Event: PLAIN workshop/conference

[jthalls]

Event scheduled for May (TBD)

exact date tbd, but ideally sometime in May for a full or half day workshop with: -main session with presentations -breakout working groups/sessions

Possible dates: April 25 (two of the large conference rooms are reserved) June 8 (all three conference rooms are reserved) plus much more flexibility if we hold it in the OPP open space

Tasks associated with event (will adjust if in-person only).

Prior:

• [ ] Send calendar invite
• [ ] Finalize event description
• [ ] Request video title card
• [ ] Create event in Eventbrite
• [ ] Create event in YouTube live
• [ ] Post event page on DigitalGov
• [ ] Request extra chairs for 4100 space
• [ ] Request projector and screen from building management
• [ ] Schedule emails through Eventbrite
• [ ] Schedule real-time captioning through FedRelay
• [ ] Identify moderator for live chat/online questions and send moderator script
• [ ] Schedule tech check with presenters to review online platform and logistics of event
• [ ] Work with DG team to promote via Social Media platforms
• [ ] Track registration and provide event partner weekly registration updates
• [ ] Set up evaluation in Google Forms and share with POC
• [ ] Assign staff roles (for the day of the event)
• [ ] Create and print name badges (if applicable)

Day of:

• [ ] Set up signs
• [ ] Make sure room is set up correctly
• [ ] Ensure A/V is working properly in room
• [ ] Set-up and test any equipment necessary (e.g. mics)
• [ ] Manage registration and check-in folks
• [ ] Computer and clicker available as main presentation computer in room
• [ ] Respond to any inquiries about the logistics/joining event from attendees
• [ ] Manage online platform
• [ ] Troubleshoot any technical problems with online platform
• [ ] Work with moderator to manage attendee questions
• [ ] Coordinate with presenters any content related items day of event
• [ ] Coordinate with presenters any logistics  related items day of event
• [ ] Record event

Post:

• [ ] Update metrics spreadsheet
• [ ] Schedule post event/training retro
• [ ] Add title card immediately following event
• [ ] Send post-event email with link to video, evaluation, and any additional resources
• [ ] Share evaluation results with event partner and presenters
• [ ] Conduct retro

[jeremyzilar]

This has been completed 🎉👾

[jeremyzilar]

This has been completed 🎉👾