Volunteer at the entrance, paper sign indicating where they can go.
Write on the Meetup Description.
Assignment of rooms
Realistic expectation to move from the auditorium to breakout session and back.
Tasks from the previous meeting
Ensure that the list of participating groups is kept up to date and logos are posted so that we can keep the website and assets up to date
Each meetup promotes the event via its own meetup pages
Make sure that their participants are aware that they need tickets from the Showpass page
Website needs way-finding info
Tony to reach out to Palomino
Check on AV equipment available in each room
Serene to add panel information to the website
Information for keynotes and individual panel/speakers
Information package for keynote - Serene
Untapped in charge of water bottles for speakers.
Here's an update on the Palomino:
We've got a booking for 8pm but we need some numbers. I told him I'd give him an update after the meeting today. A ballpark is fine for now.
Possible to set up a separate RSVP page for the after-party to make planning easier?
There isn't a standard food package but he said he can work with our budget. If we give him a number, he'll see what he can do.
We'll need at least 70-100 people to book the downstairs and a sound guy is $250. Even then, they probably won't go for it because of the extra staff they'll need. We'd probably need to put down at least a $4000 minimum if we want to go in that direction (my guess, not an official quote).
As for booking a portion of the upstairs, I recommend we use numbered name tags for guests, like I do at Pixels. Since everyone will probably want to mingle, it'll make it easier for the server(s). We may need to cover walkouts if a lot of guests don't pay their tabs and numbered name tags help prevent that.
I'm available after work if you'd like to meet for clarification on anything.
Points to cover :
Go over Whole Program :
Volunteer reaching time, main program start time, end time, what time sub events need to end, what time everyone need to be out of library, at what time they start announcing on speaker to leave library.
Can we organize rooms and sub-event lists ?
Determine the number of volunteers needed for each sub-event, considering some rooms require setup.
Identify who will handle printouts and badges.
Discuss the distribution of sticky name tags at the entry to distinguish attendees from regular library visitors. if we go with it , who is getting it
Formulate plans for individuals without tickets, considering a potential 55% drop out (I am taking
predictions here which i think will be close +-10%). Discuss the possibility of allowing them entry, keeping in mind the library's seating capacity of 367.
Once rooms are assigned, notify each community to bring laptops and HDMI if they want to display their logos on the screen.
about the availability of water bottles from Untapped Energy.
Evaluate the capacity of the Gallery at the back of Patrica Hall; confirm if it can accommodate more than 60 people. Consider alternative spaces for networking, preserving the Gallery for the flow of people entering and exiting.
Agenda, Friday, Jan 12
