CodeAcross Event Planner’s Checklist

IPA CONE MONTH BEFORE

• Venue secured including Tables, Chairs, WiFi Access
• Sponsors contacted and secured. CfA offers some financial help, but you’ll likely want an

in­kind sponsor for venue, food/beverages and prizes.

• Event registration created in Meetup or Eventbrite or kktix!
• Link to event placed on your Brigade site and emailed to hannah@codeforamerica.org
• Begin promotions. Link to event in FB Groups, Twitter status updates, local dev forums and

other sources.

• Begin assembling a team and assigning event roles. Roles might include hackathon judge,

emcee, facilitator, registration coordinator, photographer, etc.

TWO WEEKS BEFORE

• CodeAcross Posters printed and dropped off at local businesses and coworking spaces

• Food and beverage secured. A good rule of thumb is 2­3 pieces of pizza per attendee.
• Audio visual secured (as needed). Microphone, data projector, speakers might be needed if

you’re explaining a series of hack challenges or you want to demo all the on­site hacks.Extra

power strips will almost definitely be needed unless you’re holding it in a co­working space.

ONE WEEK BEFORE

• Send reminder to attendees. Include directions, transit and parking info.
• Confirm with photographer and/or videographer.
• Do a dry run through with your emcee. Provide script if needed. Definitely provide list of

sponsors for recognition.

• Food and beverage secured. A good rule of thumb is 2­3 pieces of pizza per attendee.

DAY BEFORE

• Print on­site signage for parking, bathrooms, WiFi password, event hashtag

• Print registration sheet and badges. Keep some extras for drop­in attendees.
• Send reminder and note to on­site volunteers offering a breakdown of the day and their duties.

AT THE EVENT

• Arrive early to set up registration.
• Offer on­site volunteers with day’s program, important cell numbers and locations of bathroom

etc.

• Say a few words to welcome attendees and establish a Safe­Space
• Photograph and take notes on event ­­ especially any final demos. Submit to Code for America

Tumblr.

• Thank sponsors and attendees on stage.
• Thank sponsors and attendees via email and include links to photo, video, media.