Hosting an event at Shopify

> 2 weeks in Advance

• Complete the Toronto event booking form to reserve the space, confirm receipt from Shavonne, ensure it's added to the events calendar
• Request the elevator and front door be unlocked from 12pm to 5pm from Nick Hape
• Request a security guard from 12:30pm to 4:30pm from Nick Hape
• [if necessary] Request a pause in construction from Nick Hape

> 1 week in Advance

• Confirm G4S (security) has responded and confirmed the booking
• Confirm Allied has confirmed the access change
• If using the Ti.to app (see below), request the keys to the front iPad stand
• Request the key for the microphone cabinet

Day of

Suggested arrival: 10:00 - 11:00am.

• Clean up the kitchen and lounge area from anything left over from Friday night
• Put up signage on the front door
• [After 12pm] Confirm elevator works without a key
• [At 12:30pm] brief the security guard. The main goal is to just be at the entrance/exit, make sure no one leaves with a handful of computers 😬; We also probably want to ask them to request people # before continuing and ask a mentor directly if unsure about a person
• From Ti.to, select the event (i.e. NodeSchool Toronto February 2016)
  • Create a new check-in list from
  • Ask Rich, Carly or Nick for the password to exit Guided Access mode (triple click home)
  • Bring up the checkin list on the front-desk iPad via one of 2 ways:
    • Using the web checkin (copy the link it provides, though tricky to do...)
    • Using the Ti.to app. Bring up the link on your phone, which displays a QR code. Get the keys from Carly or Nick to the iPad stand to use the rear-facing camera to scan the QR code
  • Re-enter guided access mode
• Put up whiteboards with arrows to guide people to the main area, along with a note at the first one to check in on the iPad and follow the signs
• [Optional] Move tables if necessary
• Put up a whiteboard in the lounge with Wifi credentials
• Block off private areas. Specifically, the Northeast work area in the two main entrances, the end of the hall at the first set of bathrooms, the Southwest work area near the kitchen washrooms, as well as by the entrance to the gallery, and the area to the left of the front desk at the entrance.
• Locate and set up power bars and extension cords at each table (they're usually mostly behind the elevator, sometimes a few scattered around)
• Set up AV equipment and (if necessary), get the mics from the locked cabinet for presentations
• Collect receipts for coffee and donuts to expense through Nexonia and take a photo immediately. Don't do be like Rich and wash your jeans with the receipt in the pocket.
• Chillllll, Winston.

Cleaning up

• [At 4:30] debrief security guard, send them on their way
• Put away all stanchions and things being used to block areas off
• Put away all whiteboards and signage to the area
• Clean up junk from the tables
• Reassemble all power bars and cords into a bin and put them back away
• [Optional] Move tables back into original positions
• Remove the NodeSchool sign from the front door
• [Optional] Host the NodeSchool mentors for a drink after!
• Turn off all lights and set the alarm (if there's nobody else there)