Super quick Introductions Current registration numbers Information package for the Keynote & panel Sending updated info to the library for update Available Resources (equipment, time, etc.) Distribution of volunteers at the event Technology needed vs technology available Volunteering team distribution Pre-event training and catchup - 5pm Briefing Photographer, Lanny Yan Marketing material and promotion in social media After party at Palomino Updates Reservation - approximate numbers Sponsorships - drinks package Volunteer at the entrance, paper sign indicating where they can go. Write on the Meetup Description. 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. Before the keynote, arrange to display logos of all participating communities. Identify the person or team responsible for this task. (Luis) Ensure water bottles are provided for panelists and keynote speakers. Check with 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. can we go through these tomorrow
Volunteer at registration No ticket, no problem, you can come in Assigning 5 lead volunteers Name tags for everybody and markers (Luis ) At Palomino, name tag, just ask add a number (Note: Giving name tags to Tony) Email for different registration / reminder / clarification Inviting volunteers to come at 5 pm. Separate call for each community to join Showing and teaching every single break out room location Removing last gathering section, after breakout room everyone goes to palominos Different “boarding calls” for each breakout rooms
I will just write a draft version of the assignment for breakout sessions (just as an example by number of potential attendees):
Resilience in Job (Tech Connect) - Patricia Hall
Data Ethics (Untapped Energy + Data com.) - 3-16B - Volunteer setting needed
Design Thinking (Calgary UX) - BMO
Game Design (YYC Dev) - Level 0 (combined) - Confirmation if combination is needed
Usability Testing (Civic, IncluCity, TTT) - InceptionU - Volunteer setting needed
5:55 Event starts →
Agenda, Friday, Jan 12
