Meeting Checklist

Grand Unified Consideration List

Venue
- Contact info for venue
- Backup contact info for venue
- Security at venue: RSVP list
Signage to guide speakers, attendees, etc.
Food
- Venue sponsorship
- Delivery logistics
Audio/Video
- Does the venue have a projector?
  - Does the venue need to arrange it in advance?
Network
- Wifi
- Wired
- Does the venue have network that the PUG can use?
- Does that need to be arranged in advance?
Drink
- Does the venue allow alcohol?
- Make sure there's non-alcohol beverages
Seating
- How many can the venue hold?
Transportation
- Parking
- Public transit options
- Walk/bike/unicycle

Start at least 2 weeks before the meeting
Get a speaker
- Get speaker to write a topic and blurb
- Edit same
Get a venue
- Find out security/access arrangements for venue
- Record contact information for venue
Food
- Get a food sponsor, if possible
- Choose a food vendor
- Figure out drinks
Broadcast meeting details
- PUG mailing list
- FOSS and/or database lists nearby
- PostgreSQL Weekly News <david@fetter.org>
A/V
- Does the venue have a projector?
  - If not, arrange to have one brought.
- Check with videographer -- available? (Chris)
  - If not, check if someone else has video & audio recording.
- Check with streaming feed person (Dirk)
  - If not available, maybe set up alternate.

If there is a waiting list:
- E-mail all "maybes" that they have to confirm
- E-mail all "yeses" with a reminder.
Post details of streaming meeting, if appropriate
- Give to PWN

Attendees
- Estimate attendance numbers for venue and food budget.
- Bump all "maybes" if there's a waiting list.
  - Remember to switch RSVPs to manual.
Check to make sure speaker is still available
- Contact backup speaker if not
Check with venue to make sure they're ready
- If venue has tight security, send them a list of RSVPs.
Email out reminders to the broadcast lists
Confirm:
- at least one PUG leader
- food sponsor (if applicable)
- videographer
- streaming video person
- projector availability