Volunteer Workbook

Grant Writing Updates
Social Media

Social Media Basics for iLRN

FrameVR Online Campus Building Basics

Debugging & Performance
About Building in FrameVR + Advanced Interactions
Using Scenes in FrameVR
iLRN 2026 Virtual Campus Canva Projects - Infrastructure
iLRN2026 Virtual Campus design guidelines / template

Conference Campus & Volunteer Readiness Benchmarks
Conference & Campus Style Guide

Grant Writing Updates

Social Media

Social Media Basics for iLRN

iLRN uses Canva to create many of our images on a shared account.

Current tasks for iLRN 2026 are being determined. Please check back for more information.

If you have any questions, please get in touch with volunteers@immersivelrn.org to have them answered.

FrameVR Online Campus Building Basics

More information to come regarding accessibility and usability design activities.

Visit https://codex.immersivelrn.org/books/conference-online-hosts-private/chapter/ilrn-2026-framevr-campus-design-project for the Google Sheet handling Campus Construction for iLRN 2026

*Requires access, private shelf, email volunteers@immersivelrn.org for access.

FrameVR Online Campus Building Basics

Debugging & Performance

To view the performance in greater depth (beyond what is built into the regular FrameVR menu), add ?debug=true to the end of any FrameVR URL.

Once you have done this and refreshed, you will have the option to "Open Inspector," which will show you a panel with various options to help you understand how well the frame is performing in terms of draw calls and more.

FrameVR Online Campus Building Basics

About Building in FrameVR + Advanced Interactions

FrameVR Technical Capabilities

iLRN Campus Codex — Engine, interactivity, and 3D asset support

Under the Hood: Babylon.js

FrameVR is built on Babylon.js, a powerful open-source 3D rendering engine. However, FrameVR abstracts most of Babylon.js’s native functionality behind its own interface. Users work within FrameVR’s sandbox rather than having direct access to the full engine.

Advanced features such as complex physics simulations and custom scripting are not directly accessible within the platform. Teams should work within the Action Editor and supported asset formats to achieve interactivity.

FrameVR Knowledge Base & Other Info

FrameVR offers many valuable resources for users building on their platform. Here are a few of the options available:

Knowledge Base

Blog

Tutorials

Help Forum (Discord)

Developer API

Interactivity: The Action Editor

FrameVR’s Action Editor provides a no-code interface for adding interactivity to spaces. While limited compared to full engine access, it supports a meaningful range of triggers and responses:

• Play Audio — Trigger ambient sounds, narration, or sound effects on proximity or interaction

• Animate Models — Activate animation cycles embedded in uploaded 3D assets

• Show / Hide Objects — Toggle visibility of elements based on user actions

• Open URLs — Link out to external content, documents, or media

• Teleport Users — Move participants to different locations within or between spaces

These tools are well-suited for guided experiences, interactive exhibits, and layered storytelling within a campus environment.

Access this tool by entering Edit Mode > Click Asset > Open Action Editor > Set Trigger + Action

3D Assets: glTF Format

FrameVR supports glTF (.glb/.gltf), the widely used open standard for 3D assets. Importantly, glTF files can contain embedded animation cycles, which can then be triggered via the Action Editor — making it possible to bring in animated objects (moving parts, characters, environmental effects) without custom code.

Recommended tools for creating or converting glTF assets:

• Blender (free, open-source) — excellent glTF export with full animation support

• Sketchfab — browse and download community glTF models, many with embedded animations ( low poly items and Museum-specific https://sketchfab.com/members?segment=organization%2Fmuseum&sort_by=-followerCount )

• Various online converters for existing 3D models

Gaussian Splats: Photorealistic Spatial Capture

FrameVR supports Gaussian Splat files (.ply / .splat), a cutting-edge format for representing real-world spaces with photorealistic quality. Gaussian Splats are captured using photogrammetry-adjacent workflows and rendered as volumetric point clouds, producing immersive, high-fidelity representations of physical locations.

