CHAOSScon NA 2024 Planning

[ElizabethN]

CHAOSScon NA 2024

Date:
Location: Seattle, WA
In conjunction with: OSSNA

Planning Committee

Project Managers: @yigakpoa and @the-techgurl

🎬 Overall Event Coordinator: @sgoggins
(This role is responsible for overseeing the whole CHAOSScon Planning process)

🎪 Venue Coordinator: @geekygirldawn
(This role is responsible for being the single point of contact between us and the LF event staff. If applicable, also responsible for arranging catering.)

✍️ Content Coordinator: @GeorgLink
(This role is responsible for finalizing the agenda, and if applicable, managing the CfP process.)

🗣️ Speaker Coordinator: @vinodkahuja
(This role is responsible for being the point of contact for speakers to make sure they have what they need.)

✨Outreach Coordinator: @ElizabethN
(This role is responsible for the website, event promotion (and if applicable, ticket sales, and connecting with attendees pre-event.)

💰 Sponsorship and Social Event Coordinator: TBD
(This role is responsible for interacting and facilitating sponsorships and financial transactions to CHAOSS.)

🎤 Audio Coordinator: TBD
(This role is responsible for handling audio at the event and streaming, if applicable.)

Planning Template Doc

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Planning Checklist:

Weekly Meeting facilitation: Overall Event Coordinator

6 months before Event:

• Secure venue (Venue Coordinator)
• Confirm time block for event (Venue Coordinator)
• Optional: Release and advertise CFP (Content Coordinator)
• Optional: Find Sponsors (Sponsorship Coordinator)
• Launch registration page (Outreach Coordinator)

3 months before Event:

• Decide on Speakers (Content Coordinator + Planning Committee)
• Decide on Keynotes (Content Coordinator + Planning Committee)
• Release and advertise the schedule (Outreach Coordinator)

2 months before Event:

• Confirm catering (Venue Coordinator)
• Determine Master of Ceremony (Content Coordinator)
• Confirm Streaming (Audio Coordinator)

1 week before Event:

• Upload Presentation Slides and connect with Speakers (Speaker Coordinator)
• Print name tags (Outreach Coordinator)
• If applicable, connect with Attendees (Outreach Coordinator)

Day of Event:

• Prepare venue signage (Venue Coordinator)
• Prepare registration table and check in attendees (Outreach Coordinator)
• Ensure Streaming is operational and Audio needs are met (Audio Coordinator)

After Event:

• Post-event Followup (Outreach Coordinator)

[geekygirldawn]

Since no one else has volunteered, you can put me down for the Venue coordinator, and I've already submitted the form.

[vinodkahuja]

Since I plan on coming, you can put me as Speaker Coordinator.

[ElizabethN]

2/20 Update - We can have a sponsor for the social event. Ildiko will look at some potential venues.