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Overview
We are discussing with Minibud to buy vouchers
They should walk and use transportation
Someone should buy this soon and it will be handed out during the dinner
We need to book a nice place soon, I recommend something in the castle area
We need to pay the second installment before the 15th of september
Balo Already sent them confirmation of the accomodation and will send a newsletter with more information soon you can check it here
Balo is going to be the MC
I will send them that we can offer two tickets and they already have one more than that they have to use the normal store
We need to send him that we already used his tickets for the diversity pool
Rita should finalize the invoice and send it to him and they will send us the money for the three tickets
Adam should confirm with the booth builders the times needed to teardown and setup and telling them that they have this space and so on
He is already in contact with david
We need to send the contact details of our printing company to deliveroo as soon as possible
Zoli I need an official document with price quota for printing the rollup banner for deliveroo and we need to ask the other companies if they need us to print them anything
We should send the party flyer to print after the 15th of september with deliveroo logo
This thing is very crucial, what we need to achieve is a speaker being able to setup his machine in 2 3 mins during the break
The microphones of both speaker and MC should be recorded and displayed, the stage should have astanding stage
The projector should display the speakers computer and the camera should record him + record his computer screen at the same time
We need technicians in case of problems and in order to help speakers put their microphones and connect their computers to the staff
People sitting in the back should be able to see the speaker screen on screens or projectors on the back
As daniella said, as they are experts they should handle the breaks but we should keep the sponsors room as it is
Also I would recommend that during the talks and shorter breaks not all the catering stations should be working
Any news on that matter? which restaurants will be there and so on
That will happen on the cloak space which will after that become a cloak space/ lost and found ran by volunteers
Gui and zoli should cooperate on doing this in a proper way that doesnt make the queue so long, but I would suggest having at least 5 or 6 volunteers on the queues
I would repeat here, we need two networks
- staff network: That should at any price be working the whole day without any outages
- attendees network: That needs a bigger bandwidth and if it went down for few mins it's alright
Let's make sure we have 710 chairs on the venue at the moment we have sponsors + diversity + attendees =~ 690 people with DiNa people around 10 15 more
We should have standing table accross the venue and some sofas and places to sit
There should be an area with lots of plugs of electricity and preferably some seats in the venue
In the possibility of rain they should have a tent to open on the foodtruck show
We should print the signs and stuff
I need to confirm with eszter today or tomorrow
We should send the accommodation details and introduce the room mates to each others
We should find a way to cancel Donna's flight and waiting for the quota on Emmanuel case
Adam please double check the extra luggage option and we should send her the information about her accommodation as soon as possible
His visa will probably be accepted we should find a flexible cancellation flight and book it for cost optimization
We should send them a way how to reach the hotel from the airport and see if any of them has a close timing to one of the speakers that they can ride the taxi with them
We should maybe send an email to all the attendees urging them to sell their tickets on ticketswap if they won't make it to the event
The party will start at 8 pm officially but people will arrive later
The pitches of next year can be at 9:30 or 10 pm because it wont take that much time
As an idea we can still do it on the venue on the next day in case we felt its harder to do on the party venue, My idea is to announce the winner only on the closing ceremony
Let's add at least one better whiskey, vodka and maybe few cheap cocktails
We need on the 26th of September to prepare the goodie bags with the gifts
Speakers volunteers should help with getting the speakers in the hotel and handling their requests
Speakers volunteers should work on helping the speakers get to the dinner venue and should be there during the dinner as well to handout the gifts and so on
The logistics team should be working on getting everything in the venue in place during the setup as described in the other parts cooperating with the catering, wifi, venue contact, stage team
Part of the logistics team should be working on the cloak room in shifts
Part of the Logistics team should be around the venue collecting people from the breaks back to the talks and around the venue for any assistance
Part of the logistics team should work under gui's supervision to achieve the registration process seemlessly
Working with the technicians on making sure every talk is going properly during the talk itself and displaying the necessary slideshows in the breaks and checking out the recording
This team will be in the sponsors hall to make sure the sponsors have no questions or needs nothing
One of the team should spend the whole event tweeting about the event, checking people feedbacks and incorporating it right away
Another person should preferably have Ruby background to be able to capture interesting parts of the talks and tweet about it