This is a significant capability for campus-building — real landmarks, architectural spaces, or culturally significant sites can be captured and placed directly into a FrameVR environment.

Capture tools to explore:

• Luma AI — mobile-friendly capture, accessible for most devices

• Polycam — supports Gaussian Splat export alongside standard photogrammetry

• Postshot — desktop processing for higher-quality splat results

[DRAFT: Example soon, check back for update! ]

Note: A Gaussian Splat of a nearby landmark is being explored as a demonstration asset for the iLRN campus — a model for how regional teams might contribute place-based content to shared virtual spaces.

FrameVR Online Campus Building Basics

Using Scenes in FrameVR

iLRN 2026 Virtual Campus — Codex

Using Scenes in FrameVR

Draft Areas, Alternate Configurations & Advanced Scene Management

Last Updated: April 10, 2026 | Maintained by: Charlene Hardin

Codex Section: FrameVR Build Documentation

What Are Scenes?

Scenes are one of FrameVR’s most useful but least understood features. At its simplest, a Scene is a saved state of your Frame — everything in it, where it is, and how it’s configured. A single Frame can have multiple Scenes, and you can switch between them instantly.

Think of Scenes like different “slides” of the same room. The Frame URL stays the same, but the contents of the space can change completely depending on which Scene is active. Visitors always enter whichever Scene is currently set as the active one.

Why This Matters for Building

When you’re actively developing a Frame, you don’t always want your work-in-progress visible to everyone who walks in. Scenes solve this by letting you maintain a “live” version of the space while building and experimenting in a separate draft state — all within the same Frame URL.

This means you can iterate freely without worrying about visitors stumbling into half-finished layouts, test new asset placements without disrupting the live experience, and preserve a clean baseline you can always return to.

Common Uses

• Draft mode — Build and test new layouts or assets in a Scene without affecting what visitors see when they arrive

• Event configuration — Set up a Scene specifically for a live session (with a presenter screen, specific seating arrangement, etc.) and switch back to the standard configuration afterward

• Preservation — Save a clean baseline Scene before making major changes, so you can always revert if something goes wrong

• Seasonal or programming variation — Configure different Scenes for different activities within the same Branch House without needing separate Frame URLs

How to Create and Switch Scenes

Important: What Carries Across All Scenes

Not everything is Scene-specific. Certain elements are persistent across all Scenes in a Frame regardless of which Scene is active.

Watch out: Built-in Web Browsers

The built-in web browser is one of the most notable persistent elements — if you have a browser open or configured in your Frame, it will be visible and active in every Scene. Keep this in mind when planning your layout, particularly if you’re using a browser for a specific event or presentation and don’t want it to appear in your standard visitor-facing Scene.

As a general rule: if you’re unsure whether an element is Scene-specific, test it in a draft Scene before relying on it in a live configuration. For more information, always consult FrameVR’s Knowledgebase.

Things to Know

• The Scene that loads by default when someone enters your Frame URL is whichever Scene is currently set as active

• Switching Scenes affects all visitors currently in the Frame — coordinate with your team before switching during a live event

• Asset budgets apply across your whole Frame, not per Scene — a heavily loaded draft Scene still counts toward your performance limits even if it isn’t the active one

Recommended Practice for iLRN Builders

Keep at least two Scenes in any Frame you are actively developing:

LIVE	The current visitor-facing version. This is what people see when they enter the Frame. Only update this Scene when changes are ready to go live.
DRAFT	Your active working area. Build, test, and experiment here freely. Keep this Scene clearly named so anyone with build access knows not to set it as active by mistake.

Name your Scenes clearly and consistently. Avoid generic names like “Scene 1” or “Scene 2” — use descriptive labels that make the purpose immediately obvious to any team member who opens the Frame settings.

