Luma Events for Each workshop Session to Track Attendance

[AmyCYF]

Description: To effectively manage attendance for each in-person session, the community team will be responsible for creating and maintaining Luma events. This will help track the expected number of attendees, manage capacity, and provide timely communication to participants. Each Luma event should include essential details.

Acceptance Criteria:

• [x] Event Creation by session
• [x] Attendee Information: Collect necessary attendee information during registration (e.g., name, contact details).
• [x] Communication Setup: Enable automated emails through Luma for each event to send reminders and updates to registered attendees.
• [x] Attendance Monitoring: The Prog ops will monitor registrations and coordinate with the team if adjustments are needed based on attendance levels.

[MarianaVazquezCYF]

I think this is what we just did?

[MarianaVazquezCYF]

https://lu.ma/cbzs9ivm

[AmyCYF]

@MarianaVazquezCYF the other tickter was to define who would be responsible for the task ( it was a once off ticket). This ticket will be reused for each of the ITDs.

Please could you confirm if Luma sends automated follow-up emails to the participants reminding them about the events they have signed up to? Could you also confirm when and how the list of participants will be shared with the volunteers? I am happy to take ownership of this task.

[MarianaVazquezCYF]

Luma sends reminders! yes, you need to go to the "blast part" to customize reminders! and you can download the list in the registration tab. We haven't shared this info with the volunteers , so if you can share It every Friday will be great!

I have created the 5 events for the 5 saturdays (first one online and with a capacity limit of 10 people). All of the links are on luma!

[AmyCYF]

Thanks @MarianaVazquezCYF will do