Explore

Interview with Rebecca Harper

Design Conference Chart with Rebecca, Ania & Luis

Important follow up: Rebecca will facilitate a workshop, we need to reconnect to know more about its progress.

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Volunteers

Benefits for Volunteers:

Exposure to the event and its network

Discounted Rates for attendance

Credit on the event website

Opportunities for Learning about:

Motivations of participants

Future Hopes and Plans

Showcasing their work or contributions

Team Structure

Event Manager: Oversees all financial aspects.

Board:

Provides high-level oversight.

Ensures continuity from year to year.

Curates the event content.

Cochairs: Oversee specific areas of the event.

Student Cochairs: Manage event scholarships.

Volunteer Body: Comprises 15 to 25 participants.

Division of Work

Delegation of Work:

Marketing

Onsite Experience

General Experiences

Marketing (Long-term Commitment)

Website: Manages communications and registration.

Social Media Promotion: Includes Slack and general social engagement.

Post-Event Promotion: Involves word of mouth and partnership with other events.

Timeline: Marketing efforts begin on day one of event planning and continue through post-event activities.

Onsite Experiences (Short-term Commitment)

Focus: Day-of-event activities.

Registration

Wayfinding

Room Support: One volunteer per room to assist participants and speakers.

Speaker Dry-Run

Photography/Videography: Budget of $400.

Engagement Timeline: Begins a few weeks before the event. Volunteers should be easily recognized (e.g., shirts, pin buttons).

General Experiences (Long-term Commitment)

Continuous Engagement: From the start of event planning until post-event activities.

Tools and Software

Google Drive: For document management.

Mailchimp: For email communications.

Zoom: For closed captioning.

Meetings

Weekly Meetings and Work Sessions: Regular check-ins and planning sessions.

Coaching Capacity

Lead: Oversees coaching and guidance for volunteers.

Sponsorships

Sponsorship Lead: Earns 10% of sponsorship revenue.

Sponsorship Package:

Clearly explain value and exposure.

Offer different tiers (Platinum, Gold, Silver).

Potential to sponsor scholarships, receptions, or general funds.

Contracts and Agreements: Handle sponsorship contracts and agreements.

Sponsor Types: Includes individual sponsorships, with options to sponsor someone else’s ticket (pay it forward).

Early Involvement: Crucial for budgeting impact in 2025.

Media Partnerships

Podcasts

Collaboration with Other Communities

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Event Planning

General Accessibility:

Childcare: Provided by a professional company.

Zoom: For closed captioning.

Ticketing:

Discounts:

Early bird

Volunteers

Students

Regular Pricing

Last Minute Pricing

Refund Policy:

50% refund available until 14 days before the event.

Transferable Tickets

Waiting List

Variations: Policy might differ between the main conference and workshops.

Code of Conduct and Policies:

Crisis Team: To handle emergencies.

Code of Conduct: Clearly defined and communicated.

Substance Policy: No alcohol or drugs allowed.

Feedback Mechanisms:

Event Survey: Gather feedback from participants.

Workshop Feedback: Specific to workshops.

Suggestion Box: Available onsite.

SafeLine: Email, form, phone number, Slack for anonymous feedback.

Volunteer Debrief: Held a few weeks post-event, with a summary provided.

Event Activities

In-Person Conferences:

Additional Experiences: Can be purchased.

No Virtual/Hybrid Option: Due to high costs, complexity, and potential impact on the in-person experience.

Social Activities:

Networking and Community Building: Essential for the event.

Examples:

Game Night

5K Run

Karaoke

First-Time Attendee Meet-Up with Leaders

Yoga Sessions

Musical Performances/Concerts

Friendship/Icebreaker Activities

Introvert-Friendly Sessions

Professional Activities:

Career and Mentorship Centre: For career development and guidance.

Workshops

Skill Improvement Focus: Highly interactive with clear objectives and learning outcomes.

Considerations: Tailored for different skill levels.

Food & Coffee

Monitoring Costs: Essential as expenses can escalate quickly.

Offerings:

Morning & Afternoon Snacks

Food Trucks

Event Participant Composition:

60% First-time Attendees, 40% Returning Participants.

Swag

Insurance

Waivers: Required for participation.

Off-Venue Activities: Special considerations for insurance.

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Speakers

Compensation and Appreciation:

Thank You Cards: Sent to all speakers.

Compensation: Most speakers volunteer their time; keynote speakers might receive $2,000 USD.

Volunteers

Benefits for Volunteers:

Team Structure

Division of Work

Marketing (Long-term Commitment)

Onsite Experiences (Short-term Commitment)

General Experiences (Long-term Commitment)

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