unDavos Playbook

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unDavos Roles & responsibilities

unDavos Core Team

Internal Communication: How, why, and where do we communicate in UnDavos?

Introduction to the Core Team: Stewards of unDavos

Welcome to the heart of the unDavos Summit – our Core Team. We are a dedicated group of volunteers, committed to supporting the unDavos community in organizing and hosting a diverse range of events. Our team embodies the spirit of collaboration and volunteerism that is central to the ethos of unDavos.

Our Role as Stewards:

As stewards of unDavos, our primary goal is to facilitate a seamless and enriching experience for everyone involved – from event organizers to attendees. We work behind the scenes, providing guidance, resources, and support to ensure that each event not only runs smoothly but also captures the unique essence of unDavos.

unDavos Core Team Roles

unDavos Core Team Roles

Role

Responsibilities

Person (Link to Telegram)

PM / Community Coordinator

Overall activities for unDavos Summit

Keep track of all the different things (Sunday Welcome, Tues Panels, Tues Ignite, Wed Panels, Wed Ignite, Thurs Venture Day, Web Site, Sponsorship)

Making sure we are getting everything done, when it needs to get done

Expected effort

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Mark

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Robin

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Web Site / Davosweek Glide responsible

The current site is built on two platforms - Wix(for main Summit)

Support - admin account, then will have access

The main content to be filled is:

Slots - name, image, blurb

Speakers - name, image, bio / links

Expected effort

Pre-Davos = 20 hours

During Davos = 1-2 hours (if any) - last minute updates

Registration system

Separate to the web site, a method for people to click on a link and register to attend the event

Ideally automate the confirmation

And need to have a system that can take money because the Venture Day has a 100 CHF fee (unless the person is a sponsor)

Luma likely best solution - Mark has an account

Expected effort

Pre-Davos = 2 - 3 hours - copy paste content from web site into EventBrite, then ideally copy one as a template - and repeat 12 times!

During Davos = 1 hour? Maybe minor changes only

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Robin

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Summit - Collect Speaker Bios

Contact Slot owner - and individual speakers - best with broadcast message

Set up Google Form to collect the bio info needed - Mark will do

Connect with the Web Site Owner to move across the info from the Google Sheet into the web site - Speaker section

Expected Effort

Pre-Davos = 1-2 hours

During Davos = none (work finished)

Summit - Content Team

Decide on the panel slots - topic, title, blurb, who will own it, who will be on the panel / in the slot

Urgent for 3 Jan latest - to give people clarity - work underway by Mark

Expected effort

Pre-Davos = 2 hours max - conversation on Zoom? To agree (agree ‘enough’ as a panel title can be changed in seconds with the web site!)

During Davos = none

Press & Media

We want to be able to get some media coverage for this event - to show it is an important part of Davos in 2023, to highlight some of the topics and individual speakers, and to develop reference materials for 2024!

We need a press release written

We need a media contact list sheet

We need a media expert to help us!

Expected Effort

Pre-Davos = 2 - 3 hours - work on press release, media list, etc

During Davos = depends on how the media likes the project!

Social Media / Marketing Beyond Davos

We need to work out what AV equipment is available to live stream or just record content

We should have social media properties set up - using a strategy (needs to be developed!)

We need to then populate these things with content

Expected Effort

Pre-Davos = for an expert, maybe 1-3 hours - define strategy, get accounts set up

During Davos = don’t know! Depends on the strategy what we think we need to do

Sponsorship Support

The event costs have been paid for by Mark personally! Without this money and commitment, we would not have this opportunity!

We will cover the costs and maybe have money left over to share for the effort through:

Sponsorships - companies or individuals paying to have their name associated with the event, and likely other benefits

Attendance fee - it is best to keep the Venture Day with the 100 CHF fee only

Sponsorship has two parts - finding companies or people who would like to sponsor, then closing the sponsorship with a contract and an invoice

Mark and Vas are already doing a lot with the contract and invoice process - we need more help finding and closing potential sponsors

Sponsors need to be somehow handed over to the Summit team so they have someone to speak to about the event (and not someone who just does advertising!)

Expected Effort

Pre-Davos = 3-8 hours - depending on how much time or desire to help exists

During Davos = likely none - need to hand over got the Summit responsible

DavosWeek Event Sourcer

Responsible for making sure that as many events as possible are sourced from the community into the DavosWeek App

Event Manager

Onsite during unDavos summit recieving guests, greeting and informing.

Works tightly with

@PM / Community Coordinator

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There are no rows in this table

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