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MITCNC Annual Meeting Organizers page

Neerja Aggarwal
Last edited 21 seconds ago by Bryna Lee

Items tracker (if it’s not listed here, it’s not coming):

Serena :
signage
registration lists
swag
supplies bin
lunch
Costco drinks
liability forms for kids room and pens
raffle tickets and prizes
whiteboard markers (4 total, 1 for each breakout room)
breakout room session slide printouts (15)
agenda slide printouts (15)
Thank you gift for Shishir
Alexander :
QR codes for volunteer signups
Neerja :
Nintendo Switch for Juniper with game
laptop and charger for Grand Oak presentation
boba for new alum reception (will be picked up by my cousin during the meeting)
Ed Tau:
Settlers of Catan
printout for your fireside chat questions
water for kids room
Bryna
Gaming for kids room
Switch (Neerja)
Games for kids room
Mini air hockey
Board games (TBD)
Outdoor games
Ping pong paddles and balls
Bean bag toss
Jenga
Tic Tac Toe
Ring Toss
Yard dice
Bocci ball (LAAC shed-get key from front desk)
Stomp rocket
Launcher
Paper
Tape
Scissors
Arts & crafts
Pumpkin decorating
Mini pumpkins
Googley eye stickers
Pumpkin face stickers
Halloween stickers?
Sharpies
Organizer/container
Pumpkin sticker decorating
Halloween temporary tattoos
Tattoos
Baby wipes
Halloween pages
Printouts of Halloween worksheets (e.g., fortune tellers, mazes, word searches)
Markers, color pencils
Marker/pencil containers
Snacks for kids room
Water (Ed)
Juiceboxes
Granola bars
Popcorn
Goldfish
Rice Krispie Treats
Coolers
Ice packs
Snack buckets
Liability waiver
Print outs of liability waiver
Pens
Clipboard
LACC
microphones (2)
tables for alum business fair
chairs for grand oak
Unassigned:
back up bocci kit?

Setup tasks:

Grand Oak (neerja):
set up chairs
connect laptop to AV
set up alum business tables
grab 2 stools from Juniper for fireside chat
Get wired mics ready
Registration (serena):
set up table, swag, and registration list
MITCNC signage around LACC
Drinks
Kids room (bryna):
kids activities and snacks set up
liability forms and pens
Breakout rooms (alexander):
put breakout session printouts in each room
help track leads debug AV connection in rooms. (serena assist)

GDrive Resources:

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Planning notes
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Annual Mtg presentation
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Public-facing agenda
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Fireside chat questions
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Signup genius for volunteers
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Other:
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Alumni business fair list
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Breakout session sheet
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(obsolete)
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Annual Meeting Gdrive folder
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Neerja's Event Planning Tasks for MIT Club Annual Meeting
Category
Task Item
Due Date
Assignee
Status
Notes and Subtasks
Registration
7
Printout registration sheet
10/18/2024
Serena
Not started
Open
Set up registration table
10/20/2024
Serena
Day of task
Open
Execute registration
10/18/2024
Serena
Day of task
Open
Hand out swag
10/18/2024
Serena
Day of task
Open
​
10/18/2024
​
​
Open
​
10/18/2024
​
​
Open
​
10/18/2024
​
​
Open
Small business fair
1
Contact business and get commitments
10/4/2024
Ed Tau
Cory
Done
Open
Opening and Closing
3
Slideshow
10/18/2024
Neerja Aggarwal
Done
Open
raffle tickets and prizes
10/18/2024
Serena
In progress
Open
Fill in presentation and allocate slides
10/18/2024
Alexander Mouschovias
Ed Tau
Neerja Aggarwal
Done
Open
Breakout Sessions
4
Get volunteer signups
10/1/2024
Alexander Mouschovias
Done
Open
Check furniture arrangement in rooms
10/20/2024
Alexander Mouschovias
Day of task
Open
Order Lunch
10/18/2024
Serena
In progress
Open
Oversee Lunch and distribution
10/20/2024
Serena
Day of task
Open
Activities
7
Kids activities point person
9/26/2024
Bryna
Day of task
Open
acquire materials
10/18/2024
Bryna
Done
Open
recruit volunteers for help
10/18/2024
Ed Tau
Done
Open
assign volunteers task and lead activities
10/18/2024
Bryna
Done
Open
Member activities post-meeting
10/18/2024
Cory
Done
Open
New alum to area coordinator
10/18/2024
Alexander Mouschovias
Done
Open
​
10/18/2024
​
​
Open
Setup & Teardown
4
Print QR codes for schedule?
10/18/2024
Neerja Aggarwal
Not started
Open
make and bring bin for supplies
10/18/2024
Serena
Day of task
Open
Clear signage
10/18/2024
Serena
Day of task
Open
Print QR codes with volunteer signup
10/18/2024
Alexander Mouschovias
Not started
Open
Venue
3
Visit LACC
9/27/2024
Alexander Mouschovias
Neerja Aggarwal
Done
Open
Print signage or bring MITCNC signage
10/18/2024
Serena
Not started
Open
Final walkthrough - check AV in Grand Oak
10/18/2024
Neerja Aggarwal
Bryna
Serena
Done
Open
Publicity & Website
2
Add Ed & Serena photos
9/26/2024
Neerja Aggarwal
Done
Open
Send weekly publicity emails
10/18/2024
Serena
Done
Open
Misc
1
Recruit more volunteers for day of
10/18/2024
Ed Tau
Done
Open
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Items tracker (if it’s not listed here, it’s not coming):
Setup tasks:
GDrive Resources:
Neerja's Event Planning Tasks for MIT Club Annual Meeting
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