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2024 Madison+Ruby
Overview
Attendee Registration
Location & Lodging
Brewing up some goodwill
Call For
Code of conduct
FAQs
Share
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Overview

“What rock did you crawl out from under?”
Operations + Mouth
Design Team
Development Team

🛑 STOP THIS IS NOW IN ASANA!


(Ref GSlides:
Flagrant Positioning
⁠
; Figma:
Madison Ruby - Theme Thruline
⁠
) Nothing stays buried - Burn the disguise. Have the hard conversation. Jiggle out the hidden genius stuffed deep in the couch cushions. Flagrant is at its best when it lets the light in.
Come out from under your rock so we can share, learn, and build together.
Whether we’re rallying around an outside designer, mobbing on broken code, making a client laff with butt jokes, or unearthing sensitive research, we seek to expose all the 🪲 bugs and treasure under the rock. 🪨

Words We Live By:

Genuinely desire success in the people around us and do what we can to make it happen
We are unabashedly our true selves.
We can be humane and thoughtful while having serious fun.
We stop. Collaborate. And listen.
We work for equitable outcomes.
We unlearn what’s expected so we can deliver the unexpected.

We Value

Respect
Transparency
Rest
Authenticity

Quick Links

⁠
Madison Ruby - Wireframes V.2
⁠
⁠

Next Steps

Joyce to start project in a NEW Asana
Non-profits to collab with?
Schools to collab with?
⁠
https://bstonline.org/
⁠
?

Our Team
Department
Name
Role
Capacity
Notes & Fun Facts
7
🐯 Jim
Event Manager/ Lead
50%
Open
🐘 Jen
Event Manager/ HR & Accounting
25%
Open
🧜🏼‍♀️ Joyce
Event Coordinator
50%
Open
💼 Legal
Legal
5%
Open
Some Person
Volunteer
25%
Open
Some Person
Volunteer
25%
Open
Some Person
Volunteer
25%
Open
2
🐊 Jack
Biz Dev & Marketing
50%
Open
✨ Metis
Marketing
5%
Open
4
🦋 Val
Designer
50%
Open
🐝 Kelly
Designer
50%
Open
🪲 Glynnis?
Designer
5%
Open
Some Design Person
Volunteer/Freelancer
25%
Open
2
🐬 Cody
Developer
50%
Open
🐧 Yossef?
Developer
5%
Open
⁠


Roadmap & Timeline

I want one easy place to see:
Where we are in the timeline
Major milestones coming up
What’s left to do
Who’s doing what AND when
Links to where things are stored - Figma, GitHub, GDrive etc.

Website phase timeline

Ref:
Madison+Ruby
⁠
⁠
Landing page
Logo & theme
Date & where
Description & videos
Latest news - changes as we get closer to event
Call for
Speakers
Sponsors
Volunteers
Exhibitors/Vendors? Different than sponsors?
Exhibitor FAQs
Code of conduct
Handling Harassment
Location - lodging & transportation
Points of interest
Speakers
bio
Image
Description
Social media
sessions
Sponsors/vendors?
blurb, link to website + booth number
Schedule
Social benefit project
Registration to Buy tickets - Integrating w/
Regfox.com
⁠
⁠
Contact Us
Footer
FAQ
Handling Harassment
Code of Conduct
Privacy
Exhibitor FAQ
Lodging
CFP

Marketing & copy timeline

Ref:
Madison+ Conferences_ Social Media Timeline
⁠
⁠
Remember Event Hashtags! (#MadisonPlusRuby)







Timeline
12-9 months before event
6-3 months before event
2-1 month before event
Week of event
Packing Check List
Prepare evaluation forms
Confirm Break Vendors (Invoices and orders set)
Confirm Sponosors and when they will be presented
Pack Banners and Mac for Miami
Prepare registration packets/swag materials
Conduct briefing for all staff
Table tents for Vendors
Pack Tshirts
Place Tshirt Sizes with Name Badges
Confirm last of Meetup/External ticket request
Create Stipends and Thank You letters for Speakers
Reserve 2 parking spots
Pack materials for transport
Finalize script
Prepare name badges
Request hotel room list
Finalize staff/volunteer assignments and schedule
Prepare and copy attendee list
Travel to event city (as needed)
Transport last minute materials
Conduct final work through of venue and meet with facility staff to confirm details
Set-up registration station
Review invoice/graduities paid
Conduct/Manage event
Distribute event survey to attendees
Manage Social Media (twitter, facebook, etc.)
1-2 months after event
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Nov 2025
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12-9 months before event28
6-3 months before event21
2-1 month before event22
1-2 months after event10
Month
TodayFit
⁠

