Geek Prom 2009 Event Coordination

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Info

Basic

Time-Space Coordinates
June 13th, 9PM, Co-Prosperity Sphere in Bridgeport, Chicago
Main Info Page
http://pumpingstationone.org/geekprom
Blog Post
http://pumpingstationone.org/blog/2009/06/you-can-dance-if-you-want-to.html
EventBright
http://geekprom.eventbrite.com/

Science Fair Restrictions

The display should fit in the area inscribed by a standard foam-core science fair board. But it can be as tall as the ceiling. Your name and contact info should be somewhere to be found in the display. The amount of "science" involved is really up to you -- the public will be the judge, so if you want to wow them with artistry rather than geekery, go right ahead. If you have a physical object (like a model or sculpture), it too has to fit roughly inside the area of the foam-core board. The exhibit should be self-explanatory, so you don't have to stand by it and explain it to people all night.

IMPORTANT: Bring your display to the Co-Pro Sphere on Thursday June 11th after 6pm for early set-up. Space for your exhibit cannot be guaranteed the day of Geek Prom.

Q/A

Is it $10/$15 or $15/$20?
First price is for eventbrite, second is at the door.
Do PSOne members need to buy tickets?
All current members get free admission, but their dates must pay or be paid for.
Is it 21+ or 18+?
The event is 18+. People who want to drink will be carded. There will be a cash bar, run by Co-Pro Sphere.
Can we BYOB?
Please don't, but if you must, don't lug around a case of beer and sell it to people. That's just rude.
What bands are playing?
Thinman others TBA.
Who are the DJ's?
GAZEBO! and Liz Revision website
What are the prizes for Best-Dressed Couple and Science Fair Genius?
It's a surprise.
How should people dress for the event?
Dress to impress, be it in costume or otherwise.

To Do

Finalize Date

Press Releases

Sent by Julie.

Blog Post

Posted, but in an email, Nate suggested waiting to mention what will be available to drink, and who will be performing. Once we get that figured out, we might want to edit the post.

Promotion Teams

Printing Fliers

For now teams will have to print it out themselves:

Don't make more than you can hand out effectively - leaving stacks of them has very low payback (unless the person you're leaving them with is going to push Geek Prom, as well).

Street Teams

(teams, if you could, post when you're done and how you did)

  • Jordan / Eric - IIT
  • Jason / Jasna / Anne - UIC
  • Adam / Julie (maybe) - UoC
  • Nathan / Jeff / Eli / Sacha - Wicker Park, Downtown
Jeff and Sacha canvased Division Fest May 29th
Nathan has a friend who is celebrating his birthday by bringing "a shit load of people", canvassing this weekend as well as online promotions.
  • Dan / Jon / Anne - Pilsen
Dan/Jon/Anne canvased Pilsen May 10 (??)

Promotion Advice

(Quoting and editing Teddie)

The idea of the street teams is to get people excited about geek prom, not just interested. So before going out to promote Geek Prom, be sure that you and your partner is in an excited mood. Don't go places that you feel obligated to go -- go where you really want to go; places that attract you and other people for whatever reason; popular bars, music venues, local record stores, and parties -- especially parties.

Here are the major points:

  • Try approaching people you wouldn't normally approach (if at all). Having the Geek Prom fliers in your pocket is a great way to socialize and meet people. Try some different lines out, eg. "You guys going to the Geek Prom?", or "You have your outfit picked out for Geek Prom yet?" If you see a bunch of people you would like to see come, you should just go up and talk to them.
  • Note where you went, how many conversations you got into (roughly), and the general reception you got. We don't care how many fliers get handed out -- a conversation, even brief, has much higher impact.
  • Practice (or just do it naturally) giving out all the event features quickly - eg. "We're gonna have bands, DJ's, a prize for best-dressed couple, a science fair contest, a photobooth with a green screen..." Be POSITIVE AS HELL, but not disengenous (fake enthusiasm is easy to discern).
  • Get emails! We'll add them to the eventbrite invite list, and it'll guide them towards buying tickets, rather than having to search it out. Promise them we won't send out more than a handful of emails, and won't use their emails again (and we won't).

