Prepare for Design System Day

[trang-erskine]

Brief

Cycle ends 3.5 weeks before the event. Cycle dates: 15th July - 9 August

The priorities for this brief are as follows:

Decide and confirm all speakers and agree on agenda

Call to speakers have gone out last cycle and deadline is 28 July. We need to evaluate suggestions against our criteria (theme, variety, diversity etc.) and secure speakers for the Day. We need to agree on the agenda and announce headlines from the agenda w/c 5 August.

Agree on timings and speaker slot of speakers.

Release tickets stage 1

Release stage 1 tickets, including joining instructions by w/c August. Prep for releasing stage 2 tickets.

Event branding and merchandise

Decide what merchandise is needed and quantity for event goers, volunteers and speakers.
Decide what banners, posters are needed to signpost event at the venue after scouting visit.

Merchandise tends to have a lead time. We need to get these ordered this cycle.

We don't need 3 quotes, however do a rough check on pricing. Much sure we're within budget

Procure suppliers

We need to procure suppliers for:

• venue
• catering
• AV
• Photography / Videography

We need quotes from at least 3 suppliers and to follow the procurement policy when awarding the contract to the supplier.

Epic lead

Imran

Leading role

Kam, Kelly, Mia, Nora, Ciandelle, Patrick

Tasks for this Cycle

Beta Give feedback

1. Finalise supplier costs for venue, catering and AV #3839
   DSday community +2
   

   
2. Organise supplier for photography #3921
   DSday community +2
   
3. Draft ticket release comms #3842
   DSday community +2
   

   
4. Evaluate speakers and secure speakers for the day #3922
   DSday community +2
   

   
5. Create floorplan for the venue to be added to attendee booklet #3934
   DSday comms community +3
   

   
6. Announce headlines agenda (pre ticket teaser) #3923
   DSday community +2
   

   
7. Release ticket Stage 1 #3924
   2 of 2
   DSday comms community +3
   
8. Schedule release ticket Stage 2 (optional) #3925
   2 of 2
   DSday comms community +3
   
9. Order merchandise for attendees and speakers #3926
   4 of 4
   DSday community +2
   
10. Order posters, banners to signpost event at venue #3927
    DSday community +2
    

    
11. Pay any deposit required for suppliers #3928
    DSday community +2
    
12. Agree on agenda #3929
    DSday community +2
    
13. Investigate youtube video embedding for the DS website #3931
    DSday community +2
    
14. Prepare social media posts for GDS channels #3935
    DSday comms community +3
    

Tasks for next Cycle ends with DS Day

Beta Give feedback

1. Publish speaker bios on the website #3986
   DSday comms community +3
   

   
2. Publish full agenda and session information on the website #3987
   DSday comms community +3
   

   
3. Arrange accommodation for non gov speakers #3988
   DSday +1
   
4. Document check in process for attendees and prepare registration sheet #3989
   DSday comms +2
   
5. Get speaker presentations #3990
   DSday +1
   

   
6. Hold pre-event sessions with speakers #3991
   DSday +1
   
7. Hold a final check in with AV supplier #3992
   DSday +1
   
8. Hold a final check in with catering supplier #3993
   DSday +1
   
9. Draft and send joining instructions to attendees #3995
   DSday comms +2
   
10. Prep/briefing the team on what's happening on the day (29/08/24) #3994
    DSday comms +2
    

    
11. Prepare materials for post-event retrospective #3996
    DSday +1
    
12. Arrange courier service for merchandise #3997
    DSday +1
    
13. Prepare speaker's information pack #3983
    DSday community event +3
    
14. Prepare volunteers guide #3984
    DSday event +2
    
15. Shadowing/deputy for each role (support if anyone can not attend due to unforeseen circumstances) #3998
    DSday +1
    
16. Who from SMT will be attending, and allocating tickets (Ciandelle following up) and check they have T-shirts #4000
    DSday +1
    
17. Consider extending invite to DSIT? #4001
    DSday +1
    
18. Create branded slide deck templates to be used by speakers #3932
    DSday community +2
    
19. Create a vocabulary list for captions #4035
    DSday event +2
    

Tasks after the event

Beta Give feedback

1. Pay any remaining balance to suppliers #4091
   community +1