Event Set Up

Pre-Bump In

• As you get contacted by volunteers who are sick/can’t come - mark them off and do any room/job allocation shuffling needed

  • Big jobs need to be reallocated ASAP (e.g. Wellbeing officer, Safety officer, morning job leads or room coordinators)

  • Smaller allocations can be done as-needed (e.g. you can wait to see how many students end up in each room before you re-distribute the tutors to get as close to the 1:3 ratio as possible)

• Ensure that any students/parents that have emailed into cancel have had their tickets cancelled in Humanatix (extra important if you have public transport pickups)

Event Setup

This section should be (largely) completed before students arrive for registration. The purpose of this is to ensure that the venue, tutors, and any resources are ready to go for the workshop. 

Ensuring the Space is Ready

This relates to the actual building and any equipment that is managed by the venue.

• Gain access to the building.

• Ensure that you can open the doors to all classrooms, lecture theatres, bathrooms, and other spaces that you use during the workshop.

• The Safety Officer will conduct their safety check as per the Safety Officer Handbook Section to ensure that there are no hazards or other issues.

• If your rooms have any folding partitions ensure that they are open or closed as needed for the event. You may be required to contact someone from your venue partner to have them changed (e.g. university security), ensure you do this early in the process to allow time for required venue staff to assist.

• Depending on the venue and weather, you may also need to make sure that air conditioning, fans or heating is turned on - this may also require someone from the host organisation to help you.

• Ensure that any extra items that the venue provides are available (eg. folding table for lunch), action getting these items if they are missing (sometimes finding a replacement item in the building is needed as it is the weekend)

Setting Up Resources 

This relates to any educational content, stationary, food, and other supplies printed or purchased for the event. 

Collect Items

• Get any items out of venue storage that are required for the event (stationary, t-shirts, leadership hats, disposable cups, etc ) 

• Bring in any items that have been brought from home (eg: Micro:Bits, GPN stickers, banner, tablecloth etc.)

• Collect any last minute printing that has been done at home

• Ensure that the Master List and public transport list (if doing a public transport pickup) is given to the Node Lead/Event Lead to distribute to the correct volunteers and is not left unattended.

Registration Setup

• Set up a name tag station

  • Set up a table with adhesive name tags and coloured textas

• Set up for streaming quiz (if your node does streaming quiz)

  • Designate a streaming quiz area

  • Put the streaming quizzes in this space

  • Put the different colours stickers in the space

  • If you have posters that identify the space (or indicate that parents should not do the quiz) put them on the walls around the space

Welcome/Morning Games Room Setup

• Put bingo sheets near the entry in the room where the welcome address will be

• Put pens in the room with the bingo sheets

• Turn on the computer that will be used for the projector

• Load up the Presenting page for your node using the following pattern: https://www.girlsprogramming.network/<NODENAME>-presenting
  eg: https://www.girlsprogramming.network/sydney-presenting 

• Open the Start of Day slides, put them in presenter mode

After lunch materials (For Computerless Games and Mentor Hangz)

• Separate out any print outs for computerless games from the rest of the printing, put these aside (in the area computerless games will be in, or in another holding area)

• Collect any stationary and other resources (eg. playdough) that will be used for the Computerless Games and put them with the printouts for the activity.

• Separate any prize lollies that have been purchased for Computerless Games from the other snacks. Put these with the other Computerless Games resources. 

• Separate Mentor Hangz example questions (if you decided to print them) from the rest of the printing and put them aside. 

Tutor Area Setup

• Set up a Tutor Check-In Table with enough chairs for your tutor greeters

• Wellbeing-Officer, Safety Officer and New Tutor Lead Lanyards 

• Put out name tags (whatever format they are in for you, could be adhesive, plastic pin on, or other). Have a few spare blank ones.

• Put out coloured textas and a few pens

• Place leadership hat box next to the table

• Place print outs of tutor sign-in list, room and roles allocations documents

• Collect any resources to go into the New Tutor Lead binder (Tutoring tips, copy of role/classroom allocations). Put them in the binder and leave at the tutor desk.

Lab Setup

This is the work to ensure all the resources are in the classroom for the workshop, and that all the technology is set up. This will be the longest part of venue setup and will continue throughout student registration. 

• Take all remaining resource (once that have not been separated out in other sections) to the area that lab setup will be based out of. The Lab Setup Coordinator will stay at this location and give instructions to other tutors who will travel between this location and the labs.

• Find the Lab Setup instructions for the Lab Setup Coordinator

• Find the door signs and blu-tac them to the correct room doors. 

• At the base location, create a pile for each classroom including:

  • Documents for the Room Lead

  • The right amount of any printouts of student materials or tutor materials for each classroom

  • Pens

  • Blank paper

  • Fruit and snacks

  • Any posters for the walls (e.g. computer logins)

  • Any extra resources needed for the specific workshop as detailed the Lab Setup Instructions for this workshop.

• Transfer each pile to the appropriate room

• Turn on the presenter computer

• Go to the page for your workshop using the following pattern:
  https://www.girlsprogramming.network/<CITYNAME>-workshop
  Eg: https://www.girlsprogramming.network/sydney-workshop 

• Turn on the projector and ensure it shows the presenter computer

• On each student computer (unless BYOD):

  • Turn on 

  • log in

  • Open workshop link (as above)

  • Open the Welcome Slide

  • Put the slide in presenter view 

• Lab Setup Coordinator completes a check of each room to ensure it is set up as specified in the instructions.