Description

Conducted by : Dr. Akila Wijethunge Event Structure and Planning Discussed the overall structure of the NeuroBits Robot Workshop Series. Finalized the number of sessions, topics to be covered, and target audience. Assigned team members to handle different aspects of the event (logistics, content, promotion, etc.). Resource & Speaker Allocation Identified potential speakers, mentors, and trainers for the workshop sessions. Planned the procurement of necessary hardware and software tools. Discussed sponsorships or partnerships for obtaining workshop kits. Application for SBCLA Funding Reviewed the SBCLA funding application process and eligibility criteria. Assigned responsibilities for drafting and submitting the funding proposal. Identified key points to emphasize in the application to increase chances of approval. Event Marketing & Outreach Developed a timeline for social media promotions, email campaigns, and university outreach. Planned the design and distribution of posters, flyers, and other promotional materials. Discussed potential collaborations with other IEEE societies and student groups for increased engagement. Budget Planning & Financial Management Reviewed estimated costs for the event, including venue, materials, and speaker fees. Discussed additional fundraising opportunities apart from SBCLA funding. Finalized an initial budget and assigned members to oversee financial tracking. Logistics & Technical Setup Finalized the venue, date, and duration of each workshop session. Ensured the availability of necessary equipment, including robotics kits, computers, and AV systems. Assigned roles for event-day coordination and technical support. Next Steps & Action Items Submission of SBCLA funding application within the deadline. Finalization of speakers and confirmation of resources. Execution of the marketing plan and outreach efforts. Scheduling a follow-up meeting to track progress and address any challenges.