HackMDWeb3Privacy Event Management Checklist
1. Pre-Event Planning
Objective: Define goals, secure resources, and finalize logistics.
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Event Strategy & Goals
- Draft event purpose, target audience, and KPIs (e.g., registrations, engagement). (Owner: Event Lead)
- Align event theme with Web3Privacy’s mission (privacy, decentralization, ethics). (Owner: Content Lead)
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Budget & Funding
- Create a detailed budget (venue, tech, marketing, speakers). (Owner: Finance Lead)
- Secure sponsorships (e.g., privacy-focused Web3 projects). (Owner: Partnerships Lead)
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Logistics
- Choose format: virtual, hybrid, or in-person (prioritize decentralized platforms like GatherTown or Spaces). (Owner: Logistics Lead)
- Book venue (if physical) or finalize virtual platform. (Owner: Logistics Lead)
- Confirm date/time (timezone-sensitive for global audiences). (Owner: Event Lead)
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Content & Speakers
- Curate speaker list (privacy advocates, Web3 builders). (Owner: Content Lead)
- Finalize agenda with workshops, panels, and AMAs. (Owner: Content Lead)
- Draft privacy-focused guidelines for speakers (e.g., no data harvesting). (Owner: Legal Lead)
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Tech Setup
- Ensure encrypted registration tools (e.g., Mask Network integrations). (Owner: Tech Lead)
- Test live-streaming tools (e.g., LivePeer) and backup systems. (Owner: Tech Lead)
- Implement privacy-preserving attendee verification (e.g., zero-knowledge proofs). (Owner: Tech Lead)
2. Marketing & Promotion
Objective: Drive registrations and engagement while adhering to Web3 principles.
- Launch event website/landing page (include privacy policy). (Owner: Marketing Lead)
- Create promotional content (privacy-focused messaging, explainers). (Owner: Content Lead)
- Coordinate with Web3 communities (e.g., DAOs, Discord groups). (Owner: Community Lead)
- Schedule social media campaigns (avoid centralized platforms if possible). (Owner: Social Media Lead)
- Issue NFT tickets or POAPs (Proof of Attendance Protocols). (Owner: Tech Lead)
3. Pre-Event Execution
Objective: Ensure all systems and teams are ready.
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Attendee Management
- Send encrypted confirmation emails with privacy guidelines. (Owner: Operations Lead)
- Provide onboarding docs for virtual tools (e.g., IPFS-stored resources). (Owner: Tech Lead)
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Speaker & Staff Prep
- Conduct speaker rehearsals (test privacy tools like Tor or VPNs). (Owner: Content Lead)
- Train staff on decentralized communication tools (e.g., Matrix or Status). (Owner: Logistics Lead)
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Contingency Planning
- Prepare backup internet/streaming links. (Owner: Tech Lead)
- Assign moderators for community chats (anti-spam, privacy breaches). (Owner: Community Lead)
4. Event Day Execution
Objective: Deliver a seamless, privacy-centric experience.
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Opening
- Verify attendee access (e.g., NFT ticket check). (Owner: Operations Lead)
- Start live stream with privacy disclaimer (data usage transparency). (Owner: Tech Lead)
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During Event
- Monitor decentralized chat platforms (e.g., Discord/Telegram). (Owner: Community Lead)
- Facilitate Q&A sessions with anonymity options (e.g., Session app). (Owner: Moderator)
- Record sessions for post-event access (store on IPFS/Filecoin). (Owner: Tech Lead)
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Networking
- Host breakout rooms with encrypted video tools (e.g., Jitsi). (Owner: Logistics Lead)
- Share POAPs for participation. (Owner: Tech Lead)
5. Post-Event Follow-Up
Objective: Measure success, maintain engagement, and ensure compliance.
- Send post-event survey (use privacy-first tools like CryptPad). (Owner: Community Lead)
- Share session recordings (decentralized storage links). (Owner: Tech Lead)
- Reconcile budget (track crypto/fiat expenses). (Owner: Finance Lead)
- Publish transparency report (e.g., attendee data usage). (Owner: Legal Lead)
- Nurture leads via decentralized channels (e.g., Mirror blog updates). (Owner: Marketing Lead)
Final Tip:
Delegate tasks based on team expertise (e.g., tech-savvy members handle Web3 tools). Use DAO-style governance for community-driven decisions where possible! 🌐🔒
