Untapped Energy + Calgary UX

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Untapped Energery + Calgary UX

CCC - May 4

PLANNING TEAM MEETING ZOOM LINK: https://evanshunt.zoom.us/j/2991481644

Notes from Feb 10 - Feb 9 CCC Retrospective

May 4 theme - Star Wars celebration/COSPLAY?

Push more to creative channels; leverage Infinite - expand to other digital marketing groups or arts (Mastrius)

FEATURE: NON PROFIT SHOWCASE

Non-profit showcase as volunteer recruitment event

Possible non-profits:

Local Laundry - Conor

Chic Geek - Kylie Woods - on Mar 8, Kylie agreed! - 4/24: has declined

Making Changes - Women in Technology Program (

https://www.makingchangesassociation.ca/women-in-technology⁠

) - Shalzah Visram, Women in Technology Program Manager (

WIT@makingchangesassociation.ca⁠

) - emailed on 4/24 - no response

ARCS - Lisa Makinson, Karin King

CAWST

PrairiesCan #StarWarsTechEvent #CalgaryNetworking #CommunityBuilding #MayTheFourthBeWithYou

REGISTRATION

Eventbrite login:

heidi.lacey@gmail.com

PW: IamUntappedEnergy

Thursday May 4, 2023 - 6:00 p.m. to 9:00 p.m. MST - Stephen Avenue Place Tenant Lounge

$5 (not too anti-inclusive, but will drive commitment to attend) - proceeds reinvested into these events (prizes, refreshements)

Draft Eventbrite registration:

https://www.eventbrite.ca/e/617720748387/preview/⁠

⁠

Short URL:

http://tiny.cc/YYC-CCC⁠

⁠

Separate registration links for UntappedEnergy, Calgary UX so easier to track how the communities are responding; it send us to the same registration and ticket.

Discount Code =”mando” - for volunteers, judges and sponsors

Untapped Energy:

https://www.eventbrite.ca/e/collaborators-coders-creatives-starwars-untapped-energy-calgary-ux-tickets-617720748387?aff=UntappedEnergy⁠

⁠

Calgary UX:

https://www.eventbrite.ca/e/collaborators-coders-creatives-starwars-untapped-energy-calgary-ux-tickets-617720748387?aff=CalgaryUX⁠

⁠

Registration table to be set up at the one main door and use Eventbrite electronic check in - Heidi (need to enable check-in volunteers to scan with devices)

Coloured name tags and markers - Luis to bring

LOGISTICS

Hospitality - food: • Snacks (prepackaged, low maintenance): budget of $250 (includes pop/water) • Beer: 50-60 cans, supplement with pop/water - liquor license by Heidi

Liquor License - Heidi to look after

Access PIN provided by Heidi

§ Background ambience: StarWars Visions season 2 in the background - https://www.youtube.com/watch?v=SSXqU92cymY

§ Tech: meet ahead of time to work out tech details; have dedicated digital volunteer for event § Slate Waiver to be signed by Tim and Luis - Heidi to send waiver § Door prizes

RUN OF PROGRAM

Run of Program: 5:30 - volunteers show and set up: refreshments, registration (digital sign in) - 2 stations: check in, name tags; technology test: Star Wars Vision video, any media used by Chic Geek

6:00 - 6:10 - Welcome and housekeeping (intro the organizers and contact people, land acknowledgement, amenities and hospitality, expectations and code of conduct: https://www.calgaryux.com/code-of-conduct/) - host =Lee, Kim (?) 6:10 - 6:20 - Good Will Hunting activity: form teams of 2-4 and work on solving a problem throughout the evening (coloured name tags - identify persona as using color (e.g.): yellow = dev, blue = data, green = UX/UI, purple = digital marketing) - team submisison by 7:30 (1 hour), announce winner by 8:00 7:30 - close submission for Good Will Hunting

8:00 - judging completed and announce winners

01:00 - 01:30 - Basketball Challenge - prize #1

02:00 - 02:30 - Foosball Challenge - prize #2 02:45 - 02:50 - Costume Showcase and Recognition - final prize 03:00 - Close

MARKETING AND PROMOTION

Develop copy and send to Lee by April 10; everyone to provide feedback via WhatsApp

Copy:

SPONSORSHIP

Target hiring employers with specific sponsorship packages: e.g. RBC Foosball tourney; hot shot b-ball by Adobe; unnetworking by yyy, drinks by xxx, etc. - will drive sponsorship for remaining 2023 events

Develop a sponsorship package

Are we willing to give up mailing lists?

