Development Process - Fall 2019

Kavli S19 - Gantt Chart

Logistics

(Items in bold affect other departments)

Create Spring 2018 digital structure
Create Spring 2018 Gantt Chart
Create Spring 2018 GSite
Create Spring 2018 GCalendar and populate with hard dates
Meet with Mike Smail and Kathryn F. to determine key dates
Create master Kavli Gsite
Meet with Production to fix the review dates toward the end of the lecture creature period so they account for Dr. Schrag's April 10th visit - and to modify the Gantt Chart task language to make the expectations clear.
Create a multi-day itinerary for the speaker and staff
Create a lecture timeline for staff
Work with Development and marketing to create a shot list for the photographer
Create info sheet for box office staff and facilitators, and deliver it
Obtain recent speaker bio and press photo
Obtain lecture summary
Coordinate and attend January Shrag Meeting
Create Partner Event Planning packet - work with Kathryn - could be GSite section!
Talk to Maloka Science Center about whether they'd be interested in rebroadcasting their Spanish language translation of the lecture. (This will involve a considerable effort on their part)
Coordinate Dr. Schrag's April 10th visit
Coordinate with Zooniverse to involve relevant citizen science engagement before and after the lecture.
Coordinate speaker's flight details
Coordinate speaker's hotel details
Review and confirm bundle installation, domecasting, and audio instruction sheet.
Choose person to introduce speaker
Choose person to moderate questions
Coordinate travel reimbursement
Change MOU and VRMOU to better reflect our expectations and deliverables
Confirm Date/Time (both lectures)
Confirm rehearsal date with speaker
Talk to Dr. Schrag about obtaining a few clips from his other lectures to be used as promotional material.
Submit a marketing plan request - Include all requested assets for Adler marketing purposes as well as partner materials needed. Please send through the lecture summary and any Zooniverse tie-ins when the request is submitted.
Submit event sheet request for both lectures
Submit request for photographer
Create "Kickoff Meeting" agenda and send out invitations
Create "Celebrate and Debrief" meeting agenda, and send out invitations
Participate in Review #1
Participate in Review #2
Participate in Review #3
Attend project staff review of lecture content
Attend Tech Rehearsal #1
Attend Tech Rehearsal #2
Attend Dress Rehearsal
Take stock photos of the design process for Kavli or future media use
Send out bi-weekly summary of work completed to core team, and executive team
Explore the possibility of selling any books or merchandise that relate to the speaker.
Solve the problem of attendance during the daytime show.
Set tickets aside for Michelle Larson and her family
Change and finalize audience phone survey
Determine how to collect accurate attendance counts for Kavli
Send out weekly summary of work completed to core team, and executive team
Post-Lecture question moderator should plug Zooniverse

Production

(Items in bold affect other departments)

Work with speaker to determine lecture outline, and break it up generally into scenes
Identify models or scenes that require special attention (like Turner's Soup Can)
Identify special coding features that may not have a visual representation, but have a significant back-end presence. (I.e. memory efficiency, file structure, new Uniview coding techniques)
Identify any audio requirements beyond microphones (i.e. special effects, pre-recorded narration, music)
Talk with Alex Grizwald to see what resources can be borrowed from the Harvard climate change exhibit.
Design Lecture Section #1
Design Lecture Section #2
Design Lecture Section #3
Mail 360 camera to speaker so that they can capture 360 lab photos
Incorporate picture of speaker and their workspace
Include a graphic at the end with the URLs for Zooniverse projects, and an invitation to join them. (graphic provided by design team)
Add smartphone survey graphic at end of show - include that it's a smartphone survey, and the 'http://" (graphic provided by design team)
Section #1 review
Apply Section #1 review notes
Section #2 review
Apply Section #2 review notes
Section #3 review
Apply Section #3 review notes
Kavli Project Staff opportunity to review content
Apply Project Staff review notes
Dr. Schrag Visit for lecture review
Apply Dr. Schrag review notes
Domecast lecture to the Johnson theater, OR to a workstation, from the Grainger to isolate any obvious errors
Domecast Lecture to a reliable partner like Peoria, to ensure it's working as expected
Tech Rehearsal #1
Apply review notes from Tech Rehearsal #1
Tech Rehearsal #2
Apply review notes from Tech Rehearsal #2
Dress Rehearsal
Provide initial show package to Project Manager along with any installation instructions - No new content after this point, but fixing/adjustment/removal of existing content encouraged.
Provide fixed show packages to Project Manager as they are created.
Test sound to the streaming computer
Test 360 camera video link from theater to server room
Test 360 camera OBS switching to YouTube.
Test Uniview with previous lecture to ensure it's working correctly (This is because we think a windows update was pushed out recently)
Test youtube stream for audio and video using the sound and 360 camera as they will be set up on the day of the lecture
Final streaming equipment test once all the adjustments from previous tests are performed, but before the first tech rehearsal.

