CURATOR ROLES

1. Overall organiser Role to explore ways to become financially independent User / Event experience Talent Scout / Brand champion – making connections with things, people, initiatives that will build, promote the brand xLab curator Technology innovator CURATOR ROLES Curator roles have the task of advising, making connections wider than TEDx, and managing the wider brand values. These roles are only available for members who have been on the wider TEDxCapeTown team for at least one year. These roles may be shared between different people.

2. Organiser Link everyone together Chat to external people and connect to the relevant roles Manage the brand, make sure the values are carried through Make sure everyone knows what’s going on, and feel comfortable on what they need to deliver on. Have more support -> more organisers/curator roles Better facilitation / conflict management Have more fun Requirements “big idea” … Aims … The confidence to connect with other roles directly, without waiting to be told something Direct action points at regular / agreed intervals, not constant stream of emails All All Main: Sponsors Speakers Technical User experience Media Make sure a coherent message goes out to all stakeholders Good people skills Great organisation skills -> be 100% on top of emails Great communication skills Conflict management skills

3. Creative / Experience / Interaction Director CREATIVE oversight plan and execute the filming, visual feel/edit of the event. Preparation! insight into venue and speakers style on stage (stand still, walk, pace etc) Final product expectations lighting sound camera crew curator Technical Director Stage manager Lighting Filming Production Director Technical Director Curator / Organiser Sound Photography Post-Production Plan and execute and be 100% responsible for final visual/audio product, based on curators/sponsors/TED rules vision & requirements Film directing creative awareness of best TED ideas insight into venue NB: Deep insight into TEDx brand

4. Engagement strategist Marketing Link with other TEDx events Social programmes Action Initiatives (link with Spark Experiment) TEDx in a Box Program Curation Speaker – Tech / Production connector (includes stage manager role on the day Production Director/ Stage Manager Sponsors/Partners Relationship Manager Design Look and Feel Creative Director Operations Logistics Online Presence – IT Technology Director Project Management (Finances?) CONNECTOR ROLES Connector roles oversee and link between related roles on the team. They have a less active role in the run up to the event, but on the day they are really important, and need a solid, deep understanding of how the team works to make snap decisions – hence they are involved from the beginning even as there may not be too much to do then.

5. Engagement Strategist Communications engagement overview of stakeholders, interaction, communications needed. Content creation A bit of sponsor engagement Contribute to strategy, future vision Speaker coaching in wider communication skills Year round engagement for community building – frequency? control of doc version / dropbox / PR / media support / owner engage more mainstream media for greater exposure engaging more demographics, not just middle class white people. content creative ideas / concepts stories! topical (personal; technical; insightful learnings) noteworthy news social media curator creative design speakers Curators Social media, App, website: Content related Sponsors Speaker co-ordinator Creative Content Communications Channels Media / PR Creative Activations Writing and editing conceptualisation ‘TEDx voice for generating content’

6. Logistics Venue liaison Vender liaison Supplier liaison e.g. security food dinner / events productions plan Venue components of production Involved in sponsorship liaison Involvement in production plan from the start of the project. Venue details Production timelines Supplier details / invoices Contact info of suppliers Invoices paid Approval of purchases Requirements of venue etc Curators Speaker coordinators Sponsorship liaison xLab exhibtion coordinator Production manager (on the day) Sponsorship liaison Venue personnel Curators Speaker co-ordinator Venue Speaker functions Suppliers e.g. tables equipment deliveries Administration People management skills Great communication Email skills Internet skills Organisation skills Great self-control Ability to function under great pressure. Budgeting skills

7. Operations An access document with details, how to access venue, contact details of relevant people Volunteers (If not separate role – with all (Executive) roles who have volunteers)

