The Venue Coordinator books a venue for the workshop as well as the after-party.
Check out where we've held workshops previously here.
For coordinating a date with multiple people, we've found that Doodle is a great resource.
Also, be aware of other events that may conflict on whatever date you're looking into. Ideally the event shouldn't compete with other well-known events that would cause potential participants or TAs to have a conflict.
If such a conflict is unavoidable, try to make sure a similar conflict didn't occur in a recent event. "Did the last RailsBridge happen on Jogging Day? Try to avoid National Running Day for the next one."
Some places to check for events are:
- Public Boston Events: https://www.boston.gov/events
- Lots of many other Boston events: https://www.bostonusa.com/events/events-calendar/
- Jewish Holidays: https://www.hebcal.com/holidays/
- Boston Public School Calendar: https://www.bostonpublicschools.org/calendar#calendar1/20180509/month
- Cambridge Public School Calendar: https://www.cpsd.us/calendar
Find a workshop venue based on these guidelines. Work with registration to coordinate an end date for RSVPs (so we have time to finalize attendee lists for security and food planning, etc).
Find and book a bar/restaurant for our after-party at least a week in advance. See the guidelines here.
If the venue has building security, they generally require a list of everyone who will be attending the workshop (Note - Microsoft NERD requires 1 week ahead of time!). If so, do the following:
- Get a guest list from the Registration Coordinator. This should include:
- students
- volunteers (TAs, organizers, etc.)
- sponsors
- child care providers
- children?
- Send your venue Point of Contact the guest list. Also ask them ahead of time how to get on the wifi the day of the event (some venues like NERD require an event-specific password to be generated).