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Organizer Checklist

Page history last edited by Balaji Sowmyanarayanan 13 years, 5 months ago

Organizer check list for upcoming Martin Fowler talk

Purpose of Meetup - Key takeaway for the participants are:

  1. One step closer to using/deriving max benefit from Agile Methods. What ever be the (Participant's)level of exposure/expertise to Agile methods.

  2. Networking.

  3. Message that community support is available for Agile Method usage.

Resources to be mobilized for the talk.

  1. Audio – lapel mic for speaker. At least couple of hand mic for audience.

  2. Snack and beverage counter.

  3. Registration desk paraphernalia like visiting card collection bowl, stationery etc.

  4. Seating arrangement, excess crowd accommodation.

  5. Projector, laptop, pendrive, etc for getting the slides projected.

  6. Wifi or wireless data modem for presentation.

  7. Wifi for participants, bloggers.



Volunteers to be mobilized

Welcome and usher in team – Also responsible for manning the phone to give directions for the lost at road. Directing the parking arrangement such that the vehicles are orderly.

Overall responsibility:



Registration desk – Handle the preregistered by ticking them and handle the walk in registrants. The r-desk team must be able to answer questions about Martin Fowler, other Chennai Agile activities, and direct participants to right organizer. Directions to the restrooms must be obvious yet further supported by the desk crew. Coordinate with ThoughtWorks for distribution of their material/ answer ThoughWorks related questions.

 Overall Responsibility:


Refreshment and beverages – Limited space and overwhelming participation makes this a potential choke point. The menu is to be simplified for fast dispensing. Spill and mess factors are also to be considered while freezing the menu. Ease of sourcing refills is also a consideration given the size of the turnout.

 Overall Responsibility:


Networking facilitation: As networking is a key takeaway offering, putting some effort to make the networking session interesting will be worthy. Tiny thematic game-exercises that demonstrate/refreshes Agile practices will be ideal.

Overall Responsibility:


Interactive Presentations: Settling people down, introducing the event, format of the event – question answer/interruption policy etc, intro of Martin, handover to Martin. Keeping time. Managing the Q&A, closing the Q&A. Closing the event.

Overall Responsibility:


Main Speaker Hospitality: Pickup and drop coordination. How about Speaker’s dinner plans?

Overall Responsibility:

Alternate Content in case of Main Speaker's indisposition: We need to be equipped and prepared for the contingency. Set of agile games that will make the experts rub-off their knowledge and experience to everyone present will be cool. Remember, we are asking the audience to entrust their valuable time with us, let us make it worth their while in every way come what may.

Overall Responsibility:


Photography, live blogging, and video shoot: Link love is the most important persistent take away for organizers and demos. Making them vivid will enhance the chances.

Overall Responsibility:


Engaging the press, media

Overall Responsibility:



Weather contingency: There might be rain. To be factored into planning.

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