Super quick Introductions Current registration numbers Sponsorships - Ready to be sent - Thank you Tim! Invitation extended to Court Ellingson, confirmed Sending updated info to the library for update Confirmation of more Library Space for Networking - Second floor (chessboard space) or Inception Available Resources (volunteers, equipment, time, etc.) Volunteering team distribution Marketing material and promotion in social media Photographer for event secured (Lanny Yan - MonoKesu: ) to take pictures throughout the evening 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.
Agenda, Friday, Jan 5
