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Conception – from the Idea Person/People

Planning & execution  - done by the Event Shepherd(s)

Before the event

·      Find, invite speaker(s)

·      Select date

·      Find location and maintain contact with point-person at meeting site

·      Decide on food (caterer)

·      Decide on event structure (e.g. panel, debate format, food first or afterwards)

·      Determine cost per attendee

·      Prepare announcement for e-mailing to SWINY-L

·      Accept RSVP

·      Send out reminder notices

·      Order food and arrange payment for food

·      If AV equipment is needed, arrange for it

·      Inform speaker(s0 about the structure of the event and they time they will have

·      For events involving meeting, then traveling, give travel instructions, URLs of public transport web schedules, share cell phone #s

At the event

·      Greet speaker(s)

·      Remind speaker(s) of format

·      Greet food suppliers (give tip, if food comes from outside caterer)

·      Check out AV equipment, seating, food set-up

·      Greet attendees, take their money and record it

·      Have receipt book handy

·      Give out blank name tags and have markers on hand

·      If event is a panel, have name cards for panel member

·      Introduce speaker(s)

·      After introduction, remind speakers that you must limit their time

·      Stay on schedule

After the event

·      Give/send money (cash and checks) to Treasurer

·      Contact people who RSVPd but didn’t show up to get money from them (if food was ordered for them that went uneaten but paid for)

·      Thank speaker(s)

Helping the Event Shepherd – done by the Leg-Workers

SWINY is a volunteer organization. Volunteer to become a Leg-Worker, to help an Event Shepherd plan and execute a meeting.  It can be fun, and it’s a good way to get to know your SWINY colleagues.