8. IT/ Technical Director Co-ordinate all technical roles (IT, website etc – that type of ‘Technical’) Manage website roles: app, social media integration Manage technical experience on the day ensure all events, including before main event, have technical stuff ready. More access to technical delivery resources More testing day before of all technical parts. More explanation of what is happening on the day re technology. Technology strategy Technology Ideas Technology support Overall IT strategy Marketing strategy Timelines of events / activities Operations Production Manager Marketing Speakers Developer Sponsorship Curator Co-ordination person IT aspects Supplier / Vendor aspects IT experience Broad experience, ability to talk to other technical and creative areas Good team leadership/coordination skills Good communication skills

9. Production / Stage manager Manage the production plan Coordinate sound, lighting, film and production partners on the day Post-production editing Management of MC’s and the flow of the day Manage the stage activities on the day To have a full dress rehearsal at least once before event, preferably more than 2 days before the main event. Slide decks Transcripts Being in action at the speaker dry run to know how everything fits together on the day. Ensure backups e.g. clickers are ready, tested, and speakers are comfortable with them. Operations management to provide food etc to teams on the day (mainly speakers and backstage crew) Coordinate and explain where team is needed outside the main stage Speakers coordinator Speaker coaches Sponsor liaison? Production Director Sound Film Lighting Photographer Social media platform MC ** Connector roles The event on the day, production, running, sequence Preparation before the event Events management Production management Project management Technical / Film background Good communicator

10. Media / PR connector Collating info for media releases Media strategy (ticket, speaker, app announcements etc) Media liaison / building brand of TEDxCapeTown Manage media on the day – keep them away from speakers outside of dedicated times. Ensure that media does not disrupt calm of backstage area. (aka manage the paparazzi) Better planning of overall process so as to plan for media announcements Dedicated person to coordinate interviews Something to offer media (if not media passes then simulcast tickets …) Measurements, targets Strategies, guidelines Advance insights and info. Curator / Organiser engagement Communications Social Media Photographers Engagement Strategist Speakers Social Media Media liaison Identifying and maximising PR opportunities Establishing media partnerships Knowledge of media landscape Access to updated media databases Deep insight into TEDxCapeTown brand

11. Design Look and Feel Oversee Graphic Design Program Design Twitter look Facebook look Flickr look Oversee, manage intro animation (creative campaign / competition?) Develop templates for rest of team to use Sponsors Marketing Have an understanding of TED and TEDx brand Understand how the TEDxCapeTown brand is unique.

12. Phase 1: Early engagement Admin Media: Print media Media: Online media Media: Social Media Media: TV Website: Design Website: Content Management App / Tech / Dev Venue Services Sponsors Year round engagement Action initiatives – as they come online Past Community Coordinator (incl Speakers) Speakers Speaker coach Experiences Social Campaigns Photography EXECUTIVE ROLES Executive roles have the task of implementing things – these roles have space for more than one person each. A month before the event these roles recruit volunteers who shadows them and learns what needs to be assisted with.

13. Admin Manage communications Keep project management stuff tidy Manage calendar Organise venues, meetings for team and speakers etc. Facilitate and take notes at meetings if required. A detailed and clear schedule, continually updated Requests of when to meet, where gaps are, All Finances / Budget Very much involved with Connector roles. Liaise with when people need to meet. Keep communications flowing smoothly Attention to detail Ability to keep the thumb on the pulse.

14. Social Media / Marketing Develop / Mange social media campaigns Create band awareness Interact with TEDxCapeTown community – publically and privately Publicise events / news Select / Review photographs, resize for web Generate and deliver content Guidance of plans of how to weave social media into creating brand awareness of TEDxCapeTown A clear strategy / targets Set deadlines i.e. Measure targets e.g. “We will achieve 20% more Twitter followers by <date>” Content (text, imagery) a week before Stats – what posts was successful / failures Provide stats for sponsorship (marketing of App, more … earlier …) Noteworthy news at set times; the daily run up before event weekly during the rest of the year Wider media campaign activity PR Marketing Organiser / other media inputters Photographers Sponsorship PR Marketing Organiser Any role that wants publicity e.g. Technical – Apps, Sponsor coordinator Social media campaigns Greater marketing strategy Content Knowledge of Twitter / Facebook and other platforms Thorough understanding of the TED/TEDx brand and rules around marketing Brand voice – know how to deliver content in the ‘voice of TED’ Knowledge of how social media fits into greater marketing strategy of the brand and annual event Photo editing / photoshop etc.