Please make a plan for this weekend and hit as many nightspots/parties/hangouts as you can (hint: don't drink more than one beer at each stop) and have a super brief report ready by next Tuesday (where you went, # of interactions, general feedback), so we can regroup and refocus the promotion effort.

Day-Of Volunteers

Event Coordinator

Duties:

  • Make sure that each position is being staffed on schedule.
  • Re-arrange volunteer schedule if conflicts arise.
  • Communicate needs to Runners
  • Make sure things start and end on time.
  • Handle problems.

Shifts:

  • Thursday Evening (initial setup at co-pro sphere)
Teddie Goldenberg
Nat Ward
  • Friday Evening (additional setup, tinkering)
Teddie Goldenberg
  • Saturday Evening (event proper)
Teddie Goldenberg
Nat Ward

Door Guardians

Duties:

  • Greet people cordially, but try not to get bogged down into conversations which will clog the entryway.
  • Let in people with their names on the list (pre-paid tickets, staff, PSOne members, and entertainment personnel), and check them off.
  • Hand out Geek Prom program.
  • Take money for admittance, record names and emails, keep the cash box totaled correctly.
  • Report the end-of-shift totals (# of pre-paid's checked off, # of cash guests, cash box total) to an Event Coordinator

The shifts will be 2 hours long each, for a total of 4 shifts. At least one person should be on each shift, and two preferrable.

Shifts:

  • 9-11
N.L. Witt
Jeff Kantarek
  • 11-1
Zane
Paul Mantz
  • 1-3
Ryan Neuman
Philip Boyle

Decoration Ninjas

On the Thursday before, at 7 pm, we'll be decorating the Co-Pro Sphere to enhance a prom-like atmosphere.

Duties

  • climb up ladders, move lights, affix decorations
  • move furniture

Shifts

  • Thursday June 11th 7-9pm
Nathan
nicky
open
Jeff - unless the tetris wall gets out of control

Tech Wizards

There's going to be some technical stuff happening. Someone needs to be on top of it. This isn't something that needs constant attention, but we need to have people on-call who AREN'T DRUNK.

Duties

  • Make sure all interactive or technical displays are functioning properly. Fix stuff that's broke.
  • Post images of couples with captions to web and run slideshow on projector.
  • Assist Dumptruck if he needs help or someone to watch the camera equipment.

Shifts

  • 8-12 (be there for set-up and some time beyond)
John Stoner
John Albert
  • 12-3
Avner Shanan
open

Master of Ceremonies

This person will make occasional announcements throughout the night, and present the science fair and best couple award. This person should be somewhat amusing and like talking in front of large amounts of people.

  • Duties: Must make sure to plug/mention all sponsors (American Science & Surplus, Smart Bikes, Liz McClean Knight Jewelry)
Eric Michaud
nicky (backup in case of mishap)

Schedule of Events

9:00

Doors open, photobooth and voting opens.
Liz's DJ set begins

10:00

MC Makes welcoming announcement

10:30

Liz's DJ set ends
First Band plays (30-45 minute set)

11:00-11:15

First Band finishes
MC reminds people to vote for Science Fair winner.
second band begins setup

11:15-11:30

Second Band begins (30-45 minute set)

12:00 (midnight)

Second Band Finishes
MC announces Science Fair winner, gives award. Reminds people to get their votes in for best couple before 1:00 am.
GAZEBO! DJ set begins

1:00

Photobooth and voting ends.
MC announces Best-Dressed Couple winner, gives award. Clear a space for them to lead the next dance.

2:00

Music eases up
MC warns of impending end of Geek Prom

3:00

MC announces the end of Geek Prom and tells everyone to leave.
Band and sound equipment is packed up and moved out. Initial damage control procedures.

12:00 pm Sunday

Clean-up crew finishes clearing out Co-Pro Sphere.

Contacts

  • Teddie 703.839.3219 - this is my cell.
  • ???
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