Local Keynote speaker

Purpose

The purpose of this type of event is to bring in speakers who can introduce students to new topics and expand on existing topics covered in the Nanodegree courses.

Audience

Anyone interested in the topic. Please contact Udacity staff help pull information about the number and contact information of Udacity students in your local area.

Planning

At least 3 Weeks Before Event

  • Reach out to other local students who’d like to help out. Arrange a time to plan the event
  • Decide on a topic. Here is a list of potential topics
  • Find and contact speaker
    • Clarify payment type (e.g. money, volunteer) Ask if any special equipment is required (e.g. AV setup, handouts, etc.)
  • Procure a venue. More details about finding the perfect venue here.
  • Determine time breakdown. Suggestion:
    • 0.5 hr
      • Sign-in/Socialize/Food
    • ~1 hr
      • Welcome (5 min)
      • Keynote Speaker
    • 0.5 - 0.75 hr
      • Q&A
      • Prizes/Closing Remarks
    • Last minute socializing
  • Advertise (strive for 1 wk before)

2 Weeks Before Event

  • Confirm venue at least 1 wk before
  • Arrange a meeting at 1 - 3 days before event w/ those helping out
    • Run through schedule
    • Assign responsibilities
  • Arrange catering or snacks
  • Procure required AV equipment
  • Determine if there will be prizes
  • Review sign-in form for both in-person attendees and remotes
  • Determine a Meet & Greet event (e.g. Scavenger hunt)
    • Be sure to make the purpose of the Meet & Greet event clear (e.g. do students get prizes for participating? If so, include instructions and prizes on the page to prompt engagement)
  • Create student-facing schedule for the day (e.g. on poster paper)
  • Prepare Welcome and Closing Remarks

Week of Event

  • Get any extra equipment
    • power cords, name tags, pens, whiteboard + markers, bell, etc
  • Confirm with venue time/date of event drives pens, etc.
  • Prepare venue for event
    • Get wifi password
    • Setup welcome table
    • Computers with sign-in form
    • Get Name tags
      • In addition to writing their names, ask students to include:
      • Which Nanodegree program
      • Current Nanodegree projects
      • Outside interest
  • Send out reminder email to attendees
    • EventBrite will automatically send a reminder to those who've picked up a ticket 48 hrs before the event
  • Print any handouts

Day Of Event

Before Starts

  • Arrive at least 1 hr before to finish setup
  • Assign someone as greeter at the lobby door or setup signs
  • Assign someone to help with sign-in form
  • Setup camera and AV equipment for presentation
  • Post up a student-facing schedule for the day
  • Start Hangouts on Air broadcast before the keynote speaker begins

During

  • Assign someone to facilitate mingling during the Meet & Greet
  • Assign someone to patrol the office (check no sneaky business is happening)
  • Take pictures! (We’d love if you would post in the forums to showcase your event and inspire other students)

After It Ends

  • Give yourself a pat on the back
  • Cleanup. Return any borrowed equipment

Day After Event

Complete these in the week after the event

  • Arrange a debrief with Udacity staff to gather feedback for improvements
  • Please fill out this form for Event organizers so we help make the next event even better!
  • Send out email thanking students for attending (see follow-up email example in Appendix)
  • Send an email thanking any breakout session leaders
  • Post pictures and share a summary of your event in the General forum topic
    • Pass on your knowledge and get other students excited about in-person events! (Example Post)