SLQ Wiki engagement:fun_palace_2018

Contact List / Facilitator Schedule

anonymous@undisclosed.example.com (Anonymous) — Tue, 07 Aug 2018 11:31:31 +0000

Contact List / Facilitator Schedule

engagement:fun_palace_2018:activity_ideas

Event Coordination Schedule

Project Coordination Calendar

Event Coordination Schedule

anonymous@undisclosed.example.com (Anonymous) — Thu, 04 Oct 2018 11:33:12 +0000

Event Coordination Schedule

Below is a google document, embedded as table that breaks down the range of activity types approved for Fun Palace this year. Its suggested that as workshops are locked in and details established all this information is added to the relevant master google document as an up-to-date and central repository truth. This table contain links thru to individual pages for each of the activities.

The master google document for the Event Coordination Schedule can be found here: Event Coordination Schedule

The google document for the Fun palace Program can be found here: Fun Palace Program

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Project Coordination Calendar

anonymous@undisclosed.example.com (Anonymous) — Mon, 10 Sep 2018 10:40:21 +0000

Project Coordination Calendar

The below calendar is for plotting milestones, deadlines, reporting stages etc and any pre event meetings, working bees, inductions etc.

Settings/Sync

Activity Ideas

Event Coordination Schedule

Contact List / Facilitator Schedule

Project Coordination Calendar

Project Management

anonymous@undisclosed.example.com (Anonymous) — Thu, 27 Sep 2018 22:37:08 +0000

Project Management

In 2018 Fun Palace has been designed with modular program structure. The Structure consists of approximately 20 different activities in 6 categories. These categories will include:

Activity Type		Duration	Location		No. of Engagements	No. of Visitors per Session	Total No. of Visitors
Walkup Activity		20 minute	Foyer	3 activities x 8 sessions	24	15	360
Sitdown Activity		30 minute	Window Bays	9 activities x 6 session	54	10	540
Mini Workshop		60 minute	Digital Media Lab	2 activities x 2 sessions	4	16	64
Class		60 minute	Mezzanine	2 activities x 2 sessions	4	20	60
Feature	Design Challenge	120 minute	Innovation Lab	1 activty x 2 sessions	2	36	72
	Block Bot Battle Championship Practice & Heats	90 minutes	Fabrication Lab		1	20	20
	Oversized Collaborative Creation	TBC	Auditorium		All Day		100
	Block Bot Battle Championship Final	TBC	Auditorium		1	50	50
						Total	1266

This modular event structure will short track the process of facilitating internal and community contributions to this event on a short timeline.

The approach above is also informed by legal capacity of the building and observed patron traffic flows through it during large events and previous experience delivering similar programs (previous Fun Palace, Halloween Party, Science Fair, Maker Fairs etc).

The project has been broken down into a pre-project stage (Zero) and four key stages of delivery.

Stage Zero - Establish Establish Event Framework

This preproduction stage is concerned with identifying the priorities of the project and developing the framework and processes to deliver including:

Modular Program Framework - Complete
Program Development and Quality - In Progress
Project Budget - In Progress
Marketing and Communication Plan
Engagement plan - Internal, Sector and Community - In Progress
Regional Librarian Professional Development - In Progress
KPIs and Evaluation Plan - In Progress
Documentation and Wiki Engagement Plan - In Progress

Calendar View

Stage One - Expression of Interest Callout

The Project Team will draft Callouts to engage:

Internal State Library units and individuals to pitch activities to run, or to volunteer as facilitator or helpers at Fun Palace Event,
Public Library Network (see Regional Library Professional Development
Sector Organisations to pitch activities they can deliver or sponsor,(sent directly to Sector contacts where appropriate by the who team - please record this contact on fun palace contact list)
Community - (volunteering, emerging facilitator via enews/facebook/ ig)

Where appropriate the callout will be distributed via

Yammer
An all-staff email (Sent by Lone)
In-touch
Public Library Connect (organised by Nejdet the LGC)
State Library Social media channels (inc specific channels The Edge, APDL, KD)
Direct contact with existing sector partners.

