A two-day event underlining the importance of human agency in the creativity, featuring some of the most influential creators working at the confluence of entertainment and AI.
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Challenge
We had three months to organise an international conference. While I was tasked with recruiting and managing volunteers, I also was the liaison between the exhibitors and the convention centre. On top of that, I was also tasked with purchasing plane tickets for our VIP guests, coordinating their ground transport in Montreal, and booking their hotel rooms. Plus, I had to track ticket purchases and answer queries from buyers.
Approach
With the different hats I had to wear and a little less than two months remaining before the event, I envisioned the desired outcome for each task, and then deconstructed the process back to the beginning.
For example, my desired outcome for the VIP guests was for them to feel welcomed and well taken care of while in town.
- One step back: a small gift bag will be in their hotel rooms when they arrive.
- Another step back: their ground transportation between the airport and the hotel must be an elevated experience.
- Another step back: a summary of their travel itinerary will be sent to each a couple of days before their flights.
- Another step back: a personal coordination with each to book the right flights.
- Another step back: negotiating with the hotel to get as many small perks for the VIPs as possible within the event budget.
Outcomes
The VIP guests loved the personal touches and the care that we applied to their hospitality. The exhibitors had no problems with their setup and at no point did I have to ask the venue for any last minutes resources to accommodate them. Ticket buyers appreciated the client support when they had issues with the online ticketing system. Finally, our volunteers had an amazing time and they left a positive impression on many of the participants.
Best moment
There were too many. I could mention walking down the hallway with the illuminated arches for the first time. Also, meeting the VIP guests in person after two months of emails and WhatsApp messages (like Ross Goodwin pictured way above doing his presentation). I could also mention watching people use their creativity to compete during the prompt battles. Or watching shy volunteers recruited from an immigrant community centre French program step out of their comfort zones to help participants in French. Those were all great moments, but for a best moment, it would have to be my boss and I remade by an AI booth into futuristic superheroes.