"Hunter does everything" is the failure mode. Every line below is a chance to release a worry.
| When | Task | Owner | Done? |
|---|---|---|---|
| Fri | Submit funding proposal to SWC hub (Mon AM) | Host | ☐ |
| Fri | 10 personal DMs · 5 UAA professor emails · 1 CS Club Discord reminder | Host | ☐ |
| Sat–Sun | Continue DMs · LinkedIn posts · social posts on schedule | Host | ☐ |
| Mon | Vendor recon calls (Sorrento's + UAA Den) — DONE 5/18 | Host | ✓ |
| Wed | Call Moose's Tooth · place pizza order (14 pies · 5:45 + 7:00 waves) | Host | ☐ |
| Mon | Buy prizes online (if doing free drawing) | Host OR Ops | ☐ |
| Tue | Fred Meyer/Target run (tape, sharpies, sticker tags, sanitizer) | Ops | ☐ |
| Tue | Submit large-format files to FedEx Office Dimond (banner / partner sign) | Host | ☐ |
| Wed | Costco run (water, soda, napkins, plates, trash bags, cookies) | Ops + 1 friend with truck | ☐ |
| Wed | Home-print everything 8.5×11 (flyer · QR · signs · name tags · run-of-show · checklist) | Host | ☐ |
| Wed | Pick up FedEx large-format pieces | Host OR Ops | ☐ |
| Wed | Pack event box (full list in day-of-checklist.html) | Ops | ☐ |
| Wed | Replace 3 flyers at UAA (CS dept · CBPP · Student Union) | Host | ☐ |
| Thu | Confirm vendor + venue + each volunteer (3rd time) | Host | ☐ |
| Thu | Final reminder email + social post + SWC SMS request | Host | ☐ |
| Thu | Charge all devices · prep "running late" SMS draft | Host | ☐ |
| Time | Task | Owner |
|---|---|---|
| 4:00 | Pick up ice from gas station near UAA | Ops |
| 4:30 | Load car: event box · supplies · printed materials · drinks · cooler | Host + Ops |
| 5:00 | Arrive at Den · meet UAA venue contact · access room | Host |
| 5:00 | Carry boxes in · stage by entry | Ops + Backup |
| 5:05 | Lay out tables: check-in by door · pizza on opposite wall · drinks alongside pizza | Ops |
| 5:10 | Tablecloths down · plates + napkins at start of pizza table | Food |
| 5:15 | A/V test: laptop → projector · slides full-screen · music low | Host |
| 5:15 | Set up photo backdrop banner at chosen wall | Photo |
| 5:20 | Place directional signs: entrance → corridor → Den door (3 signs) | Floater |
| 5:25 | Hang welcome 5-step sign at Den door · partner sign at front of room | Ops |
| 5:25 | Place 4 QR signs: check-in · pizza table · 2 walls | Check-in |
| 5:30 | BRIEFING: all volunteers gather · Hunter hands out role cards · 5 min | Host (all listen) |
| 5:40 | Check-in table fully ready: name tags · sharpies · RSVP list · sign-up sheet · photo notice · "how heard?" card | Check-in |
| 5:45 | PIZZA WAVE 1 arrives · label boxes by type · keep 25% in back | Food |
| 5:50 | Drinks station ready: water · soda · cups · ice in cooler | Food + Backup |
| 5:55 | Music low · photo wall on projector (alaskacryptoclub.com/photos/wall · F11) · Zoom static cam joined on laptop tripod (us06web.zoom.us/j/86062542262) · empty pizza box + Sharpie staged | Ops |
| 5:55 | First photo: clean empty setup (no people yet) | Photo |
| Time | Task | Owner |
|---|---|---|
| 6:00 | DOORS OPEN. Host stands near door (not behind table). Greet personally. | Host |
| 6:00 | Check-in: cross off RSVPs · add walk-ins · hand name tags · point at QR · ask "how heard?" | Check-in |
| 6:00 | Floater watches for anyone alone · introduces them to someone | Floater |
| 6:00 | Photo: candid arrivals + check-in flow | Photo |
| 6:15 | Refill pizza if needed (still wave 1) · Floater watches for new arrivals | Food |
| 6:25 | BLOCK A INTERRUPTION 1 · grab mic · music down · speakers ready | Host |
| 6:26 | 60s host welcome (script in run-of-show) | Host |
| 6:27 | Sullivan staffer · 60s crypto policy · POLICY ONLY | Host hands mic |
