ResBaz AZ Annual Festival Handbook

Add items directly to the outline or below in the to-add space. There is a space for additional notes at the bottom of this doc.

Teams

Volunteer festival organizers should self-assign to the below sub-committes that will perform the general outlined tasks. Break out into small groups (i.e. sub-committees) after agreeing on conference format. Groups are best kept to teams of 3 or less.

Make sure everyone in the slack has stated their participation.

• Central organization

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  • facilitate meetings
  • share updates, prompt discussions
  • organize sponsorship

• Logistics and Social

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  • Book venues
  • Book virtual venue
  • Determine schedule

• Marketing

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  • Advertise ResBaz Festival
  • Create conference logos, fliers, and other promotional materials

• Volunteers

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  • Create registration form
  • Recruit speakers and helpers
  • Facilitate communicate with volunteers

• Website

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  • Create event page
  • Update event schedules

Tasks and tips

Find below relevant topics for all ResBaz festival organizers. Next find relevant topics organized by sub-committee.

• Organizer Communication

  • Slack
  • Github projects, issues

• Email Communication

  Any email to an address of the format ResBazAZ+anything@gmail.com will go to the usual ResBazAZ Gmail account.

Central Organization

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Meetings

• HackMD
• assign Note Taker at every meeting
  • summarize not transcribe
  • also encourage group participation in doc

Sponsorship

• list of sponsors
• Types of items to request sponsorship for:
  • Coffee
  • Snacks
  • Online event venue
  • Flyers/Advertisements
• contact sponsors
• use live registration data to ballpark order from list above
• distribute a post-mortem to sponsors <4 weeks post conference

Post-mortem

• get conf feedback from registrants
• compile data in short written summary

Gmail

• Shared email responsibilities
  • Currently requires people to remember and be proactive
  • Is there a better way?
  • Examples:
    • Learn from CRMs (customer relationship management tools)
    • Use an AI bot to monitor email and alert relevant people (or possibly even respond on our behalf)
    • A Slack integration that allows us to draft and send responses to emails directly from Slack
    • Something like Chatwoot with an email inbox tied to a dedicated address (e.g. festival2024@arizona.researchbazaar.org)

Logistics and Social

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Format

Having a firm conference format decided on makes downstream planning easier. Decide together.

2024 in worked to propose a format after discussions and vote yes/no to proposal

​​​​- Dates, length of conference, days of week
​​​​- In person, virtual, hybrid   
​​​​- Priority of cross-campus collaboration

Venue

• conference
• social event
• virtual event
• participant communication
  • slack? hackMD? email only? other?

Agenda

When volunteers sub-committee starts to locate speakers, the event agenda can start to be formulated.

It's helpful to have some agenda early for advertising of excting conference topics and speakers

​​​​- Types of sessions  
​​​​- Concurrent events   

Marketing

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• Social Media
• Academic Calendars
  • do we have contacts to add us to NAU/ASU calendars?
• UA list servs
  • can we get on NAU/ASU list servs?
• Slack
• Fliers
  • need a few laminated for HSIB
  • need a stapler for outdoor flyering
• past attendees
  • Gather emails?
• Work with Logistics and Social and Volunteers to confirm conference details

Volunteers

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• ask for volunteers with registration
  • ask for name with 'yes' volunteer
• communication
  • resbazaz @ gmail
  • Gain resbazaz gmail delegation from Julian
  • Email etiquette: BCC all
  • HackMD for instructor/participant engagement is helpful
• speakers
  • session confirmation
    • Ask if recording is OK
  • pre-conference onboarding email
    • sharing learning materials on gh when possible
• helpers
  • helper confirmation
  • pre-conference onboarding
  • Zoom monitoring of main room
    • Shared remote server so multiple people can monitor and manage Julian
• work with Logisitcs to determine possible schedule

Website

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• need a blurb on how to update website for new conf
• need a blurb on how to archive last conf