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PlanningImplementationEventPost-event
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November - December January FebruaryMarch
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Speaker and OrganizersOrganizersFinalize committeeSpeaker - Final listSpeaker - content (branding)Available: opening & closing videosReach out Speaker for Q&A, event platform, other questionsFinal CheckAttendance checkReview and close-out post-event tasks
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Check updatesEmail speaker invite, forms, and briefCreate Speaker card, topic, briefAvailable: final edited speaker videosFinal Briefing Send Thank You emails
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Confirm organizer access (see Access Checklist tab)
Send access to event platformAvailable: Speaker videosSpeakers: Program flow and event platform orientationSpeaker Attendance for Q&ALock discussion board (after 1 week)*
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Organizer brief, roles, send meeting invitesReview Survey
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SponsorsOrganizersIdentify sponsorsSponsors - Iniital listSponsor - content (branding)Discuss plan with sponsorsReach out sponsors for support needsFinal CheckAttendance check*Review and close-out post-event tasks
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Spnsor contract and agreements
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Program Flow Tech, HostOrientation: Event platformDraft program flowReview program flowReview program flowTech Run, Tech ScriptFinal CheckAttendance check
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Test: Zoom, OBS, multi-streaming, event platformTest: Zoom, OBS, multi-streaming, event platformDraft tech scriptDraft tech scriptReview presentation filesReview presentation filesEnable event recording
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Review video files
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Check tools
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Pull in moderators Moderators briefing
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Moderators, Program team: Event platform access
Promote: Global event
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Video and Page Assets
 DesignerVideo and page assets availableCheckpoint: Video and page assets ReviewFinal check
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Available: Zoom background FB Asset for community branding and promotion
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Draft opening and closing videos (content)Draft speaker details
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Social Media
Social Media Manager
Check access and pagesContent editsContent reviewContent tech run flowContent tech run flow
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Calendar and content planningReview content planContent edits and final content promo content availableContent review and inventory
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Blast: Speaker and registration
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Event registration
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Heads up to local communitiesBlast to local communities
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Request FB profile framesShare FB profile frames
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Emailer Content
OrganizersDraft emailers: Speaker, ParticipantsReview and finalize emailersSend participant brief emailerSend reminder email to participantsEmail survey and raffle winners*Email attendance certificates*
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Send emailersEmailer: Event process and speakersCheck participants' Access to event plafformWIAD Global Q&A
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Event Platform Page
OrganizersUpdate with video and page assetsUpdate content and speaker detailsReview all assetsGO Live: Event platformResend Reminder: Event platform access
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Upload videosPublish videosGO Live: Videos
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WIAD Page
OrganizersUpdate with complete committee listUpdate speaker details for promotionReview WAD Page (Registration Link)
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Registration
OrganizersSetup registrationDraft: Initial registration pageReview: Final registration content
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Go Live: Registration
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Venue (Tech)OrganizersConfirm tech venueTech venue payments, requirements, and arrangements*Tech venue payments, requirements, and arrangements*Tech Run at venue
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Tokens and Giveaways
OrganizersGet designs and finalize tokens and giveawaysToken productionCreate trivia and raffle questionsSend tokens to organizers, winners, speakers
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