Event planning for O-Day 2020, and notes from O-Day 2019. For ideas and notes from previous years, see [[ODay2008]], [[ODay2007]], [[ODay2006]], [[ODay2009]], [[ODay2010]], [[ODay2011]], [[ODay2012]], [[ODay2013]], [[ODay2014]]. <> == Important Info == * O-Day 2020 is on '''Friday, 21 February 2020''', starting at 10:00am. * Cars will only be allowed onto the oval until 9:30am, so if using a car for transporting stuff make sure it is packed and ready to go in time. * Arrive at 8:00am for setup - it's early, yes, but UCC has a lot to do and your help will be really appreciated. * Check the weather forecast, and don't forget hats, sunnies and sunscreen! * Forecast is: Maximum 36C, partly cloudy. Winds easterly 25 to 35 km/h becoming light in the late afternoon. * Sun protection recommended from 8:40 am to 4:00 pm, UV Index predicted to reach 11 (Extreme) * 2019 stall was A21, 6x3m and near the Maths building. == T-shirts == * We have a number of polos still available, these will be for sale at the stall * Door members may borrow a polo, but buying them is encouraged! Support the club! * Bring a bunch of coathangers to put the shirts on display. == Grabbing New Members == * Arrange new-member escorts to the room - the bottom of Cameron Hall has a distinct "you're not supposed to be here" feel, and it would also give the new members a friend right off the bat. * Make sure someone is available to keep the room open and talk to new members should they go there on the day. * Try to find at least one wheel member to help with edge cases, otherwise door / committee should be able to take care of everything. * Either team up with other Cameron Hall clubs for BIG A2 signage on doors and ground outside or go it alone. * Remind people they get $5 of dispense credit with a new account and show them how to use the vending machines. == Posters == * Signage leading from the Guild Reception all the way to UCC would help freshers find the place. * Posters need to have the UCC name on them in an obvious way, rather than just being you-beaut pictures - it would be nice if poster designs were consistent, you can get the UCC logos from [[https://github.com/UCC/Branding]]. * Have some information around the stall - try to get at least a few A3 posters with basic info such as our O-day wifi password, Discord links, what we do, upcoming events, etc. == Marketing Spiel == * UCC is older than the Department of Computer Science - 46th year in 2020. We are also older than the first UNIX users group, the Homebrew Computer Club and the Chaos Computer Club. * Cool stuff: * Internet coke machine - first one in Australia! (And the Southern Hemisphere) * Snack machine that not only gets us snacks using a smartcard, but also gets us into the clubroom * Clubroom - dozens of different sorts of computers. Eat your e-mail, read your lunch. Our clubroom is open more often than any club on campus. * Access to webspace, e-mail, computers to experiment with, fully stocked projects bench with tools * For CS students: an excellent way to get exposure to the stuff you won't get taught. * Also, good place to organise with other smart people * For non-CS students: a chance to play with the kind of equipment you only see in university and corporate environments. * Good place to go for general computer help * Gamers as well - LANs etc * Not just a student club. Plenty of interesting people around * People working on Mozilla, GNOME, Flock, Songbird (Yakk's still old guard, right?), Linux, Avahi, plenty of other stuff * We should down play this. UCC '''is a student club''' first and foremost. * A social club, too - our myraid events like LAN's, programming comps, dinners, quiz night, pizza nights, movie nights * Close relationship with other CH clubs - but you don't have to join them all * Begin today by going up to the club, and come to Fresher's Welcome Pizza Night next week and AGM shortly after == Things to show off in the stall == * HTC Vive (if it works, which it usually doesn't) * Oculus Rift * Fancy Wireless Link * Old things - floppy disks, DEC terminals, ... * Member projects? == To Do == === Well beforehand === * Check that the marquee is still functional - it is stored in a box on top of the machine room, has a number of white metal poles and plastic joiner pieces. * The marquee can be set up as a 6x3m enclosed space. The roof and walls are not very good at blocking light so things like the Vive will probably not work inside very well or at all. * Room cleanup * Prepare and print the Fresher Guides (100-150 copies should be enough - ask at Uniprint a few days before or go to Officeworks). * Check that the signup system is functional and people know how to use it - either [[https://portal.ucc.asn.au]] or print paper membership forms. * Design and print membership stickers * Make posters for the stall * '''Find volunteers to help set up and run the stall''' * Recommended 6 people to help with setup, 3 to hang around to run the stall during the day and 6 to pack up, and 1-2 people to stay in the clubroom. * Find someone with a car to help move stuff from the clubroom to the oval * Test the technical setup you will use - wifi antennae, hardware, software configurations etc. * Find a sufficient number of computers/laptops/tablets with ''bright screens'' (sunlight is annoying) and working wifi for people to sign up on (if doing signups online) === The few days before === * do a snack run, the machine has to be absolutely full * print posters * check that the signup system is still working * Check that you have enough tagged electrical cables for the stall - Guild is sometimes quite fussy. It will usually be possible to get equipment tagged the day before, something like $3 per cable. * check machines are all working, upgrade whatever needs upgrading, clear big/old cached user profiles * Check that the network stuff still works and you haven't lost anything - get a box for all the cables and stuff you need to take down. * If setting up the Vive - make sure that you can log into the machine you are using and that Steam and all drivers are set up. * Remind volunteers what they are doing and check that you still have enough people to set up and run the stall. === On the day === * vacuum clubroom * set up tables, boards, and marquee * Collect any applicable equipment (such as tables and chairs) from the Guild * make sure you reserve a computer for committee to add new user accounts with * set up posters, banners * make sure posters are up that lead from guild reception to UCC CategoryEvents