Dear Steering Committee,
Please find below our last report before the conference. You can find it in
our shared folder
Olga and Bara
Monthly reporting and meeting - September 2021
September 15, 2021 Czechitas reporting to ACM
Dear womENcourage SC,
Only a week before the grand finale and so please see below the latest
updates regarding the event.
We are in close interaction with all the invited speakers (20+), holding
speaker briefing sessions, technical check sessions, connecting panelists
with moderators, connecting keynote speakers with chairs
We have tuned the details of the program (minute by minute choreography
of sessions, opening and closing remarks)
We have prepared slides for the opening, closing, welcome to each day,
wrap-up of each day
We have imported the program in the virtualization platform
We have collected 1minute video invitations to posters by poster authors
We have imported the poster information in the virtualization platform
Workshops and Tutorials
We have re-opened the contact with all workshop presenters to make sure
they are aware of the times of their sessions and have links to the
sessions in case they want to invite co-presenters
We have checked the numbers of registered attendees of each workshop and
tutorial, so that we can boost the publicity of those that still have some
We have collected the information needed to populate partner booths with
information and hold partner briefing to explain how to fill and use the
We have collected short videos from the partners to play them on the
main stage as an invitation to the career fair
We have formed the teams from the participants registered to the
hackathon, found mentors, nominated jury members, finalizing hackathon
We have a hackathon sponsor candidate, the communication is ongoing on
Scholarship and student volunteers
Scholarship recipients are in touch with the student volunteers chair
regarding their involvement at the conference
All student volunteers are now assigned a specific role. Each session is
covered with student volunteers assistance, we have student volunteers
helping with responding at conference helpdesk, helping with filling the
platform, and with publicity.
Local Arrangements and engagement
The local arrangements team is responsible for attendees engagement
during the conference. They have created an engagement plan, which includes
some activation on slack, and funny polls and gathering of interesting
information along the conference (e.g. if there was an interesting virtual
background somebody used, etc.)
They have created a Kahoot that will be used to open the networking
On Sept 17, there will be a complimentary pre-conference workshop on
“How to get the best out of any conference” organized by us, to encourage
the participants to start thinking about what they want to bring home from
this conference :)
Besides regular publicity, we are inviting guests to the conference, to
reach people who we want to learn about womENcourage conference. At this
point, the goal is not anymore to raise money on registration fees, but to
increase the participation.
We have created promo video and we are creating video loops that will be
played during the conference.
A new confirmed gold supporter is Czech Tourism.
Registration and Virtualization
We are working very closely with the company providing the
virtualization platform to configure everything for the conference. We are
meeting twice a week to make sure we know of all corner cases.
The platform is filled with content, with still some minor additions and
We have created separate documents with instructions for participants,
instructions for speakers and instructions for companies.
Evaluation survey is ready and will be posted to Slack space towards the
end of each day. We will be bringing it to participants' attention
throughout the conference.
Supporters chairs are working on an evaluation survey that will be sent
out to our supporters.
Our post conference meeting is taking place on 8 October 2021 at 4.30 CEST
Thank you very much for your support.
Bara and Olga
womENcourage 2021 Conference Chairs
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