⁠
Add task
⁠
⁠
Task tracker
Milestones
Task
Assigned
Department
Status
Notes
Start date
End date
Prerequisite
Prerequisite end date
Dependent tasks
Dependent task start date
Create FAQ for Exhibitors
Open
[  ]
[  ]
Draft working agenda
Open
10/1/2023
10/13/2023
Assign deadlines/time frames
10/16/2023
Assign deadlines/time frames
Open
10/16/2023
1/31/2024
10/13/2023
[  ]
[  ]
Design working site with branding
Open
9/1/2023
12/1/2023
[  ]
[  ]
Set up
RegFox
⁠
for attendee registration
Open
[  ]
[  ]
Create working budget
Open
[  ]
[  ]
Create working schedule of event
Open
[  ]
[  ]
Contact CVB regarding Lodging options
Open
[  ]
[  ]
Obtain Event Insurance
Open
[  ]
[  ]
Design printables
Open
9/1/2023
1/31/2024
[  ]
[  ]
Contact CVB for venue ideas
Open
[  ]
[  ]
Reseach venues
Open
[  ]
[  ]
Hold post-conf meeting with venue/facilities
Open
8/19/2024
10/31/2024
[  ]
[  ]
Packing Check List
Open
7/15/2024
7/26/2024
[  ]
[  ]
CALL FOR REGISTRATION
Open
[  ]
[  ]
CALL FOR VOLUNTEERS
Open
6/1/2024
7/29/2024
[  ]
[  ]
CALL FOR SPEAKERS & SPONSORS
Open
[  ]
[  ]
Create contact list for potential sponsors, media sources, speakers, meetups, etc.
Open
2/1/2024
4/1/2024
[  ]
[  ]
Select venue
Open
[  ]
[  ]
Obtain the finalized hotel contract signed by both parties
Open
[  ]
[  ]
Set up session/speaker files (Wufoo)
Open
[  ]
[  ]
Evaluate budget
Open
[  ]
[  ]
Finalize marketing plan with deadlines and tasks to fulfill plan
Open
[  ]
[  ]
Update registration policies and fees
Open
[  ]
[  ]
Prepare on-line registration
Open
[  ]
[  ]
Finalize web page and branding
Open
[  ]
[  ]
Sign venue contract
Open
[  ]
[  ]
Draft invitation letters to speakers
Open
[  ]
[  ]
Apply finishing touches to site before "Save the Date" goes out
Open
[  ]
[  ]
Announce registration and add to site
Open
[  ]
[  ]
Announce lodging and add to site
Open
[  ]
[  ]
Draft Save the Date email
Open
[  ]
[  ]
Send Save the Date email with links to CFP and early bird tickets
Open
[  ]
[  ]
Research potential sponsors
Open
[  ]
[  ]
Inspect venue - confirm areas being used
Open
[  ]
[  ]
Complete the social program
Open
[  ]
[  ]
Finalize banquet & hospitality arrangements
Open
[  ]
[  ]
Update crisis management plan
Open
[  ]
[  ]
Contact potential sponsors
Open
[  ]
[  ]
Evaluate budget
Open
[  ]
[  ]
Very early bird ticket price expires
Open
[  ]
[  ]
Inventory Name Tags and Conference material
Open
[  ]
[  ]
Early bird ticket price expires
Open
[  ]
[  ]
Close CFP
Open
[  ]
[  ]
Take proposals to committee for review
Open
[  ]
[  ]
Finalize selection of topics/speakers
Open
[  ]
[  ]
Follow up with Invited Speakers for talk descriptions
Open
[  ]
[  ]
Draft Congratulations letter for CFP speakers
Open
[  ]
[  ]
Draft Provisional Selection letter for CFP speakers
Open
[  ]
[  ]
Draft Denial letter for CFP speakers
Open
[  ]
[  ]
Notify Speakers of CFP status
Open
[  ]
[  ]
Speaker confirm by date (info due)
Open
[  ]
[  ]
Send speaker confirmation email with date & time of presentation
Open
[  ]
[  ]
Announce Speakers
Open
[  ]
[  ]
Conduct venue meeting regarding set up
Open
[  ]
[  ]
Confirm photography/videography arrangements
Open
[  ]
[  ]
Order name badge holders and card stock
Open
[  ]
[  ]
Distribute press release to related organizations
