Checklist

HackUNT Checklist #

This checklist is everything I can remember that needs to be done to make HackUNT possible.
This list is not in order it is just everything I can remember and will be added to as needed.

Hack UNT Operations #

  • Set up Typeform for Registration
  • Pick a theme for the event
  • Make Sponsor Packet ( Use Canva )
  • Make Sponsor Onboarding Packet
  • Pick a date for the event
    • Set up the event on Org Sync ( you will need to keep up with this and answer their comments. )
  • Website Operational
    • Create a new design for website
    • Create a Typeform on the website for registration
    • Use Vercel for Hosting
  • Logo / Design made for the event
    • Update last year’s logo
    • Send this logo over to UNT Marketing ASAP for approval
  • Find Food Vendors for the event
    • Saturday Lunch & Dinner
    • Sunday Breakfast, Lunch, and Dinner
    • Other food optional ( Latenight snack, Coffee, etc. )
  • Eagles Nest Funding ( Use this to pay for food/snacks. Try and get 4k. )
    • Apply for Eagles Nest Early!
    • You will need to pick up the order from their office at the Union on the 3rd floor
    • Stock toiletries in the bathroom
  • Set up Wifi for the Event
  • Set up Parking for the Event
    • There is an event registration form online
  • MLH ( At first I thought why then they made up for it at the event! )
  • Talk to shareandmakeaware.com aka Debug for a sound vendor, they have lights as well.
    • They helped with the stage, sound, and the event as a whole. ( Treat them well )
  • Get Tables from Engineering Department ( ask Cindy )
  • If the Org has members ask them to volunteer at set up and shut down
  • Grab green table cloths from Student Affairs at DP
  • Grab the Student Org lounge key from Student Affairs and return it the following Monday Morning

Items in storage #

  • Lights
    • Cubes, and Wash up lights
  • Signage
    • Pop-ups, wayfinding signs, parking signs
  • Power
    • Extension Cords, Power Strips
  • Metal Food stands
  • Excess T-shirts (should table them out in fall or use as game giveaways)
  • 20 extra hats from last year

Marketing #

  • Begin running Facebook Marketing ads at least 3 months in advance
  • Setup marketing at the Student union (signage, screens, tabling)
  • Contact all surrounding schools

Order List #

  • Order Snacks
  • Order Flyers
  • Order Badges
  • Order Lanyards
  • Order Drinks
  • Order Bathroom Stuff (mouthwash, etc.)
  • Order Lawn Signs ( If needed )
  • Order Stickers
  • Order Utensils, Plates, misc missing things the day of ( if needed )
    • Keep receipts and payout of HackPlus account if needed
  • Order T-shirts ( One month in advance minimum )
    • FINALIZE with UNT Marketing because they may want their logo on it
  • Order a stage from the Event Committee at UNT ( Sooner the better )
    • If there is no stage use a 5-star rental
  • Order Prizes
  • UNT Facilities Trashcans ( These are a blessing later ) x 10 were great!

Meetings that will need to happen ( Record all convos for your protection ) #

  • UNT Engineering Dept.
    • Know Angus, Liz, Lisa, and Cindy
  • UNT Computer Science Dept.
    • Dianna handles orders
    • Ask them to do something and help out ( money is nice )
  • Fire marshall walk-through
    • A power plan must be submitted ( Ask to use the one from 2022 )
    • Ronnie Dobbs
  • Walk with UNT Police Department
    • Officer Delong at Discovery Park
  • Event Risk Management
    • Andrew Niekirk is the important contact
      • You will need all Room numbers, Hall numbers, and Doors accessed
  • Event Safety Committee
    • Ngati Appolline is the important contact
      • Prepare yourself. Come fully prepared with information about the event it will greatly help you.
  • Eagles Nest
    • You will need to have a presentation of your event and why it is important. If you do well they will be more approving and receptive to help in the future.

Sponsors ( Per Sponsor ) #

  • Initial outreach
  • Sent Sponsor Initial Packet
  • Sent Onboarding packet
    • Challenge Finalized
    • Workshop Finalized
    • Prizes Finalized
  • Have at minimum 1 meeting a week before the event
  • Sent Finalization Packet
    • Send registration list
    • Thank you note from the team
    • Send Photos of Event

Event Safety Checklist ( Org Sync ) #

  • Food Vendors’ Health Permits
  • Food Vendors’ Insurance
  • Event Risk Management Okay of Event
  • Reserve Rooms k120, k110, and k150 for workshops, meeting rooms, etc.
    • You might want to rent out a room or two in the D Wing for hacker overflow
  • Reserve Hallways at Discovery Park
  • Get thumbs up from Fire Marshall
    • Ronnie Dobbs
  • President must give thumbs up to the event
  • Sponsor Point of Contact
    • Name, Email, and Phone Number
  • Registration List
    • Name, School, Email
  • Pay for Event Insurance ( approx $130 )