Venue, Logistics & Event Day
Venue Selection
- Non-Microsoft building. In an exceptional case where the venue is Microsoft, it must be on the name of a Global AI Community Board member who works at Microsoft.
- Accessible by public transport, with capacity for at least 200 attendees.
- Two separate rooms/tracks, reliable Wi-Fi and power outlets, plus space for sponsor booths and networking.
Logistics Checklist
- AV setup: Projector, microphones, HDMI cables, adapters.
- Registration desk: Laptop, name badges, attendee list.
- Catering: Coffee/tea, lunch, or snacks.
- Accessibility: Ramps, clear signage, quiet spaces.
- Safety: First aid and emergency exits clearly marked.
Event Day Timeline (Example)
| Time | Activity |
|---|---|
| 08:00 | Setup & volunteer briefing |
| 09:30 | Registration opens |
| 10:00 | Microsoft Keynote |
| 10:45 | Coffee break |
| 11:00 | Track sessions start |
| 13:00 | Lunch break |
| 14:00 | Workshops begin |
| 17:00 | Closing remarks & networking |
Onsite Management
- Registration desk ready 30 minutes before start, with Wi-Fi information visibly displayed.
- AV check before each session, a photographer assigned for coverage, and a volunteer present in each room.
- Keep backup cables, clickers, and microphones, and contact numbers for venue and AV teams. Handle issues with a calm, solution-first tone.