CodeAcross Event Planner’s Checklist

ONE 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.