Design: Update the conference prospectus

[thulieblack]

The current prospectus is outdated, and the way we have it set up is to design it in Figma and upload a PDF to the website.
This makes it not sustainable long term, so we need to have a dynamic way for the prospectus to be updated, especially on the venue part either by having it written on the website as a page or still downloadable.

cc @TenzDelek @AceTheCreator

[TenzDelek]

will be working under the micro grant program. lets make it as a dedicated page and we can have the browser print function to make it downloadable. this solved both the issue.

[aeworxet]

This GitHub issue is submitted for the Microgrant Program calendar-month round 2026-07.

@thulieblack, @princerajpoot20 - could you please assess whether other GitHub issues submitted at https://github.com/orgs/asyncapi/discussions/2279#discussioncomment-17209362 are less urgent than this one?

[princerajpoot20]

The idea of generating a prospectus is great. We only need to work on the venue section and determine how to include the venues in the PDF. From the development side, we are all set in terms of data, as we already have all the necessary details available in the JSON.

At this point, the main challenge is how the venue section of the PDF will be designed. Specifically, we need to determine how the venues will be arranged within the PDF. The number of venues can vary, and that creates a design challenge.

When we design in Figma manually, we make layout decisions based on the number of venues. For example, if there are six venues, we might condense the information and use a 3x2 layout. However, what happens when there are five venues? We cannot simply place three venues in one column and two in another while stretching the layout boundaries, as that would likely look unbalanced and visually awkward. To handle these variations properly, we would need different design implementations. otherwise, the final result may not look good.

Therefore, I would recommend having Figma designs ready for different venue counts, perhaps starting from 2 venues up to 6–7 venues. Once we have designs for each configuration and agree on how they should look, we can proceed with the implementation accordingly.

Also, from my perspective, creating a new endpoint is not necessarily a 1:1 mapping between what users see on the website and what appears in the PDF. While the content is the same, the presentation is different. For example, on the website, you can use animations or a slideshow for venue images, whereas the PDF presents everything in a static format.

Because of that, my first question would be: do we really need a new endpoint? Could we simply keep the current implementation where clicking the button opens the PDF in a new browser window using a PDF viewer, from which users can download it if needed? In that case, we would not need a new endpoint.

If we do decide to create a new endpoint, we should first define its purpose and design because, as mentioned earlier, it will not be a direct 1:1 mapping of the PDF. I think @thulieblack and @Mayaleeeee can help make that design decision and provide direction on how it should work.

Regarding the urgency of this, I can see that we already have this year's prospectus, although it does not include venue information. So, for this year, we already have a working prospectus. If we want to include venues this year, it may be better to proceed with venue designs in Figma first, especially since we cannot confidently estimate how long it will take to finalize the complete solution and we are already halfway through the year.

For that, @thulieblack may be able to provide better guidance.

[TenzDelek]

The idea of generating a prospectus is great. We only need to work on the venue section and determine how to include the venues in the PDF. From the development side, we are all set in terms of data, as we already have all the necessary details available in the JSON.

At this point, the main challenge is how the venue section of the PDF will be designed. Specifically, we need to determine how the venues will be arranged within the PDF. The number of venues can vary, and that creates a design challenge.

When we design in Figma manually, we make layout decisions based on the number of venues. For example, if there are six venues, we might condense the information and use a 3x2 layout. However, what happens when there are five venues? We cannot simply place three venues in one column and two in another while stretching the layout boundaries, as that would likely look unbalanced and visually awkward. To handle these variations properly, we would need different design implementations. otherwise, the final result may not look good.

Therefore, I would recommend having Figma designs ready for different venue counts, perhaps starting from 2 venues up to 6–7 venues. Once we have designs for each configuration and agree on how they should look, we can proceed with the implementation accordingly.

Also, from my perspective, creating a new endpoint is not necessarily a 1:1 mapping between what users see on the website and what appears in the PDF. While the content is the same, the presentation is different. For example, on the website, you can use animations or a slideshow for venue images, whereas the PDF presents everything in a static format.

Because of that, my first question would be: do we really need a new endpoint? Could we simply keep the current implementation where clicking the button opens the PDF in a new browser window using a PDF viewer, from which users can download it if needed? In that case, we would not need a new endpoint.

If we do decide to create a new endpoint, we should first define its purpose and design because, as mentioned earlier, it will not be a direct 1:1 mapping of the PDF. I think @thulieblack and @Mayaleeeee can help make that design decision and provide direction on how it should work.

Regarding the urgency of this, I can see that we already have this year's prospectus, although it does not include venue information. So, for this year, we already have a working prospectus. If we want to include venues this year, it may be better to proceed with venue designs in Figma first, especially since we cannot confidently estimate how long it will take to finalize the complete solution and we are already halfway through the year.

For that, @thulieblack may be able to provide better guidance.

Sounds great, I will connect with @Mayaleeeee whether she is available to work on this

[TenzDelek]

Just had a discussion with Maya and she has agreed to work on this for the current bounty program. Once the design is done, let's proceed with the implementation.

cc @princerajpoot20 , @thulieblack , @AceTheCreator

[princerajpoot20]

Since @Mayaleeeee is working on this, she will be covering only the design part. Please create a follow-up issue for the coding work. Since we are covering only the design as part of this, we can reclassify the complexity of this as medium.

cc: @aeworxet @TenzDelek

[Mayaleeeee]

Since @Mayaleeeee is working on this, she will be covering only the design part. Please create a follow-up issue for the coding work. Since we are covering only the design as part of this, we can reclassify the complexity of this as medium.

cc: @aeworxet @TenzDelek

@princerajpoot20
Since I’m handling the design, I’ll assess the complexity from the design side and set it as Advanced. Once the design is done, we can create a follow-up issue for coding and size that separately. This keeps the scope clean for now.