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Read our sample pre-event email for tips for your own email.
To help with the smooth running of the day, and to put participants at ease, try to give as much useful information as possible before the event. Not just key details such as times and place but also what to wear and what to expect.
When drafting your email consider:
- providing any useful information about finding and accessing the venue, so people don’t get flustered or lost (e.g. which tube exit if there are multiple options)
- if the venue is in a big building, advise people on where to go/what to do when they arrive (this is especially helpful if they are unlikely to have been there before)
- using the email to start setting the tone for the day (we wanted to be clear that this was a fun day with no prerequisites in terms of subject specific knowledge)
- it's critical to let people know if filming is taking place and to obtain any necessary consents to use their image
- let people know if it's okay to talk about the event on social media platforms and, if appropriate, create a hashtag for the day so that people can connect with each other online
Copy of our hackathon pre-email
Dear All,
Thank you for your application to join the inaugural UCL Art Futures x Simmons & Simmons hackathon on [date].
I'm delighted to confirm your place on the hackathon and we are all excited to start creating with you on the day! The purpose of this email is to share some important information about the event so do read it carefully.
When and where
The hackathon is being held at Simmons & Simmons London office [address]. The nearest tube station is Moorgate (using exit 1).
Registration is from 8.30am to allow for a 9am start. When you arrive at Citypoint please go to the ground floor reception who will direct you to the third floor. Someone will meet you at the third floor and take you to our hackathon space.
Please note it is necessary to stay for the whole of the hackathon (we are due to end the day at 6pm).
What to expect
No prep is required for the hackathon, there is no need for pre-reading or research. On the day you will get to interact with others, participate, be creative and authentic – to bring your own interests and unique voice
What to wear
The day is casual – jeans are fine. You might want to bring layers as the rooms will be air conditioned so can get a little chilly.
What to bring
Please bring a laptop (if you have one) and charger.
Food
A light breakfast, lunch and snacks will be provided (we have noted your dietary requirements) but do bring any snacks etc that you might also want.
Video
We'll be filming throughout the day to create a short post-event video to share on the website. In advance of the day, we'll send you a consent form to sign so that we may use your image in the video, include your name on the digital art piece that we are creating to commemorate the day and to use the output from the hackathon to create the glossary.
Social media
Feel free to share your acceptance to the hackathon on social media as well as to share images/experiences throughout the day. Please use the hashtag #ArtFutures and tag @uclartfutures @SimmonsLLP
If you have any questions, or are no longer able to attend the hackathon, please let me know. In the meantime, I look forward to meeting you all on Wednesday!
Best,