Minutes:Maker Faire Meeting 20190716

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Agenda for 07-16-2019

Planning for Maker Faire 2019

Status Updates

Get more T-shirts

  • Done?

Assignee: Mel

Party Invites

Assignee: Paul & Mel

Call for Volunteers

Assignees: Louie

Call for Projects/Vendors

Assignees: Lew, Kevin

Tent Layout

Assignees: Lew and Kevin

Signage

Assignee: Paul

Fix MoneySucker - DONE

Assignee: Charlie?

Build Additional Donation Project - HELP NEEDED

Assignee: ???

Other Topics

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

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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