2024-03-06 Meeting notes - Process Palooza Templates and Automations

• Given budget and resourcing uncertainties, may need to take on more of the event management and planning internally

  • Sponsorship management also tbd

• Currently using MS Project to document schedule and WBS template

  • Basic planning template, with ability to adjust dates

    • Using dates as duration, not hours

  • High and medium level, not detailed work

    • Teams are tracking in their own to do lists

  • Adding templates

    • Emails to sponsors

    • Emails to invitees

    • etc

  • MS Project challenges

    • Collaboration and shared access

    • Could use Smartsheet

      • Easier shared views and shared access

      • Recommend that continue to link to templates, to reinforce use of collab for documentation

Resourcing, current state

• Event coordination and sponsor management: Dorice

  • Skills:

    • Tactical event management and coordination: invites, catering, space

    • Strategic and senior experience: contacting and securing sponsors

• Gap for higher level event management:

  • Resource coordination: Mojgan

  • Schedule: Prachi

  • Program/event objectives: Prachi

• Workstream leads

  • Logistics

  • Event day planning

  • Rehearsals and tech checks

  • Pre event preparations

  • Special session organizations

  • Programming

Prachi assessing current state for this year, to identify areas for improving and clarifying next year

Possible staffing models

1

• Event coordinator

• Senior event manager

• Sponsor engagement

• Retain workstream leads

2

• Event manager

• Sponsor engagement

• Workstream leads

3

• Senior Event manager (include sponsor engagement)

• Workstream leads