Planning & Running an Event

Planning An Event

TO DO

Running an Event

Setup

Location

If any part of your class generates fumes or smells, the class should be held in the woodshop for ventilation purposes.

Signage

Hacksburg has several forms of signage to help people find there way to our classes. These are: A-Frame Signs, Yard (Stake) Signs, and Laminated Signs.

1. There are two A-Frame Signs. One is two be placed near the parking lot entrance on Pratt Drive to guide people into the parking lot. The second A-Frame sign should be placed out back to guide people to the correct back door.
2. There are three yard signs. Once should be placed on the lawn "island" as soon as you come into the Garvin parking lot to guide people to the right. The second yard sign should be placed on the lawn "peninsula" near the corner of Garvin to guide people to the back parking lot. The last yard sign does not have a stake and is stored above the door in the laser room. The sign is typically based on the communications closet to guide people to the conference room.
3. There are multiple laminated signs.

• Entrance sign - Should be placed on the inside of the backdoor to guide people inside.
• Looking for Hacksburg? - Should be placed on the main front door in case people park up front.
• Rest Room Signs - Should be placed to guide people to the restrooms
• Arrow Signs - Should be placed to guide people to the class or event.

Map of where to place outdoor Hacksburg signage.

Unlocking the Door

The backdoor is locked on Sundays. You can use an Allen key to unlock it. This should only be done by a board member. If a board member is not there, use a door stop to prop the door open.

Checking People In

For stats purposes, people should be checked in through Zeffy. For more information, please visit this article on the Zeffy Help Center

Starting an Class/Event

1. Introduce yourself.
2. Welcome everyone and thank them for attending.
3. Make sure all attendees have been checked in.
4. Tell guests where the bathrooms and water fountains are. Also let them know we have soft drinks available for purchase in Hacksfridge.

Post-Event

1. Thank everyone for coming and we hope to see them again soon.
2. If the conference room was used, make sure the tables are put back in the standard arrangement.
3. Make sure the room is tidy, doors are closed, and the TV is off.
4. Take down all signs and place them back in their storage area.
5. Make sure the back door is locked and all the doors to the space are shut.

Sign Storage Area

• A-Frame Signs

• One sign is kept to the right of the server cabinet in the Laser Room.
• One sign is kept in the Fabric & Printing Studio (Suite 1500) in the nook next to the door to the storage room.

• Yard/Stake Signs

• The two with stakes are kept with the second A-Frame sign in the Fabric & Printing Studio (Suite 1500).
• The one without a stake is kept in the Laser Room above the door.

• Laminate Signs

• Kept in the Laser room in the black file holder next to the laser computer.