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Hacks Hackers Organizers Toolkit

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MuthoniWanyoike edited this page May 4, 2018 · 26 revisions

This is a set of resources to help you run StoryLab Academy hacks/hackers monthly meetups from planning to publishing a post-event post. Feel free to seek further clarifications from any of the Academy team.

Meetup Planning Checklist:

When planning for the meetup:

  • Identify a topic/theme for the event
  • Choose an appropriate date for the event
  • Shortlist potential speakers for the meetup
  • Invite and confirm the speakers' attendance
  • Set the event's agenda
  • Target attendees 20 to 40 pax

Logistics

  • Select and confirm a suitable venue.
  • Identify and confirm a caterer for the event.
  • If hosting a large group, confirm A/V for the event (Camera, PA system, and Projector)

Communications and outreach

  • Refer to this Visual Styling guide when creating the event's artwork/posters
  • Write an official invitation email to your local community which includes the event details(Agenda, brief speaker bios) and RSVP form
  • Share the event poster and details on your google group and social media, remember to use your city's hashtag.eg. #HHNBO for Nairobi, #HHLOS for Lagos, #HHDAR for Dar es Salaam
  • Post the event on Slack, Facebook, Twitter
  • Create the event on the Hack/Hackers Facebook page

During the event

  • Ensure you have (Camera, PA system, and Projector)
  • Arrange the venue seating, branding, access and catering
  • Print hard copy registration forms or use electronic Google form registration at a dedicated registration desk
  • Use and encourage participants to use the hashtag #StoryLabACademy to share photos or event quotes on Social Media
  • After the event, do short videos of participants feedback about the meetup.

Resources:

Meetup Organizer’s checklist |Hacks/Hackers Meetup RSVP FORM|Visual Styling guide| Hacks/Hackers Event Budget Template |Communications/Outreach Guide

Hacks/Hackers logos and branding : HH Accra |HH Addis Ababa |HH Dakar | HH Dar es Salaam | HH Kampala | HH Lagos | HH Nairobi| HH Africa|

Photos Drive | Feedback form | Sample thank you note|Post event write-up publishing guide

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