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| external:spot-atrium:events [2024-03-06 11:36] – Julien Delisle | external:spot-atrium:events [2024-04-17 07:50] (current) – [4. Things to be managed with the SPOT team] Julien Delisle | ||
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| - | ====== Here is a quick procedure to follow | + | ====== Here is the procedure to follow to organize |
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| Note: the atrium of the SPOT can only be booked by [[https:// | Note: the atrium of the SPOT can only be booked by [[https:// | ||
| - | ==== 2. Announce your event at mediacom-events ==== | + | ==== 2. Announce your event to mediacom-events ==== |
| - | If the SPOT is free for your event and booked, you then must announce | + | If the SPOT is free for your event and the SPOT team booked |
| * Link to announce your event : [[https:// | * Link to announce your event : [[https:// | ||
| * Important information related to organizing events at EPFL : [[https:// | * Important information related to organizing events at EPFL : [[https:// | ||
| - | ==== 3. Things to be checked | + | ==== 3. Things to be managed |
| - | Mediacom | + | Mediacom |
| - | * You will need to provide them details such as the number of guests, the schedule, a plan of the events (where will you have the chairs, stands, tables etc..) | + | * When you announce your event, a ticket (service desk) will be open and will be able to exchange with mediacom event via this ticket. |
| - | * Mediacom will provide you a contact | + | * the number of guests, |
| + | * the schedule, | ||
| + | * a plan of the events (where will you have the chairs, stands, scene, tables etc..) | ||
| + | * to create the plan you can check [[https:// | ||
| + | * Mediacom will provide you a contact | ||
| - | For the following you need to ask them and be proactive: | + | For the following you need to ask mediacom event proactively, they can provide you with (if you ask) |
| - | * Mediacom can provide you with furniture such as chairs, elements to build a scene, specific aperitif table | + | |
| - | * Mediacom | + | |
| - | * Mediacom can provide you the contact of ISS, a private company that can help you to set up your event and clean the atrium after the event. **CAREFUL - this service is quite expensive (around 1500CHF.- per event) ** | + | |
| - | ==== 4. Checklist | + | * furnitures such as chairs. //Note that at SPOT **only 25 chairs** are available, usually this not enough for big events, you are responsible to check with mediacom events to get additional chairs and to bring them at SPOT (and bring them back after the event)// |
| - | Because the SPOT is a makerspace, it is important to manage prototyping activities and event related activities. Here a timeline of what you can check with the SPOT team: | + | * elements to build a scene, same as chairs, where to get them and where to bring them back? |
| - | 1. | + | * specific aperitif table, same as chairs |
| + | * support for audiovisual requests by putting you in relation with the audiovisual service [[https:// | ||
| + | * A contact of ISS, a private company that can help you to set up your event like | ||
| + | * bring furniture before the event | ||
| + | * clean the atrium after the event including bringing back the furniture. | ||
| + | * **CAREFUL - this service is quite expensive (around 1500CHF.- per event) ** | ||
| + | |||
| + | |||
| + | ==== 4. Things | ||
| + | Because the SPOT is a **makerspace**, it is important to manage prototyping activities | ||
| + | - How to stop prototyping activities and transform the atrium for your event (while disturbing as less as possible the users of the makerspace): | ||
| + | - How to display videos/ | ||
| + | - the screen at the entrance in front of the info point | ||
| + | - the vertical screens - the totems | ||
| + | - for the big screen you need to check with the SAVE (see above) but the MAKE team can provide advices as well (not as detailes as the SAVE) | ||
| + | Here is a typical | ||
| + | - Organize a meeting with Julien Delisle one week before the event to discuss final details | ||
| + | - The day of the event | ||
| + | - Max 6 hours before the event you can already install the scene in front of the big screen and test the big screen and the microphones with the audiovisual service. **Please do not move around workbenches dedicated to prototyping activities at this point**. You can already display on the smaller screens what you want and make tests | ||
| + | - Max 4 hours before the event you can bring the furniture you will need and store it at the entrance of the SPOT. Ask at the info point where to store the furniture (chairs, tables etc..). **still do not stop prototyping activities at this point** | ||
| + | - 90min before the event and with the OK of Julien Delisle or Simon Lütolf (atrium manager), you can stop prototyping activities, move away the workbenches and put in place the chairs, stands an other furniture according to the plan provided to mediacom event | ||
| + | - After the event, put back the atrium following the organisational plan displayed on the walls of the atrium. Bring back the borrowed furniture accroding to the info provided by mediacom event. The next morning, prototyping activities should start as the day before | ||
| + | |||
| + | ==== 5. Last advices and useful links ==== | ||
| + | - Make a retroplanning of your event | ||
| + | - Make a list of material you will need and proactively ask mediacom to have access to it. If you do not ask for it proactively, | ||
| + | - If you want, here a {{ : | ||