Organizing Events at HSKL

This document describes the basic procedures of organizing an event at HSKL. An event can be:

• Meetup
• Workshop
• Presentation
• Working on a project
• A visit by external visitors, such as members from other hackerspaces
• Any events that bring benefits to the community

If you are a member and non-member of HSKL, please use this guide.

For Members

Before the event

Do this at least one week before the event

1. Email the committee members with the following information regarding your event:
   1. Name - a descriptive name for the event
   2. Description - a short description of the event
   3. Date and time
   4. Requirements - what are the requirements in terms of logistics (example: projector)
   5. Attendees - how many people will attend the event
   6. In short, follow the format of: What, When, Where, Who, Cost
2. Add the event to HSKL's event calendar. If you don't have access to the calendar, ask a committee member to do on your behalf
3. Add the event to HSKL's blog site. If you don't have access, ask a committee member to do on your behalf
4. Promote the event via HSKL's twitter - ask mel@… to do this for you
5. Promote the event in HSKL member's mailing list
6. Promote the event in HSKL public mailing list
7. Promote the event in HSKL's facebook group
8. Promote the event in relevant mailing lists
9. Get one of the keymasters to open the space for you (or get the key from one of the keymasters)

During the event

1. Come early to the space and make sure everything is in order
2. Before the event start, and once everyone has arrived, talk a bit about HSKL
3. Make guests fill up attendance form
4. Pass around the donation box
5. Take pictures!

After the event

1. Count the collected donation and hand the money to the treasurer
2. Make sure the space is clean

The day after

1. Make a blog post about the event
2. Post pictures to the blog and Facebook group

For Non-members

1. Contact the HSKL committee with a description of your event
2. One of our committee members will get in touch with you and will help to organize the event
3. Alternatively you can fill up thie  form
4. Once a committee member/HSKL member is assigned, he or she will help to organize the event for you