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FAQs -
Event Planning
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Written by David Provost
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Saturday, 31 January 2009 10:50 |
The annual Potluck Party is designed to bring together volunteers and the local MIT community to celebrate the holiday season. Attendees are supposed to bring a food item which is coordinated through SmarTrans - as people register, they indicate what they'll bring. The club pays for the venue and additional items like a baked ham, roast chicken/turkey, and other incidentals.
1. Pick a date and get a venue lined up by mid-November. Three on-campus venues that serve alcohol include The Muddy Charles, The Thirsty Ear, and the Faculty Club. The Muddy and the Thirsty Ear are the most likely bets. If these venues are used, clarify the issue of wrist bands to meet drinking age requirements and if it's OK to bring soda to the event or if soda must be purchased at the venue.
In the past, the Sky Room at 100 Memorial Drive has been used. Doing so requires the assistance of someone living in this apartment building.
2. Once you've picked a date and set up the event, you just need to make sure there's enough food for everyone. So, for example, everyone can't bring dessert, so if early registrations indicate lots of dessert, you can edit the registration form to eliminate that option. Meat entrees are often in short supply, so you'll probably need to ask officers to bring some.
3. Coordinate with the Alumni Association to make sure the event is registered with the MIT Campus Police.
4. Publicity is key, and messages should be sent to all alums in the Boston area, MIT10 alums, and young alums. Don't hesitate to copy & modify the prior year's text for SmarTrans, the event, promotional messages, etc. - it'll save you time & effort and ensure consistency.
5. Determine the event's duration early in the organization process. This event has varied from two hours to three hours.
6. Post the event on the club's calendar and any other calendars, including the Sloan Club's.
7. Print name tags and provide markers/labels.
This year's event description follows:
On Saturday, December 13, 2008, 6:00PM - 9:00PM, join us to celebrate the season at our annual MIT Club of Boston Potluck party. Delight us with your favorite potluck dish (appetizer, entree, bread, salad, or dessert), or for those who don't cook, perhaps something from your favorite store. Please bring an extra can of food with you to be donated to a local food pantry.
The party will be held at the new Thirsty Ear Pub and a cash bar will be offered. Please indicate what type of dish you plan to bring. We have limited space, so RSVP early to insure that we keep a place for you. This is a great opportunity to meet other members of the Club and/or to get involved and share ideas.
Guests are welcome, just register your guest when given the option.
The Thirsty Ear is now located at the northeast corner of Ashdown House, 235 Albany St. at the intersection of Albany St. and Pacific St. on the MIT campus. The e ntrance is through the courtyard.
Location: The Thirsty Ear is at the NE corner of Ashdown House, 235 Albany St., the intersection of Albany St. and Pacific St.
Contact: (this could be the organizer, the club administrator, other) |
Volunteer 
