-  * Is there an event fee, instructor fee, materials fee? Is it a fee or suggested donation?
-  * Is there an attendance cap?
-  * Should attendees bring anything?
-  * Is there required attire? ie. Welding: Long pants, natural fibers, etc.
-  * POST THE EVENT
-      * Add to Google Calendar
-      * Create Meetup - Mad City Makers, Madison Geekery
-      * Tweet it! Twitter.
-      * Send email to public mailing list, Madcitymakers@googlegroup.com
-      * Create event on Facebook - MadCity Makers, The Bodgery
-          * Invite friends
-  * Promote your event
-      * Check the [[Promotion]] page for tips.
-=====RUNNING YOUR EVENT=====
+The host can/may be a vendor in addition to being the host (thus satisfying rule 1) (We have done this for Petite market in the past)
+==EVENT MANAGEMENT==
+Events that allow non-members access (i.e open to the public) to the Bodgery, need to make sure that the following are in place
+Volunteers to staff  the front doors to welcome and guide the public to the Flex space (2 recommended)
+Volunteers who can give tours if tours are planned (2 recommended; tours should take approximately half an hour)
+Set up signs (to the effect “no non-members beyond this point”) and barricades (in process of acquiring), so guests do not randomly move into machine rooms or Private studios unaccompanied.
+If the event takes place away from the main entrance (e.g. a classroom), please ensure there is a plan for late arriving guests to access the event.
+==COST==
+If the event involves vending and/or application fees for being a part of the event;
+The Event organizer will be the designated person for this job. The Bodgery treasurer has asked not to be involved in these transactions.
+The Event organizer can decide if they want the vendors to pay (or sponsor it themselves)
+We recommend Vendor fees
+Booth fee $5
+Member vendors up to $10
+Non-member vendors $10-$30
+Vendors who only display items do not have to pay, but that’s a host decision.
+The money is collected by the Event Organizer and used for the event application and snacks as they see fit
+==FURNISHINGS==
+The vendors are expected to bring their own table, table cloths, display boards, and extension cords etc.
+Do not make permanent changes to the floors/walls etc.
+Do not take materials that belong to the Bodgery, a Bodgery Area, or from private studios and member storage shelves.
+==LAYOUT (Flex Space)==
+The organizers are requested to follow the layout provided by the Bodgery. The layout defines areas (red boxes) for fourteen 2'x4'vending tables while leaving ~4' walkways for easy entry and exit. We have also marked out an area for vending(green box marked snacks) if desired.
+If the suggested layout doesn’t work for your needs, please reach out to us on <events@thebodgery.org>
+{{:screen_shot_2023-03-22_at_3.01.01_pm.png?400|}}
+==SAFETY==
+Please leave sufficient room for studio access and emergency exit if a situation arises.
+==CLEANING==
+Event Organizers are expected to reset the Flex space and leave it clean for the next person to enjoy it. This includes removing every item that was brought in, cleaning up any spills or marks on floors and walls, and dust-mopping the floor.
+==OUTSIDE ORGANIZATION (Rental)==
+In case the Bodgery is asked to host an event, the Board may reach out to the membership to see if someone (or a few members) would like to liaison on the Bodgery’s behalf and host the event. A flat fee of $100 will be charged. Please reach out to <events@thebodgery.org> to get the conversation started.
+==MEMBER COMMUNICATION==
+Please communicate the event details to the Board (#ask-the-board) and the membership, including setup and clean up times that would impact members.  Please also post this information the the #Studios channel or to the Studio coordinator (Jay Larson) if the event will impact studio renters.
+==SOCIAL MEDIA==
+If you would like this event published on the website and on Bodgery social media, please inform the Bodgery’s Event coordinator (Puja B) and the Social-media coordinator (Cassie B).
+  * Please Include a brief description of the event, expected items for sale, photos if you have any, and anything else you would like us to include in that post.
+  * Please include actual web addresses, FB accounts, or IG accounts if you want those included. The person's (or business’s) name is often not enough to locate and tag the right one.
+The Board reserves the right to tweak requirements if needed as well as to debate the details interminably.
+''2. Event packing list (for events where Bodgery sets up a booth)''
+  * Pens
+  * Sharpies/Magic Markers
+  * Large Notepad and Clipboard for Mailing List Signup
+  * Promo: business cards, 1/4 page fliers, stickers
+  * Duct tape
+  * Scissors
+  * String
+  * Wire cutters
+  * Zip ties
+  * Table clothes
+  * Tent
-   * Before the event, prep all of your tools and materials you will need to make sure you have enough and that they work.
-   * Show up at least 15 minutes early so you are ready to let in any early comers.
-   * Make sure each visitor has signed a waiver, the day of the event or on a previous visit.
-   * Have each visitor sign in.
-   * If you will have more than 10 guests, arrange for another member to be present to help host.
-   * Before or after your event, please explain what the Bodgery is and give a quick overview of membership and that everyone is welcome to join.
-   * Collect any funds requested for the event. (The Bodgery requests a minimum of 20% for classes/workshops.)
-   * Make sure guests are not using any restricted tools or space.
-   * After the event, make sure all tools and materials have been put away, and that any messes have been cleaned up.
-   * If your class filled the trash or recycling, please empty the can(s) in the dumpsters at the back of the parking lot.
-   * Be sure to follow closeout procedures when leaving after the event. (Make sure all doors are locked, and all lights/tools are off.)
-=====Extras=====
-   *Offer your guests snacks from our Low-tech vending system.
-   *Offer a tour after your event.
-   *Take pictures! We love having evidence of the events at our space.
-   *Write a followup blog post about your event!