Admin WG
Venue Lead
Role description
Note: This position requires a someone who can speak Thai.
Before event:
- Does preparatory work for selecting a venue.
- Includes screening venues for suitability, reporting to the organising group about the facilities
- Finding out the pricing.
- Reserves the venue
- Keeps liason with the personnel who runs the venue.
- Assists the sponsor recruiter with information about exhibition space and space for advertising materials.
- Helps with booking of extra space for sponsors.
- Ensure registration, financial aid, green room, caterer, coffee,
During
- Is main contact point for any issues concerning the venue.
- Assists sponsors having exhibition space and advertising space so that they get properly set up and torn down.
- Ensure all technical issues are running smoothly and co-ordinate with Tech Lead.
After
- Checks and approves the bill from the venue.
Guidelines
Setting Up Your Venue
PyCon Thailand has been working around with 3 tracks and so far it seems reasonable comfortable for the event.
Format: 4 keynote talks ( in main auditorium) spread over 2 days and thereafter split into 3 breakout sessions.
Main auditorium: The main room needs to hold a bit more than the expected attendees and is used for keynotes, this room should normally take at least 250 people. For 2020, we'd liked this to take 500 people.
Smaller rooms: 1-3 smaller rooms are needed for talks after keynote sessions. These rooms usually need to hold at least 100 people, depending on the number of tracks. We often use the main auditorium for one of these and schedule the more popular talks to take place in there. For the other rooms, we liked these to take about 150-200 people each.
Hacking/meeting areas: People like to hack, meet and talk during breaks or when they are not watching a talk. It is good to have a foyer with tables, chairs, plugs and wired internet and one room for quieter meetings (big enough for 40 people), but a number of rooms will do if there is no open space available.
Green/Press room: Speakers and Press need a quiet room where they can go to write up their reports.
Staff room: Your volunteers will need to chill. This can also be a safe place for them to lock up their valuables.
Sponsors' room: Try to find out if there is a space available for the sponsors to store their promotional materials etc.
It is best to set up the merchandise stand, information desk and auditoriums the day before the conference starts.