Theaters

(Items in bold affect other departments)

Test how to use the Press Box as a source of Mixlr Audio - This may involve adding an amp before it.
Test how to improve the Signal to Noise ratio, and the level of the audio going to the YouTube streaming computer
Test Mixlr with other laptops to improve the signal to noise ratio to our partners
Test putting the Wireless headset receiving in the server room, connected directly to the Meyer input box, to see if that improves the hiss in the theater.
Test the AAD cart wireless mic pack and improve its signal to noise ratio
Work with Production to test 360 camera video connectivity to the streaming computer
Work with production to test Youtube stream for both video and audio signals.
After audio plan is determined - Provide a recorded sound test for Mixlr so Partners can test their audio levels without us broadcasting.
Test the Maloka Spanish Rebroadcasting process using the Grainger, the Johnson, and a laptop. Determine how bad the delay ends up being.
Finalize Uniview software changes
Meet with Steve B. and Kathryn F. to determine key dates
Participate in Review #1
Participate in Review #2
Participate in Review #3
Attend Project Staff review of lecture content
Block Grainger Theater time for testing, rehearsals, and lectures
Tech Rehearsal #1
Tech Rehearsal #2
Dress Rehearsal
Monitor the Mixlr audio to our partner sites
Monitor the House/YouTube stream audio
Monitor Q&A from Partner sites via Uniview/Mixlr
Monitor Q&A from YouTube viewers
Setup Welcome Gallery signage/projections

Partner Venues

(Items in bold affect other departments)

Set up communication schedule for partners
Send request for information about whether partners are planning to upgrade to Uniview 3.0
Create a partner email group for sharing information
Create event idea packet for Venues
Create attendance tracking form for the day of the lectures
Confirm final partner list and announce them in either Michelle's welcoming remarks, or the speaker introduction
Follow-up with venues for attendance, press, and participation feedback
Send a "Save the date" to past partners
Send out request for Partners
Send out MOU to partners
Send out VRMOU to partners
Send out Event Idea Packet - This can be posted on the Kavli GSite too
Send out Marketing Asset Packet
Send out VR headsets to partners as needed
Encourage partner venues to read and sign the MOU
Send out Uniview Bundle prior to first tech rehearsal
Send "Thank Yous" to the partners that include some of the Kavli report elements, and a sneak peak of the next lecture date.
Send notice to SCISS webpage/domecasting schedule
Send notice to Elumenati - They can notify their clients about the opportunity and be our advocate
Send notice to the Chicago Council on Science and Technology
Send notice to the Illinois Science Council
Send notice to the Uniview User's Group
Send notice to DomeL
Send notice to DomeL
Send notice to Former Partners/Institutional contacts - see partner list
For each lecture create a Partner Attendance Sheet so we can catch any surprise additions to domecast and announce them with everyone else.

Marketing

(Items in bold affect other departments)

Submit design requrest for "Look and Feel" update once we have a clearer picture of the lecture content.
Submit a marketing plan request - Include all requested assets for Adler marketing purposes as well as partner materials needed. Please send through the lecture summary and any Zooniverse tie-ins when the request is submitted.
Create a marketing plan
Begin marketing
Decide on a signage plan
Create Kavli talking points for staff
Create interactive web piece
Arrange photographer for Friday's lecture
Create a shot list for the photographer
Ensure Look and Feel design request was submitted
Ensure Marketing request was submitted
Ensure Adler Signage request was submitted - Brightsigns and SVL poster
Ensure Ticketing, Galaxy, and Web site request was submitted
Create press release
Coordinate Press tickets/attendance
For press and PR, include Zooniverse URLs in the digital media and releases, along with an invitation to participate
Invite Chicago news weatherpersons
Attend Project Staff review of lecture content
Update the Adler website VR headset page with the Youtube link each day.

Development & Events

(Items in bold affect other departments)

Make parking arrangements with lot
Create Event Sheet
Ensure Michelle Larson has a seat for the Evening lecture.
Organize VIP reception catering
Decide on the next two lecture dates
Determine Event Floorplan
Create Event Briefing Document
Determine goals for donors and the reception
Reserve VIP and tickets, Start with 70
Reach out to Speaker's Alma Mater for a list of Chicago alumni
Prepare Michelle Larson welcoming remarks
Prepare speaker introduction remarks
Send out invitations for VIP reception
Create Kavli Spring 2018 final report
Send "thank yous" and follow-ups to attendees
Submit design request for VIP reception signage (if needed)
Submit a Kavli Spring 2018 Final Report design request form.
Arrange staged photos for the Adler Star.
Attend Project Staff review of lecture content
Coordinate reception with FFT
Have someone avaialble to check in VIPs/Donors
Manage the reception photographer

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