Explore

Calgary UX Camp 2025

Board

Board

140

Create a project timeline.

Form a planning committee.

Assign specific roles to team members.

Develop a detailed task checklist.

Send speaker invitations.

Create a conference website.

Set up a registration system.

Define ticket pricing.

Plan early-bird promotions.

Research local accommodation options.

Negotiate hotel room blocks.

Plan for accessibility needs.

Secure AV equipment.

Design the conference logo.

Develop a branding strategy.

Hire a graphic designer.

Plan a marketing strategy.

Content Development

Outline the conference agenda.

Plan breakout session topics.

Develop workshop outlines.

Confirm workshop facilitators.

Create session descriptions.

Schedule speaker rehearsals.

Plan Q&A formats.

Develop keynote presentation materials.

Create participant handouts.

Prepare event signage.

Print conference programs.

Draft speaker bios.

Create speaker introduction scripts.

Collect presentation slides from speakers.

Ensure slide formats are consistent.

Sponsorship and Partnership

Identify potential sponsors.

Develop sponsorship packages.

Send sponsorship proposals.

Confirm sponsor commitments.

Design sponsor booths.

Coordinate sponsor presentations.

Prepare sponsor thank-you materials.

Organize exhibitor logistics.

Create exhibitor contracts.

Marketing and Promotion

Develop a social media strategy.

Launch a conference hashtag.

Design email newsletters.

Create a press release.

Promote the event on LinkedIn.

Collaborate with industry influencers.

Plan paid advertising campaigns.

Create teaser videos.

Print flyers and brochures.

Distribute promotional materials.

Post updates on event progress.

Registration and Attendee Management

Launch online registration.

Monitor ticket sales.

Send registration confirmation emails.

Collect dietary preferences.

Confirm attendee accessibility needs.

Provide attendee FAQs.

Print attendee badges.

Prepare registration packets.

Develop a mobile event app.

Train registration staff.

Logistics and Operations

Finalize the venue contract.

Order catering services.

Confirm meal schedules.

Plan coffee breaks.

Arrange for water stations.

Confirm Wi-Fi availability.

Set up charging stations.

Arrange for parking.

Develop a signage plan.

Organize on-site security.

Create an emergency plan.

Coordinate transportation options.

Confirm insurance coverage.

Technology

Test AV equipment.

Install projectors and screens.

Set up microphones.

Configure live streaming.

Test video recording equipment.

Ensure reliable internet connectivity.

Set up a registration kiosk.

Launch a virtual platform (if hybrid).

Provide tech support staff.

On-Site Coordination

Schedule a pre-event venue walkthrough.

Conduct an on-site team briefing.

Set up a registration desk.

Distribute staff badges.

Arrange breakout room seating.

Ensure signage is in place.

Test lighting setups.

Verify stage design.

Set up exhibitor booths.

Coordinate with caterers.

Monitor session timing.

Ensure speaker readiness.

Manage attendee questions.

Handle on-site payments.

Troubleshoot technical issues.

Networking and Entertainment

Plan a networking event.

Confirm entertainment bookings.

Organize an icebreaker activity.

Prepare a welcome speech.

Arrange for photography coverage.

Set up a photo booth.

Plan giveaways.

Create feedback walls.

Organize a closing ceremony.

Post-Event Activities

Collect attendee feedback.

Conduct a team debrief.

Distribute post-event surveys.

Analyze survey responses.

Send thank-you emails to speakers.

Send thank-you emails to sponsors.

Share event highlights on social media.

Publish a post-event blog.

Edit and upload recorded sessions.

Evaluate budget performance.

Create a final event report.

Schedule a post-event wrap-up meeting.

Additional Tasks

Secure liability insurance.

Develop a risk management plan.

Manage international attendees’ visas.

Plan for waste disposal and recycling.

Assign volunteers to specific tasks.

Prepare emergency kits.

Monitor attendee social media posts.

Confirm green room amenities for speakers.

Verify fire code compliance.

Plan VIP guest logistics.

Task 2

Need to confirm venues for plan B

Confirm venue capacity and layout.

Task 3

Describe target audience.

Venue for Keynote (Plan B)

Define conference objectives and goals.

Review venue cancellation policies.

Confirm speaker availability.

Research keynote speakers.

Task 4

⁠

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.