General Overview
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Immersive Learning Research Network Events Management The hub for every iLRN community event. One row per event, each linked to its own Run of Show with marketing, Jira, spreadsheets and Drive folders. |
About this page
Where things live
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Dates and join links The Community Calendar is the source. Dates here help sort; if they disagree, the calendar wins. |
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Process and resources Roles, workflow and reusable links live here in the Codex. |
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Task status Lives in Jira. Do not duplicate task lists on Codex pages. |
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Volunteer announcements Go to the Discord volunteer general channel. |
On the calendar
Upcoming events
Soonest first. When an event ends, move its row to Past events and archive its Run of Show.
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Date |
Event |
Type |
Venue |
Lead |
Run of Show |
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Nov 10, 2026 |
Soft Monuments Workshop 1: Canva strip-making |
Workshop |
Canva + Zoom |
Charlene Hardin |
Soft Monuments → |
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Nov 21, 2026 |
Soft Monuments Workshop 2: FrameVR placement |
Workshop |
Charlene Hardin |
Soft Monuments → |
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Dec 2 or 3, 2026 |
Soft Monuments rehearsal |
Rehearsal |
Charlene Hardin |
Soft Monuments → |
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Dec 4, 2026 |
Soft Monuments: hybrid opening with Amanda Browder (Missoula) |
Exhibition |
Immersive Futures + live stream |
Charlene Hardin |
Soft Monuments → |
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Dec 18, 2026 |
Winter Holiday Party (winter trains), AM and PM Pacific sessions |
Social |
FrameVR, TBD |
TBD |
To be created |
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Feb 2027, TBD |
Lunar New Year gathering |
Social |
FrameVR, TBD |
TBD |
To be created |
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Jun 11 to 13, 2027 |
iLRN2027 Virtual Conference |
Conference |
iLRN Virtual Campus |
TBD |
To be created |
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Jun 26 to 29, 2027 |
iLRN2027 In-Person, Kyungpook National University, Daegu |
Conference |
Humanities Korea Hall, KNU |
TBD |
To be created |
Recurring
Not tracked as events; no Run of Show needed.
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Open Hours Fridays, 8 to 10 AM Pacific Student Center + Zoom |
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Volunteer meeting Thursdays, 1 PM Zoom |
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Campus build time Sundays FrameVR |
What and when
Event briefs
A short description and session times for each upcoming event. Times are in Pacific plus the main audience's time zone; confirm against the Community Calendar before posting.
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Workshop Soft Monuments Workshop 1: Canva strip-making Participants upload fabric images to a shared Canva and cut them into strips for the virtual quilt wrap. No FrameVR experience needed. |
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Session |
Date |
Pacific |
Mountain |
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Workshop 1 |
Nov 10, 2026 |
TBD |
TBD |
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Workshop Soft Monuments Workshop 2: FrameVR placement Participants place the exported fabric strips on the virtual Brunswick building in FrameVR. Final placement follows Amanda Browder's pattern. |
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Session |
Date |
Pacific |
Mountain |
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Workshop 2 |
Nov 21, 2026 |
TBD |
TBD |
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Exhibition Soft Monuments: hybrid opening Amanda Browder wraps the Brunswick in Missoula with her textile work while virtual guests watch the live stream inside a recreated Brunswick in FrameVR. The virtual building is wrapped at the same time, with audience participation and Q&A. |
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Session |
Date |
Pacific |
Mountain |
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Rehearsal (crew only) |
Dec 2 or 3, 2026 |
TBD |
TBD |
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Opening |
Dec 4, 2026 |
TBD |
TBD |
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Conference iLRN2027 Virtual Conference The virtual portion of iLRN2027, held on the iLRN Virtual Campus. |
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Session |
Date |
Pacific |
Korea (KST) |
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Conference days |
Jun 11 to 13, 2027 |
TBD |
TBD |
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Conference iLRN2027 In-Person, Daegu The in-person conference at Kyungpook National University's Humanities Korea Hall, Daegu, South Korea. |
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Session |
Date |
Korea (KST) |
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Conference days |
Jun 26 to 29, 2027 |
TBD |
Archive
Past events
Newest first. Link the archived Run of Show and any recording or recap so the work stays findable.
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Date |
Event |
Type |
Venue |
Run of Show |
Recap |
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Nov 8, 2026 |
Game Tasting: MedTech VR serious games (iLRNovember) |
Social / showcase |
FrameVR |
Add link |
Add link |
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Oct 2026 |
Day of the Dead Tech: Halloween party and networking |
Social |
FrameVR |
Add link |
Add link |
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Aug 31, 2026 (US) / Sep 1 (Korea) |
Road to Daegu Kick Off |
Programming launch |
FrameVR + Haptics Café trivia |
Add link |
Add link |
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Jun 2026 |
iLRN2026 Virtual Conference (Athens year) |
Conference |
iLRN Virtual Campus |
Add link |
Add link |
How every event runs
Event lifecycle
Every event moves through the same six stages. Times are guides, counted back from event day.
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Stage 1 Propose 6+ weeks out |
Stage 2 Set up 5 weeks out |
Stage 3 Promote 4 weeks out |
Stage 4 Build and staff 3 to 1 weeks out |
Stage 5 Run Event day |
Stage 6 Close out Within 1 week |
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✓ Name, goal, audience, date window and lead. ✓ Add a row to Upcoming events. |
✓ Copy the Run of Show template. ✓ Create the project spreadsheet. ✓ Create the Jira board. ✓ Create the Drive folder. ✓ Link all three on the Run of Show. |
✓ Create the calendar listing. ✓ Set up the RSVP form. ✓ Produce social cards. ✓ Post in Discord and LinkedIn. ✓ Track each on the Run of Show marketing table. |
✓ Build the environment. ✓ Run a performance check. ✓ Assign volunteer roles. ✓ Hold a rehearsal. |
✓ Follow the minute-by-minute schedule on the Run of Show. ✓ Record if planned. |
✓ Capture attendance and performance data. ✓ Post the recap. ✓ Log volunteer hours. ✓ Move the row to Past events. ✓ Archive the Run of Show. |
Roles on every event
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Event lead Run of Show owner, final decisions, day-of call |
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Environment build FrameVR frame, assets, performance targets |
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Marketing Calendar listing, social cards, posts, emails |
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Host / MC Welcome, agenda, transitions, Q&A |
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Tech support Attendee help, audio, screen share, stream |
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Documentation Screenshots, recording, recap, Codex updates |
Links for every event
Shared resources
These apply to every event. Event-specific links belong on that event's Run of Show.
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immersivelrn.org/events |
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forms.immersivelrn.org |
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tally.so/r/PdydMB |
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Meeting ID 890 8018 4980 |
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Google Doc |
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Codex |
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Jira (all event boards) Add link |
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Events shared Drive folder Add link |
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Brand kit (Canva) Add link |
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volunteers@immersivelrn.org |
Checklist
Adding a new event
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1 |
Copy the Run of Show template page into the Events chapter. Name it Run of Show: <Event Name>. |
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Fill the Event at a glance table and the Planning stack links (spreadsheet, Jira, Drive) before anything else. |
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Add a row to Upcoming events here and link the new Run of Show. |
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Add the event to the Community Calendar. |
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After close-out, move the row to Past events and add the recap link. |
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Questions? volunteers@immersivelrn.org |