Kickoff planning

The President

August

• Verify IRIM and the CoC can support the event
• Contact Ferst Theater to reserve the theater venue
  • Office of the Arts Event Coordinator
• Identify the RoboJackets Kickoff Coordinator
  • Introduce to Ga FIRST Regional Director and Kickoff Coordinator
• Identify the RoboJackets A/V Lead
• Identify the RoboJackets Volunteer Coordinator

September

• Inform Youth Programs (YP) that an event of 1000+ minors will be held on campus
  • Register the event with YP
  • Ensure the expected adult/child ratio is better than 1:10
• Request Proof of Liability Insurance from Ga FIRST
  • This should be coordinated through YP, and delivered to Georgia Tech Insurance, Claims, and Property Control

October

• Reserve non-Ferst rooms
  • Workshops
    • Klaus 1443, 1447, 1456, 2443, 2447, 2456, 1116E/W
      • Through IRIM Administrative Manager
  • Student Center
    • Ballroom
    • Theater (not needed as of 2020)
    • Piedmont (not needed as of 2020)
• Schedule meetings or notify emergency services at Georgia Tech
  • May be coordinated through YP
  • Requires rooms to be booked first
  • Notify Police Chief
  • Notify Fire Marshall
• Coordinate with RJ PR Chair to design banners
  • Paper and Clay has 36" vinyl stock

November

• Invite Speakers
  • Dean of the CoE
  • Director of IRIM
  • CoC Assistant Dean for Outreach, Enrollment, and Community
  • RoboJackets Advisor
  • We want two speakers typically
• Finalize Breakfast Catering
  • Talk with the Director of the Computing Community at the CoC
  • Plan for 750-1000 with gluten-free options
  • On campus venue, so requires on-campus catering
• Confirm with Youth Programs that requirements have been met
• Confirm with IRIM that the Ferst theater has been paid for
  • Office of the Arts Event Coordinator will reach out early Nov. to get IRIM's payment information
  • Give payment info the IRIM Administrative Manager
• Confirm with the IRIM Administrative Manager non-Ferst rooms have been invoiced and paid for
• Schedule Theater Walkthrough
  • Office of the Arts Event Coordinator will reach out
  • Request their technical assistant to attend
  • The President, RJ Kickoff Coordinator, RJ A/V Lead, and RJ Outreach PM should be in attendance
• Schedule Meeting with Student Center Reservations and Events Coordinator
  • Describe catering requirements (so they verify compliance)
  • Describe room configurations
    • Ballroom with 35, 10 person, 72" tables
    • Theater in default config
    • Additional overflow rooms in theater configuration
    • Volunteer Kickoff room in roundtable configuration with projector
• Place banner order
  • Paper and Clay
  • Grommets to hang
  • Rod holder for weighing
• Pickup banner order
• Verify volunteer count

December

• finalize volunteer logistics
• determine stage schedule
• create presentation materials
• deliver materials to A/V
• purchase 35 circular table covers for 72" tables

January

• week-of purchases
  • handle volunteer lunch
    • pizza with noon scheduled delivery
    • 2L bottles of soda
  • water bottles for speakers and lunches
• hold status meeting Friday night

Important Non-RJ People

College of Computing

• Director of Computing Community - Troy Peace
• Assistant Dean of Outreach - Cedric Stallworth
• Administrative Professional to Assitant Dean of Outreach - Alyshia Jackson
• Educational Outreach Manager - Jen Whitlow

Ferst Theater

• Office of the Arts event Coordinator - Rachel Haage
• Technical Lead - Paul

IRIM

• Executive Director - Seth Hutchinson
• Administrative Manager - Cynthia Jordan

Student Center

• Reservations and Event Coordinator - Jillian Cruser

Safety

• Youth Programs Compliance Specalist - Kelly Cross
• Fire Marshall - Larry Labbe
• Police Chief - Sgt. Archie Hill
• Director of Insurance, Claims, and Property Control - Tom Provancher
• Attorney - Shelley Hildebrand

Georgia FIRST

• Regional Director - Connie Haynes
• Kickoff Coordinator - Val
• Photographer/Media - Karen

Other

• Building Access
  • Klaus
    • Stacey Greyson (OWA directory John Grayson)
    • Daron Foreman
  • CoC
    • Keith Watson