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=== Getting Started ===
===== How much time do we need to plan? =====
This timeline spells out what needs to be done by when. Over the last few years of running events, we've learned that while you can rush things, events are far, far better with time to plan and take care of unexpected obstacles.
To be clear: missing deadlines doesn't always mean postponing the event - although that will always be our recommendation. But it may mean it'll be harder for us to deliver on our promises to you, such as finding volunteers or helping you find funding. We strongly encourage you to follow this timeline.
'''By 4 weeks before the event'''
* Date picked
* Suitable location reserved
* Tasks assigned to planners
'''By 3 weeks before the event'''
* Minimum # of local and remote volunteers recruited
* First round of publicity out
* Budget planned/funding secured
'''By 1 week before the event'''
* Minimum number of attendees signed up
* Attendee confirmations sent
* All volunteers recruited
* Publicity finished
=== Picking a place and time ===
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* Step 1: Save the date email - if there are groups you are especially hoping to reach, it's worth sending a brief "save the date/time" email as soon as you've picked a date.
* Step 2: Create publicity website
** Instructions for making sites like ours are [[Open_Source_Comes_to_Campus/Logistics/Publicity_Website | here]] (and [[Static_site_hosting/create | here]], if you want to see what's happening on our end.)
* Step 3: General Purpose Publicity
** Once the site is made, and ideally in the time frame of 4-2 weeks before the event, we do our main publicity push. We try to reach out to:
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Figure out your food budget ahead of time, pick a place and make an order at least 24 (we aim for 48-72) hours in advance.
Make sure to coordinate with the person managing attendees. Make sure you are taking into account allergies and dietary preferences. When ordering vegetarian/vegan food, get at least a few extra orders, as meat eaters may choose to eat vegetarian/vegan but the reverse is very seldom true.
Because our events start early and run a full day, we like to provide breakfast, lunch, and an afternoon snack. This usually costs between $300-450, depending on the size of the event. Less, if we order pizza for lunch. Your needs may vary, but we like to get:
* Breakfast: 1-3 boxes of coffee + milk + sugar, donuts/bagels/pastries, fresh fruit
* Lunch: If possible, order sandwiches and salads rather than pizza. Fats and proteins are better for a long day of hard work than sugars and carbs. Try to provide vegetarian/vegan/dairy/gluten free options even if no attendees have listed it. Make sure to order beverages!
* Snack: Something light (people generally aren't that hungry or are willing to eat lunch leftovers) but fruit and chocolate never hurt anyone.
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