Callout Internal

Callout Sector

Callout Emerging

As activity ideas are identified these will be collated to Activity Ideas

Calendar View

Stage Two - Program Selection and Development

Activities will be assessed against an Activity Selection Criteria by a small Selection Group Chaired by the Director of Community Connections. All Facilitators will be confirmed by 5 September. Selected ideas will be slotted in the program and a program for the event will confirmed on 7 September.

Edge Staff will collaborate with selected facilitators/sponsors to complete the preparation of activities requiring further development. Where required Edge staff will conduct trials of activities with facilitator/sponsors. Feedback and observations from trials will be used to complete detailed activity plans to a minimum quality standard.

Will all facilitators and activities confirmed on 7 September a complete program can go to comms for marketing, design and for the information of The Ministers office.

Calendar View

Stage Three - Event Preparation Promotion and Delivery

All activity plans will be complete submitted and published on this wiki by 12 September.

Complete material and equipment list will be confirmed on 14 Sept and all orders complete 21 Sept.

An online info pack/event induction will be drafted for all Facilitators/volunteers will be sent out on 14 Sept with all event personnel completing this by 1 Oct.

Regional Librarians arrive for PD sessions and prep on 4 Oct.

Event Bumpin 5 October 10am - 2pm (TBC)

Event 9:30am - 12:30pm Call for all AM shift facilitators/ Volunteers - 12:00- 3:00 pm pm Call for all PM shift