Advanced Features

Triggering Scene Changes with the Editing Panel

This opens possibilities for guided experiences, event transitions, and interactive storytelling within a single Frame. A persistent navigation element that appears in all Scenes and triggers transitions between them is one practical application.

Setting Items to Appear Across Multiple Scenes

By default, assets you place in a Frame are associated with the Scene you’re working in. However, when editing an individual item, you can configure it to appear in multiple Scenes simultaneously.

This is useful for elements that should be consistent across several configurations — like permanent signage, a logo, navigation buttons, or a welcome poster — without having to duplicate them manually in each Scene.

Quick Reference

Question	Answer
Does the Frame URL change between Scenes?	No. The Frame URL stays the same regardless of which Scene is active.
Can visitors switch Scenes themselves?	Only if you set up an Action Editor trigger they can interact with. Otherwise only admins/builders can switch Scenes.
Do asset budgets apply per Scene?	No. Budgets apply to the whole Frame. All Scenes count toward your total.
Are web browsers Scene-specific?	No. Built-in web browsers are persistent across all Scenes.
Can I make an asset appear in multiple Scenes?	Yes. Edit the item and set it to appear in whichever Scenes you choose.

Questions or corrections? Contact the iLRN build team via Discord or the Codex discussion thread.

FrameVR Online Campus Building Basics

iLRN 2026 Virtual Campus Canva Projects - Infrastructure

iLRN 2026 Virtual Campus

Canva Project Architecture

Working document — Charlene Hardin, Volunteer Coordinator & Campus Builder • April 2026

SPREADSHEET CONTAINING LINKS TO CANVA:

https://docs.google.com/spreadsheets/d/1dTTy6wOXBb71phRYVhTxZ6nOpveb-wEbZyVvq216lCQ/edit?gid=0#gid=0

Purpose

This document defines the Canva project structure for iLRN 2026 campus infrastructure assets. Projects are organised by output type, not by room, so that all assets of a given type share consistent dimensions, brand settings, and naming conventions regardless of which volunteer produces them.

Dimensions in this document are working assumptions derived from in-world measurement of existing FrameVR frames and are subject to revision following in-world testing.

1. Canva Projects

Four projects cover all current infrastructure asset types:

Project Name	Canvas Size	Aspect Ratio	Asset Type
Wayfinding Banners	1920 × 320 px	6:1	Overhead/corridor ID strips
Large Boards	2560 × 1024 px	5:2	Main wall display / presentations
Square Posters	1080 × 1080 px	1:1	Branch House artwork, general posters
Buttons & Icons	512 × 512 px	1:1	Nav buttons, GOTO menu identifiers

⚠ Dimensions are working assumptions from in-world screenshots, April 2026. Confirm via in-world testing before producing large batches.

2. Project Setup in Canva

When creating each project in the iLRN 2026 Greece workspace:

Setup checklist for each new Canva project

1. Create project with the exact pixel dimensions from the table above (Custom size).

2. Name the project using the convention: iLRN2026_[AssetType] — e.g. iLRN2026_WayfindingBanners

3. Apply brand colours as Canva colour palette swatches (manual entry — Brand Kit admin access pending).

4. Add Cinzel, Raleway, and Lato as project fonts.

5. Name each page within the project by room or context — e.g. House01_Foundations, House02_Assessment.

6. Do not use Canva's background remover or AI image tools without checking output against brand guidelines.

⚠ Jonathon holds admin access to the Canva Brand Kit. Until the Brand Kit is populated, colours and fonts must be set manually per project. Flag this to Jonathon.

3. File Naming Convention

All assets exported from Canva and uploaded to FrameVR must follow this naming convention. This keeps the campus spreadsheet, Codex pages, and FrameVR asset libraries reconcilable.

