Site Host Checklist
Ideally your space is a community space– at a library, school or university, maker-space, community center, etc. The space must have …
- good WiFi or some way of connecting to the Internet
- power outlets
- designated computer with video screen for video conferencing (if possible)
- (OPTIONAL) Refreshments such snacks, coffee or tea, and water.
What to do two weeks before the Sprint
- Setup Vidyo conferencing: download software, setup accounts. Instructions here.
- Come to Site Host office hours/test your vidyo connection (as needed). Schedule here.
- Set up communication channels! Log into our Global Sprint Gitter Chat.
- Blog, post, and/or tweet about the event. Include the registration link for your site’s registration page. Template tweets are here
- Send email invites to any list-servs you belong to, forward to campus or student groups, local meet-up groups. Also invite to specific people you think might be interested. Use these templates for communications
- Print signage or flyers:
- (OPTIONAL) If you are providing food, plan what you will bring, and where you will get it.
What to do one week before the Sprint
- Email participants through Ti.to with directions to the location and any additional logistics requirements. When you registered your site, you should have received a Ti.to log-in with instructions for managing your event. If you don’t have this, let us know via the Global Sprint Gitter Chat.
- If you do not have computers in the space, remember to encourage participants to bring their own laptops (if available)
- Come to site host office hours, and test Vidyo Conferencing. Schedule here.
- Post, tweet, and/or blog about the event! (include registration link for your site registration page if you still have spaces available). Again, you can use our pre-written posts.
- Send a last round of email invitations and reminders; let participants know about the INtro to Sprint Participation calls Info on those calls is here.
What to do the day before the Sprint
- If possible, print off list of participants from your Ti.to registration site, so you know who to expect and can check people in as they arrive
- Print signage: posters, Participation Guidelines, name tags as needed to bring to the Site (see links to printable materials above).
- Test network access - confirm WiFi name and password for your site
- (OPTIONAL) Check in with food suppliers, if providing
What to do the morning of the Sprint
- Put up signage (see links to printable materials above)
- Get connected on the Global Sprint etherpad
- Post Wi-Fi network information in the space
- As they arrive, check-in participants via Ti.to registration site, or on printed out list to transfer to Ti.to later.
- Greet participants as they arrive, make sure they feel welcome! Show them around
- Make introductions among all participants
- Help participants get set up on Wi-Fi, direct them to the Gitter Chat
- Be sure to point out your Participation Guidelines / Code of Conduct and ask them to review it.
Check In Set-Up Instructions
Check in your participants! if possible, PLEASE use Ti.to’s check in feature:
- In the main Ti.to admin page, under Features, select Check Ins
- Create a New Check in List. Give the List a title (GS 2018 + your location is fine).
- Ensure that boxes for Global Sprint Ticket (or any other ticket types you created) are checked. You do not need to check any of the boxes for “Included Data.”
- Save the Check-In List. It will appear as an item in the list of Check In Lists at left.
- Click on the list you created. Chose the “Check in Online” option at right and either click the blue arrow or copy paste the link to your list.
- Keep this page open in a tab throughout the event. When a participant arrives, click on their name, and then click the big blue “check in” button in the pop-up window
If you don’t have a laptop or computer available for check-in, you can:
- Print a blank Check-In list from Ti.to(scroll down below the “Check In Online” option for a button to generate this list) to use at the door
- Create your own sign-in sheet on paper, and take down people’s names/emails as they arrive
What to do during the Sprint
- Make connections and introductions between Sprinters who may have similar interests
- Be available to answer any questions that come up about the site (wi-fi, restrooms, food options nearby, etc)
- (OPTIONAL) If you are providing refreshments, such as coffee/tea or snacks, put out fresh drinks or snacks periodically
- Tweet or post about the Sprint at your site as it happens! Let everyone know what’s going on!
- If you are connected to our Vidyo room, check in during the Check-in/Demo session in your time Zone to share projects and progress. See the schedule on the Global Sprint etherpad
What to do at the end of the Sprint
- Thank all participants for coming
- Encourage participants to complete the post-sprint survey (coming soon!)
How to follow up after the Sprint
- Create a blog post about the event at your site. Share what projects you worked on, who was there, what you accomplished, and any event highlights.
- Tweet or post a link to your blog post with the #mozsprint hashtag.