Check-list for Europeana Roadshow– suggestions for 1-2 weeks before

------

1-2 weeks before

Done / What / Who / Comment
Finalise list of staff and staff rota
Arrange staff name badges
Write and circulate staff briefing notes
Ensure documents to be printed/photocopied are available and in right format/language
Print/photocopy documents (see separate list)
Write information sheet for staff to be finalised later and handed out on the day see below for content)
Check (and fix) books of tickets. Make sure ‘colours + numbers’ are unique (so there is only one ticket ‘pink no 27’). If using tickets for both visitors (queue number) and objects (object numbers), make sure they cannot be confused (so different colour, format, or number sequence)
Check that all relevant websites are advertising the event (and have the correct information): your organisation, venue, organisations above or under yours (head office, sub-department, etc), related organisations (sister museum, other libraries, historical societies, etc). Local authorities (including tourist information, ‘What’s on’, event calendars, etc)
Check digitisation equipment – spare batteries, chargers, memory cards, USB pens/hard drives f back-up
Write and print local instructions/’cheat sheet’ for each station (if used) – scanner, photo, interview, other
Arrange stationery (pens, staplers + refills, blank paper, scissors, etc)
Make sure you have enough plastic wallets and boxes/trays (if not, fix)
Check staff refreshments arrangements
Refreshments for visitors. If providing, make sure arrangements are in place. If not, make sure any venue café or similar has been told about event and are prepared. Have some water available for emergencies.
Sweets for visitors – you may want to have some at Welcome desk/interview stations

Venue-related

Check (again):

Done / What / Who / Comment
that tables, chairs, dividers etc will be available as agreed
that display cases/boards are available as agreed
where other equipment will be available on the day (first aid box, cleaning tools, spare light bulbs,
with local support staff that all is in order + who will be available during event (IT, venue, security, care taker, cleaners)
arrangements for opening up and closing venue (do you need keys for internal doors?)
that you know the security/emergency/evacuation procedures of the venue
arrangements for car parking on the day (staff and visitors)
that event is advertised at venue: posters on notice boards, PR material on display, website updated

Printed material to prepare

Done / What / Who / Comment
Contributor forms
Licence terms
short versions used on website in LARGE FONT (one for each interviewer station + some at welcome desk). Can be laminated/placed in plastic folder if only ‘reference copy’
Licence terms
complete version (from or corresponding page in other language)
Digitsation list – one per contributor (available at each interview station)
(If used) list of interviews – for interviewers to record brief details about each interview
Digitisation list for co-ordination desk – to record where each object is
Registration list – for Welcome desk (to know how many contributors + be able to call name of next person to be interviewed)
Project information and PR (leaflet, postcard, any other relevant info)
Related PR material (if used), for example from venue, associated groups and societies, etc
Donation forms (if used)
Staff information sheet (a short list of the information staff need to have ready). Such as:
  • Whom to contact in case of emergency (incl. mobile phone)
  • Whom to contact with questions (incl. mobile phone)
  • Staff room for storing bags, coats, etc
  • Refreshments (arrangements for lunch)