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Unstuck Labs

Event Checklist

Before, during & after events — a practical guide for running the space smoothly.

Before the Event Prep

Tech

For events with pitching, it’s best to have everyone send you their pitch deck or link by email beforehand. You can have everything open and ready on your computer and broadcast from there. Connecting and disconnecting everyone’s devices takes time, so this makes the pitching session much smoother.

Music & Sonos

Important: Sometimes the music is loud on one side and quiet on the other. Don’t just increase the overall volume because you may end up blasting one room. The Spotify account is also shared with Wa’il, so if he starts listening at home, it can stop the music at the office.

Signs & Prints

Give the downstairs event sign to Greg early. If there’s a new person at the front desk, you may need to take one of our plastic stands and put the sign downstairs yourself since they might not know the usual setup. I ordered extra stands before leaving.

Kitchen Setup

I usually order the more affordable options from Giant in the morning, and they normally deliver very quickly. I usually get donuts and any pastries that come in packs of around 12 for $5.

There are larger paper platters underneath. Ask Eunsur, we organized this recently. Set everything out with napkins and small paper plates if needed. We also have a lot of paper bowls, so please use those.

For coffee, we usually set up the small gray Nespresso machine. Sometimes we use your red one.

Eunsur knows the usual setup.

Post-its: Put a Post-it on the KitchenAid coffee machine saying NOT IN USE. Put two Post-its on the water machine, one on the right side and one in front, indicating guests can use the water fountain. Leave plastic cups on the side. People tend not to see the water instructions if you only put the Post-it in front.

We use the wooden bowl on the island for leftover snacks that we’re keeping.

During the Event Host

Check-In

Guests can check in using the iPad, or they can scan the QR code and check in from their phones.

Always ask them to show you that they submitted the form before entering. You should see the “Thanks for submitting” confirmation screen.

Assign People to Help

Do a walkthrough approximately every hour to make sure everything is okay.

Walking Guests In

This is especially important with CV Tech since it may only be their first or second time hosting here.

After guests have checked in, I usually assign someone to walk them into the space. Ask if it’s their first time at Unstuck Labs. If it is, explain what Unstuck Labs is in about five seconds and that it’s not a WeWork.

Let them know they can sit anywhere where there’s a House Rules sign, and walk them into the space. People can get a little awkward if we don’t do the walking-in part, so having someone welcome them makes a difference.

Kitchen

Someone should be around or regularly checking the kitchen area because the coffee machine tends to get stuck or full.

Pitching Events — CV Tech Pitching

Pitch Registration

I also usually do one round around the room and ask everyone once if they want to register to pitch.

Timing

The CV Tech group is VERY punctual. Around 60% of them may arrive before the event even starts.

I usually tell them that pitching will happen approximately 45 minutes to 1 hour after everyone arrives.

Communicate that the event is chill. It’s a coworking session with a highlighted pitching hour.

Before Pitching Starts

Important: Before the pitches begin, ask everyone to put away their devices and respect the people pitching.

If someone doesn’t want to be part of the audience for the pitches, they can go to the Startup Studio or another room. But if they stay in the pitching area, ask for their attention.

I also do this during Founder Fridays when we’re doing the Fuckup Hour.

Running the Pitches

Give each project around 3–5 minutes to pitch their project and explain their ask.

Don’t extend too much time for questions because people can always approach the presenters afterward.

“What’s your ask today?”

Feedback? Beta users? Help with business development? Looking for developers? A cofounder?

Photos & Content Content

IF THERE IS NO CONTENT, IT DIDN’T HAPPEN!

Please pull out your phone and take pictures throughout the event.

Ask Eunsur to take pictures too, and encourage the rest of the team to take them as well. Ask Austin too.

The more, the merrier. Don’t cheap out on this.

Afterward, just let me know and I’ll send a link where everyone can upload the content to the Drive.

Ending the Event Wrap-Up

Usually, 15 minutes before the event ends, I start warning guests that we need to begin clearing the rooms.

“The building is strict, and I have to have everything clear by X.”

Kindly remind everyone to put their chairs back and leave their area clean.

About 5 minutes later, if people are still sitting around, remind them again.

Hosts Help Clean Up

DO NOT let the hosts leave without helping you.
UNSTUCK LABS • EVENT OPERATIONS