Logistics:Venue Checklist - Revision history

Wikiadmin: /* Security */

2023-07-04T20:55:25Z

Security

2023-07-04T20:54:39Z

2023-05-28T15:09:21Z

Flexible dining options

2023-05-28T15:08:04Z

Things to obtain for venue comparison

2023-05-28T15:07:34Z

2023-05-28T14:46:43Z

Participant experience

2023-05-28T14:46:15Z

Participant experience

2023-05-28T14:45:39Z

Participant experience

2023-05-28T14:42:14Z

Participant experience

2023-05-28T14:34:10Z

@@ Line 112: / Line 112: @@
 ==Security==
-When security needs and event threat model dictate:
+When security needs and event threat model dictate, is the venue willing to discuss and support security needs, including:
-* Is the venue willing to discuss and support security needs, including:
+* Supporting anonymous/pseudonymous participation?
-** Supporting anonymous/pseudonymous participation?
+* Genericizing any event signage?
-** Genericizing any event signage?
+* Limiting access to the meeting room?

@@ Line 10: / Line 10: @@
 ** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
 ** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
 ** No columns in the main meeting area that block views across the room
 * Permission for organizers and participants to reconfigure the space by moving chairs around during the event
@@ Line 32: / Line 34: @@
 ==Flexible dining options==
 * Ideally meals happen in a different location than the main meeting room
 * Meals should not require setup/take-down in the main room or in other critical meeting spaces
 * Buffet-style or boxed serving is preferred over plated/seated serving
@@ Line 40: / Line 43: @@
 * A stage of speaker platform
 * Any setup or arrangement for "panels"
 =Things to obtain for venue comparison=
@@ Line 105: / Line 109: @@
 *** Ask even though the venue is not highly like to know the answer very far in advance :)
 ** These factors have wrecked events in the past.

@@ Line 34: / Line 34: @@
 * Meals should not require setup/take-down in the main room or in other critical meeting spaces
 * Buffet-style or boxed serving is preferred over plated/seated serving
-* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker
+* For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker
 =The following are not needed...=

@@ Line 50: / Line 50: @@
 ** Do participants have to sign in or pass through any security to enter?
 *** Is any biometric data collected (including pictures)?
-*** Are there security cameras in the space?
+** Are there security cameras in the space?
-**** If so, where and how is the data stored? How long is it kept, etc.?
+*** If so, where and how is the data stored? How long is it kept, etc.?
 ** Is it easy to go outside for a smoke or fresh air?
 ** Are there other access protocol considerations?

@@ Line 50: / Line 50: @@
 ** Do participants have to sign in or pass through any security to enter?
 *** Is any biometric data collected (including pictures)?
 ** Is it easy to go outside for a smoke or fresh air?
 ** Are there other access protocol considerations?
@@ Line 103: / Line 105: @@
 *** Ask even though the venue is not highly like to know the answer very far in advance :)
 ** These factors have wrecked events in the past.

@@ Line 99: / Line 99: @@
 * External noise issues: Additional questions we have learned the hard way to ask...
 ** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
-** Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?
+** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
 *** It is useful to find out if e.g. a new big building is going up nearby
 *** Ask even though the venue is not highly like to know the answer very far in advance :)

@@ Line 97: / Line 97: @@
 *** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
 *** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
-* External noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
+* External noise issues: Additional questions we have learned the hard way to ask...
-** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
+** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
-** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
+** Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?
 ** This has wrecked events in the past.
 * Are there security cameras in the space?
 ** If so, where and how is the data stored? How long is it kept, etc.?

@@ Line 56: / Line 56: @@
 =Other considerations=
-==Costs==
+==Costs and related policies==
 * What is the base cost for the venue?
 ** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
@@ Line 65: / Line 65: @@
 * Are there any fees for internet access?
 * Are there any other potential costs we should be modeling or anticipating?
 * Are any discounts provided to nonprofit/NGO organizations?
 * What forms of payment are accepted?
@@ Line 74: / Line 80: @@
 * Is there a fee for using non-approved caterers?
 * Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)
 ==Transit==