15. Speaker coaching Speaker engagement Speaker coaching Speaker education Speaker logistics – slides etc Dress rehearsal – more than 2 days before event No more primadonna speakers! MUST show up fro dress rehearsal – and ALL speaker workshops More discussion about choosing speakers in the very beginning. Ask people more questions why they choose someone instead of just on spreadsheet. Input on slides Encourage speakers to deliver slides well in advance Production / stage to provide full technical for dry run Technical (slides) Speaker coordinator Speakers Role Production / Stage manager Technical Director MC Getting speakers ready for stage Building speaker community Coaching Delivery A clear understanding of what TED and TEDx is and what the speakers require to contribute to it.

16. Photography Coordinator Groupie! Manage photographs that present a visual journey of TEDxCapeTown. Take pics Try to be invisible Observe Document Define photo style & guidelines in line with brand Post-production Publish to social channels, flickr Recruit photographers Deeper brand insight to better represent TEDxCapeTown in picture Media card (memory stick) Access to laptop for dumping images at intervals during the event & power point, supply Comms / Media photographer high/low res images post to social AV& lighting need: tech insight consistent and planned lighting Social media -> low res images Media -> high res images Curator -> TED deliverables Communications Media Operations Social / Culture Audio / Visual & Lighting (ongoing) Behind the scenes – all the interaction times On the day Post-event (HD/SW) Camera equipmen / HD / Mac / Adobe Photo degree  (or equivalent experience) Web geek Brand insight

17. Technical (software) / Dev Website maintenance Technology research (ticketinging services, App platforms etc) Most other technical things like internet or downloading apps and making stuff work. *** Cognitian App? Descriptions of what needs to happen on the day More involvement before all the event info is confirmed and before the App needs to be made More, and clearer requirements More involvement Maybe make own production plan rather than use badly made previous one (Check and veto better) App Website Simulcast (on the day) More of an idea what is needed (requirements) Event info Speaker info Marketing of App Backups (e.g. website, internet providers on day) Testing the day before adequate testing of Apps etc Public relations Marketing Social media Finance / Budget external technology people Creative director Technical Director Organisers Sponsors Other Technology people, external servive providers e.g. bandwidth, livestream Making TEDx info available online and on devices Technical platform and solutions Programming Software technology Knowledge of existing technologies Time management A solid understanding of the TED brand imagery / language

18. Speakers End to end speaker engagement Oversee speaker selection Point of contact, logistics, information, events, community building, as they relate to speakers. Speaker coach co-ordination Speaker briefing on day, backstage management, post-event engagement Year-round engagement (may be separate role) On the day support for speakers On the day speaker stage management Less emails, more consolidated overview doc (‘speaker manifesto’) Times etc of speaker events Speaker bios and Profiles (edits and in keeping with TEDx brand) (Speaker experience) Backstage control Spare clickers etc to ensure speaker technical experience is flawless Screen backstage (little simulcast) Photos backstage Media (incl Social Media) Engineering Photography Sponsors MC Curator / Organiser Logistics Speaker coaches Technical (presentations) Communications / Media Speaker evenings Speakers media engagement Speaker slides Speaker preparation for the day. Organisation Delivery Communication Community Building Community Skills

19. Sponsors / Partners Sell TEDx as a product for partners / sponsors to invest in. Work with various divisions to get reduced costs and internal sponsorship (in kind) Initiate, manage and close sponsor deal Build sponsor community (pre AND post event) Year round sponsor engagement (+ updates to team) Awareness of sponsors’ key activities (support them too!) Focus purely on fundraising and getting cash sponsor Consider restructuring sponsors to make it more palatable Get the right sponsors Share partnership insights with team (so as to maximise opportunities, and not promise things we can’t deliver) Manage expectations on available budget and type of partners we’re partnering with Share outcomes of agreement (i.e. media / exposure promised etc) Film / audio interviews required etc Input on commitments and who/what to deliver – based on strengths and capabilities of the team. How best to engage with sponsors – twitter etc All Finance / Budgeting Marketing / Communcations Operations / Logistics Website Get sponsors, get money! Understand brand positioning Confidence in selling yourself and TEDx Understanding background story of TEDxCapeTown Understanding corporate agendas Network of funders/access to funders (key people in organisations) – not critical, but does help.