| 6:28 | (optional) Murkowski staffer · 60s policy · skip if not attending → Builder #1 takes 6:28 | Host hands mic |
| 6:29 | Builder #1 · 60s flash intro | Host hands mic |
| 6:30 | "Eat. Mingle. See you at 7:10." Music back up | Host |
| 6:30 | Pass signed pizza box around · every attendee adds signature | Floater |
| 6:40 | Watch supply levels: napkins · plates · water | Food |
| 7:00 | PIZZA WAVE 2 arrives · re-label · refresh table | Food |
| 7:05 | 5-min warning: walk room · "group photo + raffle at 7:10 — don't disappear" | Host |
| 7:10 | BLOCK B INTERRUPTION 2 · mic on · music off · pull crowd to SWC backdrop | Host |
| 7:11 | GROUP PHOTO with SWC signs · 5+ frames · phones up | Photo |
| 7:12 | SWC shoutout video · crowd shouts "Stand With Crypto!" · 10–20s | Photo |
| 7:13 | Builder #2 · 60s flash intro | Host hands mic |
| 7:14 | Builder #3 · 60s (skip if running long) | Host hands mic |
| 7:15 | 90s PizzaDAO mic announcement (script in run-of-show) | Host |
| 7:17 | FREE PRIZE DRAWING · pull names from check-in · 3–4 prizes | Host |
| 7:22 | 60s closing (script in run-of-show) · QR push for photos/survey/RSVP | Host |
| 7:25 | Music back up · mingle continues | Ops |
| 7:45 | "Last call" announcement at food table | Food |
| 7:50 | Hand out attendee survey cards at exit · last call for pizza-box signatures | Floater |
| 7:55 | Stack pizza boxes (PizzaDAO tradition) · photo of tower | Ops + Photo |
| 8:00 | EVENT ENDS · public out · music down · Zoom cam off | Host |
| Time | Task | Owner |
|---|---|---|
| 8:05 | Trash bagged · pizza boxes flattened | Food + Backup |
| 8:10 | Tables wiped down | Check-in |
| 8:15 | All signs taken down (painter's tape pulls clean) | Floater |
| 8:20 | A/V packed: laptop · adapters · clicker | Host |
| 8:20 | Lost-and-found sweep | Ops |
| 8:25 | Photo upload from phone to shared Drive folder | Photo |
| 8:30 | Receipts collated · photographed | Host |
| 8:30 | Take "after" photo of clean room | Photo |
| 8:35 | Quick 2-minute volunteer debrief: high · low · "what surprised you" | Host (all) |
| 8:40 | Hand venue keys / acknowledge to UAA contact | Host |
| 8:45 | Exit · lock up · everyone leaves | All |
| When | Task | Owner |
|---|---|---|
| Sat AM | Recap post on FB / X / LinkedIn / IG | Host |
| Sat AM | Thank-you texts to each volunteer individually | Host |
| Sat PM | Thank-you email to vendor + venue | Host |
| Sun | Attendee mass thank-you email with stay-connected link | Host |
| Mon | SWC + PizzaDAO recap submissions · receipts uploaded | Host |
| Tue | Lessons-learned doc filled out | Host |
| Problem | Who handles | What they do |
|---|---|---|
| Pizza late | Food escalates to Host | Stretch drinks / postpone welcome 10 min · call vendor day-of contact |
| A/V dies | Host | Skip slides · verbal welcome only |
| VIP arrives unannounced | Check-in flags Host | Host walks them in personally · introduces to ~3 people |
| Guest seems uncomfortable / alone | Floater | Floater introduces them to a friendly attendee |
| Allergy question | Food | Food Lead consults the labels · if unsure → say "I don't know — let me check with the vendor before you eat it" |
| Medical issue | Anyone → Host | Host calls UAA campus emergency · 907-786-1120 (verify) |
| Drunk / disruptive guest | Host | Host asks them to step outside privately · UAA staff backup if needed |
| Photographer no-show | Ops | Phone the role to a guest you know (Floater asks 2–3 people) · 5 mandatory shots only |
| Walk-ins exceed capacity | Check-in → Host | Stop check-in temporarily · Host decides go/no-go · venue cap is ~125 |
All of the above is on the volunteer role cards (04_DAY_OF/volunteer-cards.html). Print 1 sheet, give each volunteer their card at the 5:30 PM brief.