Event Prep Best Practices

Before the Event

Prepare a checklist for the overall event
Do we want to support?
Are enough people available and willing to help?
Can we get enough info ahead of time?
What is the technical setup? (Should at least have a booth or separate room, microphone, headphones, mixer)
Whenever possible, go through the listed sessions and try to get extra info on anything that's specialized or very new
- Speakers are encouraged to upload additional information to the file drop, use it! Get in touch with speakers early using email/mastodon/… (you can use this template)
- You can access uploaded materials on rescheduled
Align on hashtags and feedback channels
Prepare intro/outro speech
How many sessions will be translated?
How will the audience know that translations are available?
Have a clear photo policy and prepare signs to put into the cabin

Get contact details for the audio techs and program managers (who is responsible for content and translation management?)
Do an inspection round to check the setup
Do a sound check for each booth
Mark off an area in front of the booths to minimize disruptions (people walking, standing, or worst: interacting with the interpreters, very distracting)
Prepare a checklist for each session

Arrive early (10-15min is good)
If possible, check in with the speaker and/or stage manager. Ask speakers to remember to not go too fast.
Check in with the FOH, ideally set up/verify some sort of feedback channel
Verify sound setup, ideally do a quick sound check again
Go through the checklist (physical or virtual, but _check things off_)
Call up the session notes, glossary, etc.
Speak the Intro
Do the thing™
Take turns: One person interprets, the other takes notes, adds things to the glossary, etc.
Speak the Outro
Do a quick review after the session - what went well, what was challenging, anything to add to the checklist, anything to feed back to the rest of the team