Host first Design System Day event of 2024

[kellylee-gds]

Brief

Make final preparations for hosting the first Design System Day event. Ensure speakers are prepared, the platform is set up correctly and the team are aware of their role during the event.

Epic lead

Imran

Leading role(s)

Imran, Kam

Supporting role(s)

Kelly (comms)
Mia (branding)
Trang, Charlotte, Romaric (Design System showcase)
Whole team (supporting roles)

Needs awareness

Gareth (DSP comms), Sophie (GDS social media owner)

Tasks

Beta Give feedback

1. Keep an eye on and reply to support tickets via the design-system-day-enquiries inbox #3797
   DSday community +2
   
2. Prepare slide deck (create main deck, write MC notes, get slide decks from speakers, it'd be good to mention why we've selected these speakers for this event) #3798
   DSday community +2
   

   
3. Final prep for speakers (ensure they know how long they have, the running order, etc) #3799
   DSday community +2
   
4. Set up Zoom platform (check links are correct, graphics have been added, etc) #3800
   DSday community +2
   
5. Prep for support roles in team (make sure all roles are filled, people know what they are doing) #3801
   DSday community +2
   
6. Send post-event thanks to attendees and speakers #3802
   DSday community +2
   

   
7. Share videos on Youtube #3803
   DSday comms community +3
   

[kellylee-gds]

Hi all @trang-erskine @ImranH-GDS @Kam-Nijjar @mia-allers-gds

I won't be here for cycle planning (or the actual event itself 😔) but I wanted to contribute my bit towards planning with the things bouncing around in my head which need doing before the event.

• Keep an eye on and reply to support tickets via the design-system-day-enquiries inbox
• Prepare slide deck (create main deck, write MC notes, get slide decks from speakers, it'd be good to mention why we've selected these speakers for this event)
• Final prep for speakers (ensure they know how long they have, the running order, etc)
• Set up Zoom platform (check links are correct, graphics have been added, etc)
• Prep for support roles in team (make sure all roles are filled, people know what they are doing)
• Zoom graphics for team (make sure there are background images designed and the team use them)
• Joining instructions (I'll draft these but they need sending out on 16 May - I've added something to the diary)
• Announce in-person event (can do it during event but there will also need to be follow up comms via email, slack, etc. Also up to you how you handle the charging aspect - this may not be confirmed by the time of the event)

Before I go on leave I will:

• try to fill remaining volunteer roles for the event
• liaise with comms about social media posts on the day and draft these
• draft joining instructions ready to send

I'll leave the rest in your very capable hands!

[Kam-Nijjar]

Joining instructions sent 16th May 2024