Directions for Astronomy on Tap Organizer

The Astronomy on Tap Organizer is a new position created since Cameron is going on leave. This role serves as the person ensuring that a single Astronomy on Tap event is advertised, staffed, and then concluded properly--essentially that it goes off without a hitch.

Several weeks to a month before the event

• Create a poster for each event (Jackie Pezzato has expressed interest in helping out)
  • I use Affinity Designer to create the posters. I have templates, but this can be a somewhat time-consuming process.
  • Can also be done potentially using keynote.
  • Please try to make thematic to the event.
  • Export to PDF and jpg, keeping both under 500k filesize
• Advertise the poster for the event (weeks/months prior to event)
  • Print out 5 color copies of the poster and deliver them to Der Wolf at least two weeks in advance of the event
  • Post a copy on the outreach website: http://outreach.astro.caltech.edu
  • Create a Facebook event.
    • Can be done through the Caltech Astro Facebook account. Ask Cameron for permissions. (Michael Zhang and Yuguang also have permissions to do this.)
    • Use past events as a template. Just swap out the dates and image.
  • Create an Astronomy on Tap event on the main astronomy on tap website.
    • Login to here
    • Use past events as a template.
    • On right side, check the "events" and "news" boxes.
    • On the right side, click "set featured image" and upload the poster.
    • Update the Events page with a line: "Monday, MONTH DATE: AoT LA (Los Angeles, CA)" with link.
    • Update the Location page with the new event.
• Create an event on the upcoming events page of the wiki.
  • You can use events from the past events as a template.
• Get volunteers for the event
  • Volunteers usually sign up at the semi-annual volunteer meeting
  • Emailing the outreach-volunteers list about opportunities to sign up
  • If still missing people, walk around the department and talk to people directly.

Week before the event

• Email all of the volunteers, speakers, and MC reminding them of their commitments
• If anyone is unable to participate, then find a replacement
• Ensure that the box of materials for AoT is ready for the event, and includes:
  • ~100 copies of schedule
  • Swag
  • Quiz forms and quiz box
  • HDMI cables, audio cables, HDMI adaptors
  • Remote control
  • Tally counter
  • Prizes for quiz
  • Merchandise
  • iPad and cash box for merchandise
• Get the merchandise bin to the AoTCaptain
• Get the bin of Astro on Tap equipment to the AoTCaptain or if you yourself are leading it, bring it to the bar.

At the event

• It isn't strictly necessary that you attend the event, but it would be good to have you there.
• If you attend, you can act as a backup AoTCaptain or AoTVolunteer or additionally photograph the event

After the event

• Move event on wiki from upcoming events to past events pages (use "Raw Edit" to edit these pages)
  • Give notes on how it went and attendance numbers
• Update the website to show the next event and poster: http://outreach.astro.caltech.edu (Communicate with Mia de los Reyes to do this)
• Post the photos taken at the event (Send these to Kaew Tinyanont to do this)
  • Sort through your photos and cull them down to only the best ones. We don't need 15 images of the exact same shot.
  • Upload them to our flickr page
  • Ceate a new album for them following the format from previous albums.
  • Name the event: YYYYMMDD - Astronomy on Tap: SPEAKER1 & SPEAKER2
  • Add in the description the speaker(s) and talk title(s)
  • Arrange the photos in chronological order (oldest first)
  • Include the poster image in the album.
  • Post these to our social media accounts
• Put all equipment/supplies back in the box in Cameron's office in a neat, orderly way. Not just jam everything back in the box in a mess. Think of the next organizer.