Bumpout - 3:30 - 5:00

Calendar View

Stage Four - Evaluation and Reporting

All facilitator/volunteer feedback surveys distributed 9 Oct Closed

All returns Complete

Calendar View

Project Milestones and Deadlines

Stage Zero Planning

Fri 3 Aug Project Plan Complete

Tue 7 Aug EMT presentation

Tue 7 Aug Consult with M&C to dev Marketing Strategy

Tue 7 Aug Callout ready for distribution,

Stage One Callout for Activities & Facilitators/Volunteers

Wed 8 Aug Callout distributed

Wed 15 Aug Callout Reminder

Fri 17 Aug Callout Close

Mon 20 Aug Activity Selection

Wed 29 Aug External activities Close

Fri 31 Aug Confirm activities

Monday 2 Sep Workshop Trails Commence

Wed 5 Sep All facilitators Confirmed

Fri 7 Sep Workshop Trials Close

Fri 7 Sep Program Finalised

Stage Two Event Prep

Wed 12 Sep Detailed activity plans (workshop plans) submitted

Fri 14 Sep Description / session plan

Fri 14 Sep Contractor Agreement Sent

Fri 14 Sep Materials list complete

Fri 21 Sep All materials sourced / on order

Tue 24 Sep Event Induction Pack complete and ready for distribution

Mon 1 Oct All event induction training complete

Thu – Fri 4 & 5 Oct Regional Librarian PD Sessions

Stage Three - Event

Fri 5 Oct BUMP IN

Sat 6 Oct Fun Palace 2018 event & Packd down

Stage Four Post Event

Fri 12 oct Evaluation forms sent out All Returns Complete

Fri 19 Oct Evaluation Forms Returned

Fri 9 Nov Evaluation Report complete

Project Milestones and Deadlines

anonymous@undisclosed.example.com (Anonymous) — Wed, 12 Sep 2018 11:56:48 +0000

Project Milestones and Deadlines

Stage Zero Planning

Fri 3 Aug Project Plan Complete

Tue 7 Aug EMT presentation

Tue 7 Aug Consult with M&C to dev Marketing Strategy

Tue 7 Aug Callout ready for distribution,

Stage One Callout for Activities & Facilitators/Volunteers

Wed 8 Aug Callout distributed

Wed 15 Aug Callout Reminder

Fri 17 Aug Callout Close

Mon 20 Aug Activity Selection

Wed 29 Aug External activities Close

Fri 31 Aug Confirm activities

Monday 2 Sep Workshop Trails Commence

Wed 5 Sep All facilitators Confirmed

Fri 7 Sep Workshop Trials Close

Fri 7 Sep Program Finalised

Stage Two Event Prep

Wed 12 Sep Detailed activity plans (workshop plans) submitted

Fri 14 Sep Description / session plan

Fri 14 Sep Contractor Agreement Sent

Fri 14 Sep Materials list complete

Fri 21 Sep All materials sourced / on order

Tue 24 Sep Event Induction Pack complete and ready for distribution

Mon 1 Oct All event induction training complete

Thu – Fri 4 & 5 Oct Regional Librarian PD Sessions

Stage Three - Event

Fri 5 Oct BUMP IN

Sat 6 Oct Fun Palace 2018 event & Packd down

Stage Four Post Event

Fri 12 oct Evaluation forms sent out All Returns Complete

Fri 19 Oct Evaluation Forms Returned

Fri 9 Nov Evaluation Report complete

Fun Palace Regional Professional Development

anonymous@undisclosed.example.com (Anonymous) — Thu, 27 Sep 2018 22:45:51 +0000

Fun Palace Regional Professional Development

Description of Sub Project

VideoConference Session

27 Sept 2018 We ran a 1hr session with the 4 Library workers from Logan, Diamantina, Mackay and the Sunshine Coast Library Services

Agenda

Welcome

Summarize Agenda.

Program Principles • Background – how FP came to the edge with limited budget and lead time (SLQ venues booked, Strategic Partnership Team over capacity) • One Library realignment • Limited Budget and lead time Edge priorities • Investing capacity building • Modular program • Community Contributions • Dimensions of Quality - Science & Art activities of substance • Wiki Documentation

What is the Wiki?

Organising Regional Facilitators access to wiki

Choose an activity

Steam Punk LED (Laura)
Fear of Small Screens
Cardboard Claw
Thermocolour T-Shirts

Actions from here * SLQ patron Account * Check Out activities. * Phone and email support for prep * Run thrus when you arrive * Reflections and comments during and after process

Actions

Mick to send through list of workshops to Regional Facilitators.
Michelle to send through proposed itineraries
Regional Facilitators to register for State Library Patron Account and have a look at the wiki.
Andrei to activate Regional Facilitator accounts with appropriate access.

Regional Library Professional Development

anonymous@undisclosed.example.com (Anonymous) — Tue, 07 Aug 2018 11:32:25 +0000

Regional Library Professional Development

The Local Government Coordination and The Edge are collaborating to offer up to four regional librarians the opportunity to get involved in the planning and delivery of Fun Palace 2018 at State Library of Queensland. Regional Library participants will be supported to prepare for and deliver an activity at State Library’s 2018 Fun Palace.

PD participants will:

Recieve webcast/ teleconference training in using the SLQ Wiki and in Project Management in the lead up to the event (2x 1Hr Session).
Receive a one-on-one over-the-phone activity planning session with Edge programming staff (1 hour)
Receive email and over-the-phone support preparing for the activity
Receive face-to-face induction and facilitation training /support on arrival at SLQ.
Gain coalface experience delivering a resourced, repeatable and scalable activity to the public at State Library’s 2018 Fun Palace.
Webcast/ teleconference reflection and evaluation session with The Edge team.
Receive a travel and Accommodation costs via a Bursary to attend SLQ Wiki training (this can be during the initial teleconference and there can be a handson component once they arrive as well - about an hour or so in total)
Hands on Training from The Edge on how to deliver the activity
Supervised Experience delivering a STEAM activity at The Edge on the day
Machinery Induction on the 7th of October, if they are staying behind (currently I can see there are two laser cutter inductions scheduled: 1:00p-3:00p or 3:30p-5:30p)
One additional opportunity with their SLQ team of choice (ie, The Corner, Family History, Business Studio). Organised by LGC

