• Purpose: Document internal planning information, learnings, and processes for future reference
• Content: Financial tracking, PR timelines, logistics, retrospectives, and organizational details
• Transparency: Made public to share knowledge and improve future event organization
• Naming: Use the event slug (lowercase) for organizer notes page names

Creating Organizer Notes

When to Create

• During planning: Start early to track decisions and timelines
• During execution: Document issues, changes, and real-time learnings
• Post-event: Capture retrospectives and final financial information

What to Include

• Financial tracking and budgets
• PR and marketing timelines
• Key decisions and their rationale
• Problems encountered and solutions
• Lessons learned and future improvements
• Resource links (photos, documents, tools)

Template Structure

{% render 'EventBox', name: ref %}

# Important Links

- [Resource 1] - [URL]
- [Resource 2] - [URL]
- [Resource 3] - [URL]

# Status

| Item | Status |
| ---- | ------ |
| [Task/Item] | ✅ / ⚠️ / ❌ [Description] |
| [Another Task] | ✅ / ⚠️ / ❌ [Description] |

# Activity Log

| Date | Activity |
| ---- | -------- |
| YYYY-MM-DD | [Description of what happened] |
| YYYY-MM-DD | [Another milestone or decision] |

# Financial Summary (if applicable)

---
statementOfActivities:
  income:
    - label: Sponsorship
      amount: 0000.00
    - label: [Other Income]
      amount: 0000.00
  expenses:
    - label: [Expense Category]
      amount: 0000.00
    - label: [Another Category]
      amount: 0000.00
---

{% render 'StatementOfActivities', data: page.statementOfActivities %}

# Agenda/Timeline (if applicable)

| Time | Event |
| ---- | ----- |
| HH:MM | [Event description] |
| HH:MM | [Another event] |

Financial Tracking

YAML Front Matter Schema

Use this structure in the front matter to track event finances:

statementOfActivities:
  income:
    - label: "Income Source Name"
      amount: 1234.56
  expenses:
    - label: "Expense Category"
      amount: 1234.56

Common Income Categories

• Sponsorship - Corporate and individual sponsors
• Registration Fees - If applicable
• Donations - Individual donations
• Partnerships - In-kind contributions valued

Common Expense Categories

• Food and Beverage - Meals, snacks, drinks
• Venue - Rental costs, deposits
• Equipment - Rentals, purchases
• Swag - T-shirts, stickers, materials
• Prize - Prize pool items
• Transportation - Travel, shipping
• Accommodation - Speaker/organizer lodging
• Marketing - Promotional materials
• Miscellaneous - Other expenses

Status Tracking

Status Table Format

Use status indicators to track progress on key items:

| Item | Status |
| ---- | ------ |
| Venue | ✅ Confirmed |
| Food | ⚠️ In progress |
| Sponsors | ❌ Not started |

Common Status Indicators

• ✅ - Completed/Confirmed
• ⚠️ - In progress/Needs attention
• ❌ - Not started/Blocked

Useful Links Section

Essential Resources

Document links to key resources used during organization:

Planning Resources

• Notion workspace - Main planning hub
• Figma designs - Visual assets and layouts
• Google Drive - Document storage
• Airtable - Data management

Event Assets

• Photo albums - Event photography
• Video recordings - Talks, highlights
• Live streams - Broadcast archives
• Social media - Posts and engagement

Tools and Services

• Registration platform - Eventpop, etc.
• Communication tools - Discord, Slack
• Payment systems - Banking, transfers
• Vendor contacts - Suppliers, venues

Activity Logs

Timeline Format

Document key decisions and milestones chronologically:

| Date | Activity |
| ---- | -------- |
| 2024-MM-DD | [What happened, decision made, or milestone reached] |

Common Activity Types

• Planning milestones - Team formation, venue confirmation, date setting
• Public announcements - Event reveals, ticket releases, calls for participation
• Logistics updates - Sponsor confirmations, venue changes, timeline adjustments
• Development progress - Website launches, system implementations
• Team activities - Meetings, planning sessions, collaborative work

Examples and References

Different Types of Organizer Notes

Competition/Contest Events

• OrganizerNotes/wind2 - Status tracking, agenda, challenge creation guidelines
• OrganizerNotes/bac - Activity log, fact sheet, goals, status table
• OrganizerNotes/wind - Detailed event timeline based on livestream recording

Conference Events

• OrganizerNotes/javascriptbangkok2 - Organizer onboarding, activity log, collaboration tools

Planning/Future Events

• OrganizerNotes/sht9 - Task lists, brainstorming, planning structure
• OrganizerNotes/market - Tentative plans, timeline, TODO items

Workshop/Meetup Events

• OrganizerNotes/creativecodingmeetup - Process checklists, key learnings, organizer lists

Hackathon Events

• OrganizerNotes/sht6, OrganizerNotes/sht7 - Financial tracking, comprehensive timelines

Common Content Patterns

• Important Links - Figma, Outline, project management sheets, collaboration tools
• Status Tracking - Tables showing progress on venue, food, sponsors, prizes
• Activity Logs - Chronological timeline of decisions and milestones
• Financial Summaries - Income and expenses with YAML front matter
• Event-Specific Content - Challenge guidelines, onboarding instructions, fact sheets
• Planning Elements - Task lists, agendas, tentative plans

Events with organizer notes

• OrganizerNotes/algorave
• OrganizerNotes/bac
• OrganizerNotes/creativecodingmeetup
• OrganizerNotes/hacktoberfest2019
• OrganizerNotes/javascriptbangkok2
• OrganizerNotes/market
• OrganizerNotes/sht2
• OrganizerNotes/sht3
• OrganizerNotes/sht6
• OrganizerNotes/sht7
• OrganizerNotes/sht8
• OrganizerNotes/sht9
• OrganizerNotes/wind
• OrganizerNotes/wind2