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September 28 , Meeting Kelly, Jessica and Luis

Event Overview with Jessica:

Previous experience with event marketing and digital/web platforms.

Expected participants: 400-500 people.

Conference marketing process starts 14-16 months before the event to manage the workload effectively.

Event Planning Streams:

Programming Team:

Organize speakers, sessions, and determine format (remote or in-person).

Communications Team:

Handle communications strategies.

Logistics Team:

Manage online operations and in-venue logistics.

Conference Committee Responsibilities:

Define key themes and conference streams.

Plan specialized morning and afternoon workshops.

Include keynotes at the start and end of the event.

Organize additional dinners and networking events.

Structure the Call for Proposal (CFP) process and determine tracks such as:

Learning Experience Design

Learning Technologies

Call for Proposal (CFP) Process:

Establish a list of potential participants.

Use different newsletters/venues for outreach.

Committee reviews proposals using:

Criteria and a blind process to reduce bias.

Selection of speakers and sessions to form the program.

Determine the format of the conference.

Hybrid Conference Challenges:

Hybrid events require separate teams for logistics and platform management, as they can become complicated quickly.

Action Items:

Follow up with the VP regarding contacts within the government.

Create a workback schedule from the event date to the present.

Confirm templates for logistics and communications.

Marketing Strategy:

Conference promoted through email and word of mouth.

Early bird campaign followed by a general registration campaign.

Registration will close a few weeks before the event, allowing time to organize meals/snacks.

Additional Considerations:

Conferences can be stressful, requiring effective communication with speakers and managing logistical complexities.

The event planner will oversee these elements.

Technology:

Decide on the platform (e.g., Cvent – to be confirmed).

Use a conference portal for in-conference communication and networking (e.g., Marketo).

Include key resources and sessions for attendee engagement.

Food & Venue:

Provide morning snacks, but no lunches. Drinks will be available.

Venue:

Taylor Institute at the University of Calgary⁠

To-Do:

Follow up with Platform Calgary and confirm the event space.

Check for potential backup venues.

Finalize templates and documents.

Ensure the importance of a unified theme.

Foundational messages and key concepts will be brainstormed in-person.

Marketing brainstorming session with 6-7 people (Oct 14).

Prepare guiding questions for the collaborative writing session:

What is the core value proposition?

Who are the participants?

What are the core elements of the theme?

Schedule a meeting with the marketing team and Jessica.

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