2017 Spring Summit- Thoughts

So Much Work- Yet Smooth Sailing Day Of!

There is so much behind the scenes work that goes into setting up a conference like this one, that when the day finally comes it can run without a hitch. What are some of those behind the scene pieces?

1. I use a google form to collect proposal submissions.
2. The google form is set up to mimic some of the information I need to bulk upload to the scheduling app Sched
3. The form responses are also hooked up to the script autocrat and runs a merge with a google doc template to create my collaborative notes.
   1. The collaborative notes are linked back to the website, and sched so that everything is connected. 
4.  I use the google form responses to help manipulate and figure out the venue, I still do this analog because I need to make sure that I have different kinds of sessions happening across the board.
5. I usually create a mailing list for my presenters so that I have a quick and easy access for updates. 
6. I create a presenter/summit feedback google form and 
7. I have a slide deck template created by our communications manager on staff, and I send that out to presenters along with a checklist and access to their individual collaborative notes. The slide deck also contains a bitly and a QR code to the presenter/summit feedback
8. I have a separate presenter feedback form to get their opinion on how things went from their end.
9. I provide presenter support work sessions to give feedback on session build and access to materials (this time I provide three separate one hour sessions- about 25 of our presenter so about 50% took advantage of this time). 
10. I collate the presenter feedback and create a google doc of their individual feedback and information vs. giving them access to the whole spreadsheet. 

We also have used daPulse as a project management tool for all the little details. We have a large team, so we had a couple of brainstorming sessions as well as ways for people to pick up odd jobs here and there. So for example someone designed and ordered t-shirts, or our secretary figured out the food. Someone else worked with our building site point person on getting a tour of the grounds and access to the rooms and janitor for the day. So by being able to delegate many of the other pieces I was able to get all those other ten items done in a timely and not stressful manner.