Other river banks? No “obnoxious” marketing/recruiting?

Ethical considerations?

Potential Sponsors:

Greta Bar - Lee - sent 4/18

PinBar - Lee - sent 4/18

Rec Room - Lee - sent 4/18

Mike/Zlontilt - Lee - sent 4/18

Rage Box -

Neo - Tim, Luis - sent 4/19 - will provide swag

The House Bubble Tea - “Boba Fett” feature -

IT-IQ - Tim - sent 4/21

AMTRA - Tim - sent 4/18

EVENT ENGAGEMENT - GOOD WILL HUNTING ACTIVITY

Solving the Sustainable AI Problem: Green Intelligence: Why Data And AI Must Become More Sustainable

https://www.linkedin.com/comm/pulse/green-intelligence-why-data-ai-must-become-more-sustainable-marr?lipi=urn%3Ali%3Apage%3Aemail_email_series_follow_newsletter_01%3BJYM150VGSCqAOPeAIkWN2w%3D%3D&midToken=AQEpyfbIXwbsrg&midSig=3_9kpeWgSqtGI1&trk=eml-email_series_follow_newsletter_01-newsletter_content_preview-0-readmore_button_&trkEmail=eml-email_series_follow_newsletter_01-newsletter_content_preview-0-readmore_button_-null-18nhfu~lg694n6k~ob-null-null&eid=18nhfu-lg694n6k-ob⁠

⁠

How to determine amount of power needed - measurement objective

Process engineering: run models at off peak

Choose sustainable option: location

Execution:

Groups of 2-3 consisting of both technical and creatives come together to:

1. understand the problem: are provided with an extract of the article, and extract will have a tiny URL to the full article, a tiny URL to the video - need to write down the problem statement - must be catchy yet descriptive - rubric = 5 points for problem statement + 5 points for creative catchiness

2. brainstorm a “inklings” - these are seeds of thoughts that need further exploration before becoming a potential solution - need to write down as many inklings that the team can think of - rubric =1 point for each inkling

3. use data to back up hypothesis - (for the data minded member) - where might there be sources of data sets that would help inklings become possible solutions - rubric =1 point of each potential data set + 5 bonus points for any data analytics completed (wrangling, cleansing, visualizing) to surface an insight

4. create a concept of the solution and submit - rubric 5 points for submission + 5 bonus points for wireframe

Judging panel of 2 will go through submissions and render verdict: Untapped Energy =Yasir Salman, Calgary UX =

It will be a micro-hackathon and they have a 60 minute time limit.

Need form with rubric details

Need Manila envelope for team submission

Details about a follow up session: what to do with ideas? can feed next Datathon

Action Items

Action Items

Action

Responsible

Notes

Completed

Create Meetup invitation (see below for respective URLs)

Luis, Tim

Open

Create poster for event

Luis

Open

Acquire more coloured name tages

Luis

Open

Purchase and bring refreshments: snacks, beverages

Tim and Andy

Open

Registration table: use Meetup digital check in - complicated by having 2 registrations - meetup organizer

Luis

Open

Develop a sponsorship package

Tim

Open

Market and promote event (see below)

All

Open

Send organization logos to Lee: CalgaryUX, Untapped, others?

Luis and Tim

Open

Meetup - create free tickets/discount code for volunteers, talent seekers and to support marketing

Luis

Open

Other volunteers:

Open

Door prize draw: use finalized meetup page and connect to randomizer (wheel of names)

Open

There are no rows in this table

⁠

LESSONS LEARNED

Coordination with Calgary Export/Parade of Wonder as lead in to a May 4 event for 2024?

Inspire more cosplay? How to get people to feel comfortable in full dressing up?

Mini Hackathon

assembly of teams; good concept to keep doing, but keep it fresh;

Ambience, hospitality, environment: Eventbrite > sales stopped at the event > policy of no ticket entrance > reduce friction,

Analytics: commitment issue > what else is attractive for people, how can we get a full house

Tie to YYC Discover Tech - tech collective

Platform Calgary connection >

Beer - is this an important draw, as it adds complexity: liquor license

Lee is the role of MC works very well; need more support? AV, key risk

Next event:

Marshmallow, pot luck > reserve city space > personal belong security > Stanley -

https://www.meetup.com/calgaryux/events/288713501/⁠

⁠

Next next event:

Access to Stephen Avenue?

Slack, Discord: Slack not as convoluted as Discord

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