Difference between revisions of "Kickoff planning"
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| − | [[Category:Outreach | + | [[Category:Outreach]] |
== The President == | == The President == | ||
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* Reserve non-Ferst rooms | * Reserve non-Ferst rooms | ||
** Workshops | ** Workshops | ||
| − | + | *** Klaus 1443, 1447, 1456, 2443, 2447, 2456, 1116E/W | |
| − | |||
| − | *** Klaus 1443, 1447, 1456, 2443, 2447, 2456 | ||
**** Through IRIM Administrative Manager | **** Through IRIM Administrative Manager | ||
** Student Center | ** Student Center | ||
*** Ballroom | *** Ballroom | ||
| − | *** Theater | + | *** Theater (not needed as of 2020) |
| − | *** Piedmont | + | *** Piedmont (not needed as of 2020) |
* Schedule meetings or notify emergency services at Georgia Tech | * Schedule meetings or notify emergency services at Georgia Tech | ||
** May be coordinated through YP | ** May be coordinated through YP | ||
| Line 76: | Line 74: | ||
* create presentation materials | * create presentation materials | ||
* deliver materials to A/V | * deliver materials to A/V | ||
| + | * purchase 35 circular table covers for 72" tables | ||
=== January === | === January === | ||
| − | * handle volunteer lunch | + | * 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 | * hold status meeting Friday night | ||
| Line 100: | Line 103: | ||
=== IRIM === | === IRIM === | ||
| − | * Executive Director - | + | * Executive Director - Seth Hutchinson |
| − | * Administrative Manager - | + | * Administrative Manager - Cynthia Jordan |
=== Student Center === | === Student Center === | ||
Latest revision as of 17:46, 22 May 2020
Contents
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
- Klaus 1443, 1447, 1456, 2443, 2447, 2456, 1116E/W
- Student Center
- Ballroom
- Theater (not needed as of 2020)
- Piedmont (not needed as of 2020)
- Workshops
- 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
- handle volunteer lunch
- hold status meeting Friday night
The Kickoff Coordinator
A/V Lead
Volunteer Coordinator
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
- Klaus
