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

“What rock did you crawl out from under?”
Operations + Mouth
Design Team
Development Team
(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?
Art projects/grants?
⁠
https://bstonline.org/
⁠
?

Our Team
0
Department
Name
Role
Capacity
Notes & Fun Facts
⚙️ Operations
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
💬 Mouth
2
🐊 Jack
Biz Dev & Marketing
50%
Open
✨ Metis
Marketing
5%
Open
🎨 Design
4
🦋 Val
Designer
50%
Open
🐝 Kelly
Designer
50%
Open
🪲 Glynnis?
Designer
5%
Open
Some Design Person
Volunteer/Freelancer
25%
Open
✨ Development
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)

7 Months till Event

Announce conference dates and registration page
Announce and push CFP opening
Push ticket sales. "Can't Hardly Wait Till" or "Very Early Bird"
Tweet about benefits in attending our conference
Share fun and engaging material
Follow and retweet community leaders
Draft and share blog post

6 Months till Event

Push ticket sale "Early Bird"
Push ticket sale "Early Bird"
Typically 3 messages p/week for sale reminder. Alternate days for posting
Early bird sale lasts longer, so the frequency of postings is lower then V. E. B. sale
Continue to push CFP
Now that CFP has been out for a while, frequency of posts arent as high
3 to 4 posts per week
Reach out to community leaders/past attendees/followers to help spread the word
Decide a day to be a throwback day. Post a past talk on that day, and reiterate that CFP is open
Continue to Tweet benefits in attending
DM followers and previous attendees to see what they liked about our conference
Was there anything different about our conference from others they've attended
Watch promotional videos and see what was said
Tweet out venue information if confirmed and contract signed
Use pictures from our flickr acount to show off venue to our followers
Announce Lodging and details if it's ready
When ready, tweet out link and details for people to reserve lodging
Share interesting material and news
Example: During Madison+ UX we have art fair on the sqaure
Articles or news that our followers would engage with
One tweet out each day of the week for this
Follow and retweet community leaders
Great for a source of relevant material
Filter in content from previous years of holding the conference
Talk videos, promotional videos, blogs written.
Don't become too repeptitive with using same content too frequently



Timeline
1
12-9 months before event
6-3 months before event
2-1 month before event
Week of event
1-2 months after event
Jul 2023
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Aug 2023
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Sep 2023
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Oct 2023
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Nov 2023
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Dec 2023
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Jan 2024
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Feb 2024
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Mar 2024
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12-9 months before event28
6-3 months before event21
2-1 month before event22
Week of event27
1-2 months after event10
Month
TodayFit
⁠

⁠
Add task
⁠
⁠
Task tracker
1
Milestones
Task
Assigned
Department
Status
Notes
Start date
End date
Prerequisite
Prerequisite end date
Dependent tasks
Dependent task start date
12-9 months before event
30
Create FAQ for Exhibitors
​
​
Blocked
Open
​
[  ]
[  ]
Draft working agenda
🧜🏼‍♀️ Joyce
⚙️ Operations
In progress
Open
10/1/2023
10/13/2023
​
Assign deadlines/time frames
10/16/2023
Assign deadlines/time frames
🧜🏼‍♀️ Joyce
⚙️ Operations
In progress
Open
10/16/2023
1/31/2024
Draft working agenda
10/13/2023
[  ]
[  ]
Design working site with branding
🦋 Val
🐝 Kelly
🎨 Design
In progress
Open
9/1/2023
12/1/2023
​
[  ]
[  ]
Set up
RegFox
⁠
for attendee registration
🐯 Jim
⚙️ Operations
Not started
Open
​
[  ]
[  ]
Create working budget
🐘 Jen
⚙️ Operations
Not started
Open
​
[  ]
[  ]
Create working schedule of event
🧜🏼‍♀️ Joyce
⚙️ Operations
Not started
Open
​
[  ]
[  ]
Contact CVB regarding Lodging options
🐯 Jim
🐘 Jen
⚙️ Operations
Not started
Open
​
[  ]
[  ]
Obtain Event Insurance
🐯 Jim
🐘 Jen
⚙️ Operations
Not started
Open
​
[  ]
[  ]
Design printables
🦋 Val
🐝 Kelly
🎨 Design
Not started
Open
9/1/2023
1/31/2024
​
[  ]
[  ]
Contact CVB for venue ideas
🐯 Jim
⚙️ Operations
Shipped/Done
Open
​
[  ]
[  ]
Reseach venues
🐯 Jim
⚙️ Operations
Shipped/Done
Open
​
[  ]
[  ]
CALL FOR REGISTRATION
​
​
​
Open
​
[  ]
[  ]
CALL FOR SPEAKERS & SPONSORS
​
​
​
Open
​
[  ]
[  ]
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
​
[  ]
[  ]
30
Count
6-3 months before event
21
21
Count
2-1 month before event
22
22
Count
Week of event
27
27
Count
1-2 months after event
10
10
Count
110
Count
⁠


References:

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

Words We Live By:
We Value
Quick Links
Next Steps
Our Team
Roadmap & Timeline
Website phase timeline
Marketing & copy timeline
7 Months till Event
6 Months till Event
Timeline
Task tracker
References:
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