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Mega Meetup
Jan 15 - MegaTech Meetup
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Agenda, Friday, Dec 15



Introductions
Goals for the Mega Meetup
Description of the current schedule
Available Resources (volunteers, equipment, time, etc.)
Description of sessions
Coda project management
Questions
Gaps
Commitments and next steps



Mega Meetup - Kick off planning session notes

Friday, December 15th @ 3:56 PM |
View on Supernormal.com
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The Gist

The Mega Meetup will bring together tech communities in Calgary at the Central Library, with a keynote, panel, and individual meetups.

Action Items

Coordinate with the CalgaryUX community
Share the Coda page
All participants to introduce themselves briefly
Discuss the mega Meetup with the mayor's office
Host the Meetup at the Central Library
Talk to the mayor's office about a possible welcome message
Plan for a panel discussion on building community
Book the library theater for pre-event networking
Consider getting a sponsor for post-event networking at a pub
Reach out to the team about potential event sponsorship
Look up the capacity of rooms 0A and 0B
Create a wayfinding section for the event website
Consider adding the event logo to marketing materials
Ask about the duration of the event
Start thinking about the event agenda based on the time limitations
Handle volunteer management and ensure all volunteer roles are assigned
Take the lead on sponsorship conversations and explore options for event or community level sponsorship
Work on website content and coordination
Put together a student group for building the website
Take the lead on sponsorship and create a sponsorship package
Add a sponsorship page to the website
Consider a long-term website for tech events in Calgary
Discuss with the team the possibility of having each community create their own registration page
Add a note on the registration page for attendees to pick a specific meetup group
Mention the event to the platform she will be meeting with on Wednesday
Connect offline for another meeting
Confirm the different groups participating in the event
Discuss the possibility of using the auditorium for larger groups
Work on the survey for the event
Consider finding a sponsor for the after party
Invite everyone to use the channel for updates and bring volunteers
Set up a regroup meeting

Summary

The purpose of the Mega Meetup is to bring together various tech communities in Calgary to share resources and make tech events more accessible to all.
The Mega Meetup will be hosted at the Central Library in order to increase accessibility and reach a wider audience.
The Mega Meetup will be hosted at the library to attract newcomers to the city and provide them with resources and connections in the technology field.
The agenda for the Mega Meetup includes pre-event networking, a keynote speech, a panel discussion on building community, Meetup specific events in different rooms, a call for talent, and post-event networking at a pub.
The event will take place in the evening on the 15th of the month, with doors opening at 5:30 pm and the keynote and panel starting at 6:00 pm. The individual meetups will begin at 7:00 pm, but there may be time constraints due to the library closing at 8:00 pm.
The capacity of rooms zero A and zero B is still unknown, but they are expected to accommodate around 30-40 people each. The allocation of rooms will depend on the size of the event and any specific hardware requirements. Wayfinding and clear signage will be necessary to help attendees navigate the space.
The event will be photographed and recorded, and the team will need to coordinate volunteers for photography and video editing.
The budget for the event is still being determined, but the team is open to sponsorship opportunities and is willing to consider low-budget options.
The group discussed the possibility of creating a website for the event that could also serve as a platform to promote and inform about tech events happening year-round in Calgary.
It was suggested that each community have their own registration page for the event, as using a centralized platform like Eventbrite could be complicated and potentially incur additional costs.
The group discussed the need for a registration system for attendees of the event, considering options such as Show Pass and custom questions on RSVPs.
The group talked about the logistics of the event, including the sequential order of activities, the timeline for each activity, and the need for a centralized platform to track data and invite members from other platforms.
The team discussed the possibility of hosting an after party for the event and mentioned the potential for finding a sponsor to host it.
The next meeting is scheduled for the first week of January or possibly next week, with a smaller regrouping of the team.
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