Open
[  ]
[  ]
Send confirmation letters to all speakers
Open
[  ]
[  ]
Finalize budget
Open
[  ]
[  ]
Announce volunteer program
Open
[  ]
[  ]
Place orders for swag and printed items
Open
[  ]
[  ]
Speaker information due
Open
[  ]
[  ]
Process speaker/staff room reservations (before room block deadline)
Open
[  ]
[  ]
Send reminders to speakers (concerning dates/contracts, AV requirements, audio& video taping release form, etc.)
Open
[  ]
[  ]
Promote in newsletters and trade magazines
Open
[  ]
[  ]
Promote in Meetup groups in Chicago
Open
[  ]
[  ]
Finalize meeting room assignments
Open
[  ]
[  ]
Follow up with sponsors (exhibit space, conference tickets, swag, etc.)
Open
[  ]
[  ]
Draft script
Open
[  ]
[  ]
Develop packing list
Open
[  ]
[  ]
Determine items for hospitality center or information desk (membership information, products, local tourist information, etc)
Open
[  ]
[  ]
Request & review hotel block report
Open
[  ]
[  ]
Lodging cut off date
Open
[  ]
[  ]
Decide on all staff needs and make a chart of staff responsiblities
Open
[  ]
[  ]
Prepare evaluation forms
Open
[  ]
[  ]
Confirm Break Vendors (Invoices and orders set)
Open
[  ]
[  ]
Confirm Sponosors and when they will be presented
Open
[  ]
[  ]
Pack Banners and Mac for Miami
Open
[  ]
[  ]
Prepare registration packets/swag materials
Open
[  ]
[  ]
Conduct briefing for all staff
Open
[  ]
[  ]
Table tents for Vendors
Open
[  ]
[  ]
Pack Tshirts
Open
[  ]
[  ]
Place Tshirt Sizes with Name Badges
Open
[  ]
[  ]
Confirm last of Meetup/External ticket request
Open
[  ]
[  ]
Create Stipends and Thank You letters for Speakers
Open
[  ]
[  ]
Reserve 2 parking spots
Open
[  ]
[  ]
Pack materials for transport
Open
[  ]
[  ]
Finalize script
Open
[  ]
[  ]
Prepare name badges
Open
[  ]
[  ]
Request hotel room list
Open
[  ]
[  ]
Finalize staff/volunteer assignments and schedule
Open
[  ]
[  ]
Prepare and copy attendee list
Open
[  ]
[  ]
Travel to event city (as needed)
Open
[  ]
[  ]
Transport last minute materials
Open
[  ]
[  ]
Conduct final work through of venue and meet with facility staff to confirm details
Open
[  ]
[  ]
Set-up registration station
Open
[  ]
[  ]
Review invoice/graduities paid
Open
[  ]
[  ]
Conduct/Manage event
Open
[  ]
[  ]
Distribute event survey to attendees
Open
[  ]
[  ]
Manage Social Media (twitter, facebook, etc.)
Open
[  ]
[  ]
Send "Thank you" letters
Open
[  ]
[  ]
Update site/Lanyard with slides, pictures and videos
Open
[  ]
[  ]
Release post event to local news/trade magazines
Open
[  ]
[  ]
Reconcile all invoices
Open
[  ]
[  ]
Summarize attendee evaluations/survey results
Open
[  ]
[  ]
Complete post-conf report
Open
[  ]
[  ]
Send sponsor evaluations
Open
[  ]
[  ]
Reconcile income/expenses
Open
[  ]
[  ]
Event Wrap Up Summary
Open
[  ]
[  ]
There are no rows in this table
110
Count
⁠


References:

⁠
Copy of 2018 Madison+ Ruby in Chicago Schedule
⁠
⁠
⁠
2018 Madison+ Ruby Planning Chart
⁠
⁠
⁠
Event Signage
⁠
⁠
⁠
Conference Site - Audit Check List
⁠
⁠

🛑 STOP THIS IS NOW IN ASANA!
Words We Live By:
We Value
Quick Links
Next Steps
Our Team
Roadmap & Timeline
Website phase timeline
Marketing & copy timeline
Timeline
Task tracker
References:
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