Event Management

This is document to help the staff manage all the events that happen at Xinchejian.

Regular schedule

1. Monday Evenings: --
2. Tuesday Evenings: XinCheJian Weekly Staff Meeting
3. Wednesday Evenings: Wednesday Open House )
4. Thursday Evenings: Helper Sessions
5. Saturdays and Sundays: Workshops mostly are held on these days

Breakdown for organizing events (presentations and workshops)

Initiate the event

• Find presenters

Schedule the event

• Make sure it doesn't overlap with anything else
• Confirm the schedule with the presenter
• Confirm equipment needed
• A workshop should be ideally booked at least one month in advance

Promote the event

• All text should be in both English and Chinese
• Get event description (promotional materials) from hosts (see Event description-guidelines
• Post event on XinCheJian website
• Post event on Weibo, Douban, twitter, facebook, etc.
• Update calendar

Registration

• Check registration to confirm whether the event will go no or not,
  • Minimum of 5 attendees is required.
• Send reminder email to presenter and attendees.

On-site coordination

• Before the event, make sure all necessary materials, equipments, tools are prepared
• Registration - make sure attendees sign up at the door
• Make sure the event goes smoothly
• Get feedback from presenter and attendees
• After the event, make sure the space is cleaned up for the next use

Follow up

• Send thank you email to presenter and attendees (depends on the situation)
• Send event survey
• Write post-event blog