TechX Event Planning Meeting 1 – Organizational & Strategic Planning
June 6, 2025 at 1:30 PM - September 17, 2025 at 3:30 PM @ Online event
Description
The IEEE CS SBC WUSL convened the first official planning meeting for TechX Sri Lanka 2025. The session focused on refining the event’s strategic direction, assigning committee responsibilities, and finalizing planning documents and media. Key discussion areas included: OC Team Lead Roles: Responsibilities of organizing committee team leads were discussed and updated by the Junior Committee. Task Sheet Review: Current assignments were reviewed, with decisions made to improve clarity and coordination. Speaker Coordination: Main event and session series speaker lists were reviewed. Updates to the speaker sheet were proposed. Innova Session Series & Ideathon: Draft session dates and ideathon submission timelines were shared and discussed. Venue & Logistics: Venue status reviewed with necessary changes discussed. Logistics and transport needs were mapped. Event Reveal & Public Visibility: Strategies for public reveal and marketing were presented. OC Structure Review: Discussion on the existing committee structure and areas for refinement. Event Subcomponents: Discussion included Nano Mentoring, Robotic Gen, venue logistics, and Publicity Ambassador involvement. Delegate Engagement Idea: A social media task was proposed where delegates post photos; the most liked post wins a prize. Action Plan Set: Key items included finalizing logos, flyers, task sheets, documentation, speaker confirmations, and execution of media and logistics plans.
Agenda
07:00 PM – Opening and OC Team Introduction 07:15 PM – Task Sheet & OC Team Lead Responsibilities 07:30 PM – Speaker Planning and Review 07:45 PM – Session Series & Ideathon Timeline Discussion 08:00 PM – Venue and Logistics Arrangements 08:15 PM – Event Reveal Strategy & Social Media Engagement Plan 08:30 PM – Documentation Planning & Action Item Assignment 09:00 PM – Adjournment