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Workshops - Day of the event plan

Multipurpose room set up

Friday March 21 - 8:30 am to 5:30pm - Applicable for Classrooms 1 & 2

✅ Volunteers

8:30-1:00

Registration

Shuo Liu

8:30-11:00

Registration

Siobhan Santin

1:30-5:00

Registration

Kevin Woodman

11:00-1:30

Registration

Andrew Jones

1:30-5:30

Registration

Aleena Ali Khan

Photographer/Floater

Ania

There are no rows in this table

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✅ Checklist for Workshop Organizers & Volunteers

🔹 General

✔️ Utilize Whatsapp to communicate between peers.

🔹 Before every workshop

✔️ Help event participants and facilitators to locate Classroom 1 & 2, and access the partners’ area. ✔️ Reset chairs, clean up the space and check for forgotten items (room setup, seating, A/V equipment) ✔️ Confirm classroom logistics (room setup, seating, A/V equipment) ✔️ Have Ticket Tailor app in your phone ready to check in. Some participants might have multiple tickets, scan only the QR code for the session about to happen. ✔️ Invite facilitators and participants to register in Heylo (QR code) ✔️ Ensure facilitators have materials (projector, markers, whiteboards, printouts, etc.) ✔️ Test microphones, monitors, and internet connection ✔️ Set up registration table with name tags, event/community banners, and welcome materials ✔️ Brief participants and facilitators on roles, timing, washrooms and emergency procedures ✔️ Ensure every participant and facilitator has a name tag and has been checked in ✔️ Introduce yourself to facilitators and check for any special/last minute requests ✔️ Snacks areas will be set on every classroom, keep an eye on accidents and keep the area clean an organized.

🔹 During the Workshop

✔️ Greet and check in late/last minute participants at the registration table ✔️ Distribute materials and guide attendees to their rooms ✔️ Support facilitators with tech setup and troubleshooting ✔️ Monitor timekeeping and give facilitators time reminders ✔️ Capture event moments (photos, participant engagement) and upload them to Heylo. ✔️ Assist with questions, accessibility needs, or emergencies ✔️ Ensure smooth transitions between sessions. ✔️ If a session is on break, please invite them to move to the kitchen or stay the in the classroom, so they do not disturb other sessions or Platform staff/partners.

🔹 After the Workshop

✔️ Collect feedback from participants (digital survey) ✔️ Gather and store unused materials for future use ✔️ Return or shut down A/V equipment properly ✔️ Help facilitators wrap up and pack their materials ✔️ Thank facilitators and attendees for their participation ✔️ Share feedback with the organizing team for improvements

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This ensures that the event runs efficiently and provides a great experience for both facilitators and attendees. Would you like a designed version of this for volunteers? 😊

Actions by location & time

Actions by location & time

Registration Tables

2 at the table 1 by the elevator

West Hall

KPMG Pitch Stage

East Annex

Multipurpose Room

Classroom 1

Classroom 2

Kitchen

Speaker Lounge

Meeting Room B

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Registration Tables

Zone lead

Morning Shift Volunteers (8 am to 12 pm)

2 at the table

1 by the elevator

Afternoon Shift Volunteers (12pm to 4pm))

1 at the table

1 by the elevator

Food & Beverages

8 bottles for water for volunteers

Tech Resources

Individual cell phones with the ticket tailor app

Equipment

2 chairs

1 Table

Notes for CUX Team

Calgary UX banner

Ticket tailor registration instructors

Volunteers to accompany speakers

Attendee/Speakers/Recruiters Lists

Name stickers

Coffee/food tickets

Notes for Platform

Entrance through revolving doors

Registration tables by the coffeeshop

Confirmation if coffeshop will be open

Sessions aka Slides

N/A

Staff/Volunteer names

TBD

Printing

Calgary UX banner

Counting Paper for Volunteers

Tailor - Ticket How-to

From 9 to 10

From 10 to 11

From 11 to 12

From 12 to 1

Lunch break

From 1 to 2 PM

From 2 to 3 PM

From 3 to 4 PM

Description

This area will provide the first impression to the participants. It is very important to make people feel welcomed while inviting them to move to the West Hall.

Every volunteer will need to be able to do the following:

Provide general information about the event (Sessions, Speakers and Sponsors )

Locations of general areas at Platform (Washrooms, Room, Muster Point and Emergency Exits)

Contact information of area leads

Before the Event:

Preparation and Familiarity

Review the event schedule and layout.

Familiarize yourself with the check-in process and technology (e.g., Check in with Ticket Tailor, Getting a ticket the day of the event , Review attendee lists).

Know key event details (timing, session locations, speaker names, names of security guards, floor lead).

If you are using your own device for check in, please be sure it has enough battery for your shift.

Materials

Ensure check-in materials are prepared: name tags, programs, handouts, or swag bags. (TBD)

Permanent markers.

Bar code for Heylo.

Team Coordination

Attend a pre-event briefing with other volunteers to clarify roles, and get to know your team.

Establish clear points of contact for troubleshooting or escalations. Overall recommendations, if there is a situation that requires escalation, do not engage, bring the floor leader and security to the situation.

If somehow you cannot make it, please inform us, so we can adjust accordingly.

Accessibility

Set up an accessible check-in station for attendees with disabilities. Check for enough space for wheel chairs, try to accommodate as as much as possible.

During the Event:

Friendly and Professional Demeanour

Greet attendees warmly and with enthusiasm, most likely they are know faces. This is the first thing participants will experience, be sure it is a great start.

Be patient and adaptable to handle any challenges with ease.

Efficiency

Keep the check-in process streamlined to minimize waiting time.

Direct attendees promptly to the West Hall, and if there is a session at the KPGM stage, ask them to keep the voice down.

Communicate with your location team if you need to leave your station for a moment. Be sure it is not at peak time.

Do not hesitate to ask for help from other volunteers and floor leader.

Problem-Solving

Handle on-site registration or ticketing issues effectively.

Know who to contact for technical issues or event management concerns. Tech team Lead.

Information Hub

Be ready to answer FAQs about the event schedule, amenities, and session locations.

Provide guidance or escort attendees to less obvious areas (Classroom 1, Classroom 2 ).

After your shift:

Packing

Be sure that materials that need to be packaged are correctly classified and organized.

Gratitude

Thank attendees for coming and invite them to future events.

Recognize fellow volunteers and their efforts.

Retro - After the Event:

Feedback and Reflection

Note any recurring attendee concerns or issues to share with organizers.

Participate in a post-event debrief to improve future events.

Gratitude

Thank attendees for coming and invite them to future events.

Recognize fellow volunteers and their efforts.

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