📒 → Organizer Notes

The organizer notes section is a place to store information about the event which may not be relevant to the attendees, but can be made public. By making information public by default, it becomes easier for organizers to reach this information, and interested people can see how an event is organized.

  • Purpose: Document internal planning information, learnings, and processes for future reference
  • Content: PR timelines, logistics, retrospectives, and organizational details
  • Not here: final income and expenses live in Finance, one page per event
  • 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; file final figures under Finance

What to Include

  • Budgets and planning estimates (final figures go in Finance)
  • 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] |

# Agenda/Timeline (if applicable)

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

Financial Tracking

Final income and expenses are not recorded here — they live in Finance, one page per event, generated from the ledger. See Finance for the front matter schema and the conventions for carrying funds between events.

Organizer notes may still carry planning budgets, quotes and running estimates.

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

Conference Events

Planning/Future Events

Workshop/Meetup Events

Hackathon Events

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
  • Event-Specific Content - Challenge guidelines, onboarding instructions, fact sheets
  • Planning Elements - Task lists, agendas, tentative plans

Events with organizer notes

Metadata

UPDATED21 September 2026
HISTORYGitHub
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