TechX Event Planning – Biweekly Meeting (June 8, 2025)
June 8, 2025 · 3:30 PM - 5:30 PM @ Online event
Description
The IEEE CS SBC WUSL held its biweekly planning meeting for TechX Sri Lanka 2025 on 8th June 2025. The meeting focused on reviewing updates from team leads, refining event planning strategies, and confirming timelines for major components of the event. Key discussion points included: OC Meeting Recap: Vice Chair provided a summary of key highlights and outcomes from the prior OC meeting. Task Sheet Update: The updated task sheet was reviewed and discussed for clarity and ongoing progress. Team Lead Coordination: Updates from the recent team lead meeting were shared. Team Vice Responsibilities: Responsibilities for vice team leads were defined and delegated. Website Status: Webmaster presented progress and next steps for the event website. Finance Team: Budget and sponsorship progress shared by the finance subcommittee. T-shirt Design: Ideas and suggestions for the TechX t-shirt were shared and noted for finalization. PV Plan Presentation: Senath presented the publicity and visibility (PV) plan. The next media tasks were finalized: TechX logo reveal Ambassador flyer design Program Team Update: Discussed the Google Form for ambassador calling and its structure. Ambassador Program: Planning of structure, execution, and engagement strategies. Secretary Team Tasks: Secretary responsibilities and deliverables were discussed. Innova Plan Finalization: Plan and timeline for the Innova session series and ideathon were finalized. Logistics Planning: Transport arrangements and venue logistics for the main TechX event were reviewed. Guest Speaker Invitation: Proposal to invite Ramindu Randeniya for a guest session was discussed. Refreshments & Delegate Room: Updates shared on arrangements for refreshments, delegate room allocation, and society registration tracking.
Agenda
09:00 AM – Meeting Commencement & OC Update Recap 09:15 AM – Task Sheet & Team Lead Update 09:30 AM – Website, Finance, and T-shirt Design Discussions 09:50 AM – PV Plan Presentation and Media Plans 10:10 AM – Ambassador Program & Program Team Update 10:30 AM – Innova Planning & Final Timeline Confirmation 10:45 AM – Logistics, Refreshments & Schedule Discussion 11:00 AM – Adjournment