AoTOrganizer < Main

---+ 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 [[https://www.derwolfpasadena.com/][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 [[https://www.facebook.com/CaltechAstro][Caltech Astro Facebook account]]. Ask Cameron for permissions. (Michael Zhang and Yuguang also have permissions to do this.)
         * Use [[https://www.facebook.com/pg/CaltechAstro/events/][past events]] as a template.  Just swap out the dates and image.
      * Create an Astronomy on Tap event on the main astronomy on tap [[http://astronomyontap.org][website]].
         * Login to [[https://astronomyontap.org/wp-login.php][here]]
         * Use [[https://astronomyontap.org/2019/05/astronomy-on-tap-los-angeles-may-20-2019][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 [[https://astronomyontap.org/events/][Events]] page with a line: "Monday, MONTH DATE: AoT LA (Los Angeles, CA)" with link.
         * Update the [[https://astronomyontap.org/locations/los-angeles/][Location]] page with the new event.
   * Create an event on the [[Schedule][upcoming events]] page of the wiki.  
      * You can use events from the [[PastEvents][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 [[Schedule][upcoming events]] to [[PastEvents][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 [[https://www.flickr.com/photos/143414768@N07/albums][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.
This topic: Main > WebHome > Schedule > AoTOrganizer
Topic revision: r2 - 2019-06-29 - TempAdmin