CHAOSSCon NA: Venue Deliverables

[geekygirldawn]

Venue Tasks

@geekygirldawn is responsible for tracking these tasks

• [x] Feb 9: Dawn: If not already provided in the initial request form, the Project will provide the LF with:
  • Final Summit Name
  • Final Summit Description (300+ word description for website and a one-sentence description for the registration form)
  • Final Summit Fee
  • company logo (Vector Format - for use on signage).
• [x] Feb 15: LF to list Mini Summit on the OSS NA registration form as an add-on event and on the OSS NA website on the co-located events webpage.
• [x] Feb 15: LF Registration team to add project contacts below with a Cvent login to the Registration Portal to view attendee sign ups for mini summit
• [x] Feb 15: LF to list Mini Summit on the main OSS NA schedule.
• [x] March 18: Project to provide the LF with preliminary mini summit agenda (or link to agenda) to add to the OSS NA website and schedule.
• [x] TBD: LF to send email to all OSS NA registrants promoting all mini summits
• [x] April 3: LF to send Project final summit details, including meeting room location, current attendee numbers, etc.
• [ ] April 8: RECOMMENDED: We encourage all projects to send out a pre-event email to their registered attendees 1 week before the event with final summit details, meeting room location, etc.
• [ ] April 15: Mini Summit Date
• [ ] April 22: LF to provide post-event attendee numbers and put in request for any funded project to receive their mini summit ticket revenue collected (minus registration fees).

More details about the venue and what the LF will provide.

CHAOSS is confirmed for a mini summit on Monday, April 15, 2024 at 1:30pm - 5:00pm PDT. Exact meeting location will be provided 1-2 weeks before the event.

COMPLIMENTARY MINI SUMMIT - WHAT’S INCLUDED:

• (1) Meeting Room with Theater Seating for a half day only (3.5 hours)
• Basic audio visual services: (1) screen, (1) projector, basic audio, (1) wireless microphone and (1) hand-held microphone
• Shared conference wifi
• Water, coffee and tea for the duration of your meeting
• (1) shared directional sign in foyer areas + (1) room sign with event name
• Event listing on the co-located events page of the OS Summit website
• Registration 'add-on' option on the OS Summit registration form - (we HIGHLY recommend you charge a nominal fee to ensure low attrition)
• Event listing on the OS Summit schedule
• Promotion of the event in OS Summit attendee email(s)
• Events staff onsite to check in on the group, make sure AV is working, etc.
• Registered attendee list pre-event so you can send out important information regarding your mini summit

Please note that live streaming and recording of the mini summit are not included in the complimentary package.

[geekygirldawn]

And here are the Final Room Details:

• Date: Monday, April 15, 2024
• Room Number: Level 4, Room 445-446
  • Here is the event venue map for reference.
• Badge Pickup: Summit Lobby on Level 1
  • Registration will open at 7:30am on Monday.
• Time: 1:30pm - 5:00pm
  • Please be in your room at least 15 minutes before your event starts to get your presentation set up.
• Setup: Theater
• A/V: Projector, screen and 2 microphones
• Food & Beverage: There will be stations outside your room in the foyer spaces with coffee, tea and water that will be refreshed throughout the day. No food will be served during the mini summit.
• Signage: There will be a digital room sign outside the meeting room with the logo you provided and your mini summit name on it. We will also have a directional sign near registration throughout the venue with your mini summit name & room number included.
• Badge checking - There will be a code printed on your attendees’ OSS badge indicating they are registered for your mini summit. We will have LF event staff at the room entrance checking that the attendees have your event code on their badge. Please make sure all of your staff and speakers have registered for your mini summit.