20. Phase 2: Three or so months before event Finance – Budget and Payments Registration Experience, On the day Audience Online audience – simulcasts, viewing parties Wider audience Afterparty Food & Beverage Production – sound, audio, visuals Post Production Coordinator Internet – livestreaming MC EXECUTIVE ROLES Executive roles have the task of implementing things – these roles have space for more than one person each. A month before the event these roles recruit volunteers who shadows them and learns what needs to be assisted with.

21. Finance / Budget Manage cashflow Pay suppliers Ensure we are being invoiced Keep balance sheets etc up to date Manage ticket partner Make actual payments and track this activity Guideline / benchmark bits from previous years. *** Get public liability cover Insurance Updates in team meetings Sponsors / partner All who require payments to be made – to gather invoices Main ones: Operations Logistics Technical Production Speaker workshops/dinners Managing cashflow and budget Finance / Accounting Great attention to detail

22. Registration experience, on the day Audience Manage ticketing process Field queries Engage and build vibe with audience Prepare audience with ‘what to expect’, manage expectations Get a notebook sponsor – manage and think of Giftbags, Audience Experience Announcements that need to go to audience Programme, name tag etc details to communicate to audience Marketing Media Design Look and Feel Logistics Operations Sponsors Budget/ Finance MC Coordinate what budget is available Payment terms of ticketsales Engage with appropriate gift partners (e.g. Moleskin, Consol Glass) Coordinate and help with e.g. charging stations, food & beverage Great people skills Great attention to detail Detailed and nuanced understanding of TEDx, TEDxCapeTown brand.

23. After Party Organise an epic after TEDxCapeTown experience Secure venue timeously Production Plan for afterparty set up well in advance Venue benefits: Acoustics, space, food options etc. Technical Finance / Budget Marketing / Communications Simulcast team Sponsorship team (brand the afterparty, allocated budget) Budget team Bringing the team and audience to an awesome post event celebration Entertainment, events experiences Good knowledge of local venues, and relevance to the TEDxCapeTown brand

24. MC Keep the vibe on the day Link theme Tie speaker to speaker Head up production plan (oversee it) – minute by minute run of day More streamlined way to communicate between production and MC function Understanding all the activities on the day Information, updates Announcement to share on day All Curator Organiser Production manager Speaker manager Speaker coaches Previous MC experience Shared alignment to the TEDx brand

25. Sound Set up and operate sounds and sound recording equipment. Liaise with Creative Director on what is required. Creative Director Sharing overall vision / goal from a production perspective. Recording / Post Production requirements (audio) Feedback during the event from audience / team e.g. too loud, soft etc. Video, stage manager backstage technical Technical Director speakers / musicians MC Production / Stage Manager Technical Director Backstage Technical Team Speakers / Musicians

26. Lighting Set up and operate lighting Testing time, day before! Event management – need to know when to set up / fit into scope of event. Technical director Stage manager Technical Director Stage manager Creative Director Lighting on the day Lightning skills +

27. Viewing parties Manage Viewing Party organisers (community) Promote viewing parties Produce Viewing party documents – guides and how’to’s, banding materials. Crisis communications plan & emails in advance More time to all for marketing. Confirmed viewing parties Relevant news and interesting snippets, links Technical tests, quality, timing, testing times etc Media Social media Marketing / Communications IT Technical Viewing party site manager (currently Craig Wattrus from Thoughtworks) Decentralising TEDxCapeTown through viewing parties Good people skills Ability to remotely manage and comfort people Be able to think on your feet.