2025 Q1 Event - Venue & Parking

[allella]

• Confirm venue host is available
• Confirm ample parking
• Confirm reservations for the rooms / space before announcing the event on Meetup.
• Reserve for at least an 90 minutes before and after the event to allow for setup and breakdown.
• Confirm Wi-Fi availability
• Confirm if there are outlets and plan for where to put any high draw appliances to avoid overloading breakers
• Connect with the venue about availability of cleaning items, like vacuum or dust pan and broom, paper towels / sponges / rags, cleaning sprays for cleaning up the food area, scrub brushes and dish soap, trash bags
• Confirm with venue availability of any needed appliances (refrigerators, freezer, microwave, ovens and oven mitts, dishwashers)
• Confirm with venue availability of any needed TVs, audio / video equipment, power cords, electrical outlets, whiteboards / markers / erasers, podiums, time clocks, audio speakers, projects & screens.
• Take photos of the space and figure out a layout for talks, food, socializing, check-in area, entrances and emergency exits, restrooms
• Prepare directions for parking and getting into the location. OpenWorks has a detailed page for guest access
• Check for and announce any road closures, special events, events at The Well or baseball stadium, that may impact parking or getting to the event. Pass this along to the Promotions lead to be announced to attendees
• Confirm with the venue and security, emergency exits, fire extinguisher locations, emergency protocols