Events

Dedicated repository for event issues.

Issues added here and all other repository with event repo_purpose (custom properties) will be automatically added to the Events GitHub project and assigned to the Events exec(s).

Operations

Adding a new event

Prerequisites:

1. Location
   • See bookable rooms at UTS
2. Time, date, and duration
   • Query availability of committees (private) and attendees (public) on When2meet
3. Event details
   • Name
   • Description
   • Content (e.g., slides, videos, etc.)
   • Prerequisites for attendees (e.g., tools/device, knowledge, install, etc.)
4. Sponsors (optional)
   • Name
   • Contact information
   • TODO: other details

Steps:

1. GitHub
   • Create a new item on the Events GitHub project (TODO: issue template)
   • Assign the issue to the Events exec(s) and the speaker(s)
   • TODO: Fill out the Date field to automate step 3 and 4 (Google Calendar and Discord) below
   • Move the item across the board as appropriate
2. ActivateUTS (@Events)
   • Expect >= 10 business days processing time before regular events, 3–4 weeks for larger events
   • Fill out the Event Application Form
   • TODO: other details for Events exec(s) to fill, make an issue and PR on Execs GitHub repo
3. Google Calendar (@Events)
   • TODO: setup and publicise, make under [email protected]
4. @Marketing
   • Discord (TODO: automate)
     • Announcement (2 weeks, 1 week, 1 day before the event)
     • Create Event
   • Instagram & Facebook post
     • Use Meta Business Suite
   • TODO: Email
5. @Events Ensure presenters are prepared for the event >= 3 days before the event

Executing in-person events

Steps:

1. @Events Setup room/seating, mic, and camera >= 30 mins before the event
   • Test equipments
   • TODO: live/remote option
2. @Events Prep presenters if needed
3. Create Discord event post for live chat and Q&A (TODO: automate)
4. Start the event on time, have fun, and be productive
5. Order food/drinks 30 mins before the event ends
   • TODO: attendees can choose which food/drinks to order if they fill out the event survey
   • TODO: Domino's/general food and drink portion guide (2.5 pizzas/person? @arduano)
6. TODO: automate one-line feedback survey on Discord (record attendance)
7. TODO: store analytics (attendance count, feedback, etc.)
8. @Events Upload recording to YouTube
9. @Marketing Post-event announcement and share links to recording and/or resources