Kickoff planning

The President

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

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

Reserve non-Ferst rooms
- Workshops
  - Klaus 1116E/W
    - Through KACB Building Manager
  - Klaus 1443, 1447, 1456, 2443, 2447, 2456
    - Through IRIM Administrative Manager
- Student Center
  - Ballroom
  - Theater
  - Piedmont
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

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
Pickup banner order
Verify volunteer count