monthly-todo.md

30 days before

• announce save the date
• create event by duplicating previous
• create sponsor and reserved tickets
• email reserved codes to VIPs (fellow organizers, etc.)
• start sponsor solitications
• reach out to potential first-time speakers
• start search for musical guest

21 days before

• announce call for speakers
• finalize/announce musical guest
• order event tokens

15 days before

• announce impending speaker deadline

14 days before

• choose and merge accepted speaker pull requests (17:00)
• offer coaching to first-time speakers
• announce tomorrow's ticket release
• send reserved codes to rejected speakers
• send free tickets to accepted speakers

13 days before

• announce impending ticket release (09:00)
• create open admission tickets (10:00)
• confirm catering menu/amount

6 days before

• release second batch of tickets (10:00)
• confirm token delivery/pickup
• confirm event bouncers
• confirm/announce sponsors

1 day before

• pick up tokens
• announce event

day of

• announce event start
• announce how tickets and tokens work
• open credit card tab
• set up tables, chairs, cables, and posters (10:00)
• create intro slideshow (speakers, sponsors)
• put info slide on projector
• start introductions over lunch (12:30)
• replace empty coffee urns as needed
• give 30-minute warning to coworkers (18:00)
• break down tables, set up chairs (18:30)
• set up table for shwag, remaining food
• set up bouncers, open doors (19:00)
• set up musical guests (19:15)
• turn on A/C, open roof door as needed
• dim lights to prep attendees (19:25)
• start introduction (19:30)
• intro speakers, musical guest, fellow meetups, sponsors, sponsee
• explain code of conduct, thank supporters
• facilitate speaker setup (projector, etc)
• make sure musical guests hydrate
• retweet items of interest/relevance
• thank crowd, announce next date, head downstairs
• clean up chairs, errant glasses, trash, etc (22:00)
• collect cables, turn off projector/lights
• close tab, tip/thank bar staff (24:00)
• collect unclaimed tokens

1 day after

• reimburse expenses (stickers, nametags, etc)
• reimburse musical guest
• donate excess funds
• update budget.js
• announce sponsor/speaker/music/attendee gratitude
• announce speaker slide links, etc.
• reset site and bump date to next month
• GOTO 0