What they have to do:

On the day (6 October): set up and run the activity
Come and participate in all scheduled activities during the week leading up to the Fun Palace, under the guidance of The Edge and LGC
Acquit by writing a blog post, submitting a financial acquittal, add learnings on delivering the activity to the wiki
Submit an activity idea for next year’s Fun Palace via the Wiki

Coordination Team Roles

anonymous@undisclosed.example.com (Anonymous) — Thu, 04 Oct 2018 11:31:41 +0000

Coordination Team Roles

This table outlines the roles and responsibilities of the event coordination, delivery and evaluation team.

Name	Role	Description/ responsiblities
Lone Keast	Escalation and liaise with senior management
	Chair Activity Selection
Mick Byrne	Project Management	Monitor milestones & budget
	Volunteer Coordinator
	Coordinate Regional Librarian PD
Peter Musk	Facilitator Mentoring & Training
	OH&S
	External Activity Provider Liaison (Science)
Andrei Maberley	Wiki Access and Inductions
		Fear of Small Screens
	Community Outreach	Contact Siganto grads…
Emma Che Raethke	Marketing and Communications Liasion	Marketing Plan, SLQ Photographer
	Community Outreach/ external activity (arts) liason
	Documentation and Evaluation	Wiki Documentation, Evaluation Surveys, Vox Pops Video Project,
Nejdet Yilmaz	Regional PD Bursaries	Liaise with LGC to set it up, and organise the schedule for successful applicants
	Contracts and agreements	Determine the types of contracts and agreements required, create templates, ensure everything is signed by the deadline
	Activity Bookings	After activities are determined, put any necessary ticketing in Eventbrite
	Team Meetings and Minutes	Organise weekly meetings with Edge Staff in advance, collate minutes and send to team members as reference, Make lanyards for everyone
Pauline Maudy	Coordinate Internal Callouts for activities and volunteers
	Internal Activity Liaison
	Internal liaison - volunteers
	Programming (with Mick)
Courtney Ingle	Space Bookings Commercial Services Liaison	Coordinate space bookings and equipment with Commercial Services.
	Venue (AQ) Liaison	Coordinate booking and liaison with AQ re power, loading in/out etc
	Food and Beverage Vendors	Contact F&B vendors, coordinate logistics
		Support Marketing and Communications and Evaluation (with Emma Che)
Sarah Briggs	Fun Palace Welcome Desk
Unallocated	Social Media

Job milestone dot points

Coordinate Internal Callout

- Draft internal call out and liaise with Mick to finalise

- Mick to send to Lone

- Field emails and queries

- Post on yammer

- Compile new contacts and ideas + share with team (completed 21/08/18)

- Keep liaising with new contacts and draft ideas as needed

External Activity Liaison (Arts)

- One external arts activity providers are identified take over communications

- Liaise with activity providers to negotiate SLQ and provider responsibilities and coordinate contracting if required

- Liaise with provider to check appropriate format of activity and required support (tech, people, space or other)

Social Media

- Liaise with Anita and Emma Che to put in place social media plan by 6th of September

- Set up process for gathering and sharing content leading up to the event

- Set up process for gathering and sharing content on the day of the event

- Set up process for gathering and sharing content after the event

Marketing and comms

- 20th August: Liaise with new comms person (Anita) to work out a time frame for sharing of information required (program deets, images, copy)

- M&C begin to advertise externally. Send any big items or things to include in this generic advertising.

- 31st August all material needs to be to marketing and comms for web and poster

Evaluation

- Meeting 13th August to determine evaluation (including vox pop questions)

- Meeting with Kylie (audience development) to review evlaluation

- write surveys by 21st September

- set up survey monkey by 24th September

- gather more ipads for evaluation (YPF and?)

- Liase with David Crane around volunteers and using the ipads to do surveys

- write questions for vox pop questions (that are similar to evaluation)

- test vox pop workshops with zoom recorders or video recorders