Updated event Civic Tech, The Test Tribe & IncluCity
After party at Palomino Updates
Where they can go - Volunteer at the entrance, paper sign indicating where they can go. Write on the Meetup Description.
Networking for those who do not want to go to the breakout rooms. Not choosing is not an option.
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
Add networking as an option on the showpass ticket
Which room can we have this in?
Serene to email Margo to see if we can use the InceptionU space
Serene to add panel information to the website
Luis to make a presentation slide for the big screen
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.
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Agenda, Friday, Jan 5
