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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
FEATURE: NON PROFIT SHOWCASE
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)
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:
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
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
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 -
Next next event:
Access to Stephen Avenue?
Slack, Discord: Slack not as convoluted as Discord
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