Minutes:Maker Faire Meeting 20190521

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Agenda for 05-21-2019

Planning for Maker Faire 2019

Roles

At the original planning meeting in January 8 roles were identified to help spread out the work. Is everyone still good with the roles they volunteered for? Who can we get to fill the remaining positions?

Main Lead

  • Run regular planning meetings, provide assistance to other leaders, project management (maintain timelines verify progress).
  • Volunteer: Vivian

Vendor Wrangler

  • Contact for i3 members/associates interested in selling wares at the event.
  • Work with infrastructure to place storefronts in appropriate places with access to required resources
  • Volunteer: Lew

Project Wrangler

  • Encourage members to display projects, maintain list of project components (deliver to loadmaster and infrastructure), set up orphaned projects. Generate fancy display labels for projects.
  • Volunteer: Kevin

Henry Ford Contact

  • Main contact person for THF
  • Volunteer: Mel

Pooba of Powerstrips (Infrastructure)

  • Manage layout of floor space and distribution of resources to displays which require them (Includes power, TVs, etc.). Collect i3 items which need to be borrowed. Set up signage at event.
  • Volunteer: Gary

Volunteer Coordinator

  • Create and send out the form to membership requesting volunteers for setup/operation/teardown of both main event and afterparty. Assign volunteers to roles based on availability.
  • Volunteer: Louie

Loadmaster

  • In charge of reserving the truck and loading/unloading items per manifest provided by project wrangler and infrastructure coordinator. Stays with the truck on Friday and Sunday.
  • Volunteer: David

Afterparty Coordinator

  • Schedule food/entertainment for the Maker Faire afterparty, create/distribute invitations, work with the volunteer coordinator to identify bodies to help clean and arrange the space for the party
  • Volunteer: Jan

Task List

Get more T-shirts

  • We need t-shirts both as giveaways to Makers visiting from afar and so visitors know who to ask questions in our tent

Assignee: Mel

Party Invites

  • Create new party invites for this year talking about the expansion "now with 100% more hackerspace!" and how we're a decade old and whatnot
  • ALSO: Get those invites into the maker packets handed out before the event

Assignee: Paul & Mel

Call for Volunteers

  • Send out the standard volunteer request Google form (will dig up the link and post here)
  • Schedule volunteers based on their responses

Assignees: Louie

Call for Projects (and Vendors?)

  • Distribute the project registration Google form (will also dig up the link for this)
  • Use this information to determine the layout for the tent and the hardware needs of each project

Assignees: Lew, Kevin

Tent Layout

  • Get results of project/vendor survey from above and create floor plan for the tent
  • Gather required infrastructure (TVs and power strips mostly) to support the layout

Assignees: Louie (Assisted by Lew and Kevin)

Signage

  • Create labels for projects and other signage for the tent
  • Research replacing the old banner(s)

Assignee: Paul

Fix MoneySucker

  • The moneysucker is one of our best donation-getting tools and it is currently inoperable
  • It appears at least the relay is shot, maybe more
  • Get in touch with Charlie or Lego on how to repair it

Assignee: ???

Build Additional Donation Project

  • Construct another interactive project which can collect donations to mark the occasion of our expansion fundraising campaign
    • i3 injection molded pieces with laser-cut center caps for "free" with a donation
    • Little trinkets around the demos people can put donations in and take one when they ask "can I buy something from you?"

Assignee: ???

Important Notes from Last Year

Faire

  • Do we want to do a hangout type area again?
  • Take inventory before the event of which TVs support HDMI/SD cards and give priority to taking those to Maker Faire.
    • On the form that asks what stuff your project will need to ask if SD or HDMI etc. will be needed on TV?
  • Paperweights!
  • Event PR - Need to identify a few people to handle this for the event, posting before, pictures during, advertising the party etc.
  • Rope and stanchions for traffic flow control
  • Ashley will be seeking volunteers to help run letterpress demos (4-5 people ideally; fewer volunteers means we don't run the press the whole weekend). It's popular with the kiddos, and an inexpensive giveaway.

Afterparty

  • Write up projects which used i3 for repairs during Maker Faire in our PR for the event
  • Use colored wristbands to identify over/under 21 and for counting attendees
  • Business cards - Easy to hand out cards with the location of space, the timing of open tours, space on the back for a person to put their name and contact
  • Get Maker Faire party invites into maker packets
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