Conferences

Tracking Process

The tracker spreadsheet details conferences that Navigation Games is interested in attending and includes relevant information (e.g. the dates / location of the conference, application dates).

We should updated monthly and prioritize conference applications.

When adding a conference to the spreadsheet:
- Add link / relevant information (deadline etc.) about workshop application
- Add link / relevant information (cost / deadline etc.) about exhibitor application
- Add "Next Activity" and "Status"

Steps to decide if applying for a conference:

1. Reach out to hosting organization to float idea of paying for map [* Should we set up a template / tearsheet with information about NG - OUSA YMP?]

2. Decide if going to apply for workshop / exhibitor @ conference

3. When workshop application is open, set up application file on Google drive
   - Set up Google doc
   - Populate with as much information as possible
   - Complete workshop application and submit

4. Decide if NG wants to be an exhibitor - fill in an application, as required

5. Reach out about an icebreaker activity

Workshop Accepted

Setting up the Google Site Page

1. Go to the NG Google Site

   • Set up a conference page (see below)

   • Link the conference page into the "Workshops" page

2. Setting up a conference page

   • Duplicate the most recent conference page

   • When you duplicate, it will move to the bottom of the section - relocate to the top

   • Update the information

Prepping for the conference

1. Make a copy of the Conference Packing and Set Up document (located in the 2024 Conferences main folder) and move into the conference folder:

   • Remove exhibitor section, if not applicable.

   • Update links to the documents relevant to the conference

Post Conference Follow Up

1. Capture contacts

   • Take photos of the registration sheets and save in the conference folder

   • Set up a Numbers spreadsheet and add each contact

2. Add contacts details into:

   • Monday.com - Instructions here. Make sure you have NG Relationship = "Conference Attendee"; use the Source column to indicate the conference name.

   • Wix.com - Subscribe to our newsletter (unless the person marked they do not want to join our list)

3. Send follow up email - make a copy of the follow up email from the "Conference Standard Docs" folder

   • Adjust to capture any conference specific data

   • Send to all participants - you should be able to do this via Monday.com's bulk email capability; send it from outreach@navigationgames.org