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Calgary UX Camp 2025
Calgary UX Camp 2025
Volunteer Experience
Speaker Experience
Sponsorships & Partnerships
Marketing
Day of the event
Budget
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Calgary UX Camp 2025

Task Management

Planning and Preparation

Define conference objectives and goals.
Identify target audience.
Research potential conference themes.
Create a conference name and tagline.
Develop a preliminary budget.
Secure initial funding or sponsorships.
Choose conference dates.
Book a venue.
Need to confirm venues for plan B
Confirm venue capacity and layout.
Review venue cancellation policies.
Create a project timeline.
Form a planning committee.
Assign specific roles to team members.
Develop a detailed task checklist.
Research keynote speakers.
Send speaker invitations.
Confirm speaker availability.
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.
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