Field	Convention	Example
Project prefix	iLRN2026_	iLRN2026_
Asset type	Banner / Board / Poster / Button / Icon	Banner_
Room/context	House01 through House10, or context name	House02_
Descriptor	Brief description, no spaces	WayfindingStrip
Full example	—	iLRN2026_Banner_House02_WayfindingStrip

For presenter content placed in Branch Houses via the Tally opt-in form, the existing convention applies:

FirstInitialLastName_PaperFirstTwoWords

Infrastructure assets (produced by Team A or Canva Champions) use the iLRN2026_ prefix convention above to distinguish them from presenter content.

4. Brand Reference

Apply these values consistently across all Canva projects. Do not use Canva's default palette or theme colours.

Element	Value	Notes
Primary	#1B3B6F — Aegean Deep	Backgrounds, headers, text on light
Secondary	#36BAE7 — Athens Cyan	Accents, highlights
Accent	#E07840 — Agora Orange	Calls to action, warnings, emphasis
Display font	Cinzel	Titles only — decorative
Heading font	Raleway	Section headers, labels
Body font	Lato	All body copy, captions

⚠ The Brand Kit lives in the 2026 Greece Canva workspace but requires Jonathon's admin access to populate fully. Until then, enter hex values manually.

5. Performance Rules

FrameVR performance is the constraint that governs all asset decisions. The April 10 real-world test demonstrated that 19 uncompressed images dropped average FPS from 60 to 10. Every image uploaded to a Frame must go through the compression pipeline below.

Rule	Detail
Compress before upload	All images must be processed through squoosh.app before uploading to FrameVR
2K texture ceiling	Maximum 2048px on longest side for mobile iOS compatibility
Format	Export from Canva as PNG; compress via squoosh to WebP or optimised PNG
File size target	Under 500KB per image after compression where possible
No smoke/particles	Do not design assets that imply particle effects in-world

✓ Design at full resolution in Canva. Export as PNG. Compress via squoosh.app before every FrameVR upload. Never upload raw Canva exports directly.

6. Access & Permissions

Access to Canva projects should follow the principle of minimum necessary permissions. The table below reflects current working assignments.

Role	Canva Access Level	Notes
Charlene (Coordinator)	Editor — all projects	Primary builder and quality control
Canva Champion (per asset type)	Editor — assigned project only	One champion per project recommended
Jonathon (CEO)	Admin — workspace	Brand Kit population pending
General volunteers	Viewer or no access	Receive exported files, do not edit source

⚠ Canva Champion assignments are not yet confirmed. Coordinate with Charlene before granting editor access to any project.

7. Open Items

Item	Owner	Status
Confirm in-world dimensions via testing	Charlene / Team A	☐ Pending
Populate Brand Kit in Canva 2026 Greece workspace	Jonathon	☐ Pending
Assign Canva Champions per project	Charlene	☐ Pending
Confirm poster dimensions for poster hall Frames (Aliane)	Jonathon / Aliane	☐ Pending
Create iLRN2026_WayfindingBanners project	Charlene	☐ Pending
Create iLRN2026_LargeBoards project	Charlene	☐ Pending
Create iLRN2026_SquarePosters project	Charlene	☐ Pending
Create iLRN2026_ButtonsIcons project	Charlene	☐ Pending

volunteers@immersivelrn.org • https://codex.immersivelrn.org/books/volunteer-workbook

FrameVR Online Campus Building Basics

iLRN2026 Virtual Campus design guidelines / template

iLRN 2026 Virtual Campus

[Frame ID + #] — [Frame Name]

(HUB = Hub/High Traffic Frame, CS = Community Space, SP = Special Project, BH = Branch House)

Development & Accessibility Checklist Template

[Campus Location Image or Map]

[Caption or additional information about space]

example: BH-05 Science, Technology, Engineering & Mathematics (STEM)

Frame Type	(ex. Branch House, BH)	Status	OPEN
Track / Branch	(ex. STEM Education)	Capacity	(ex. 50 users)
FrameVR URL	[https://framevr.io/your-frame-url] **see Executive Workbench main spreadsheet

Frame Purpose

[Describe the purpose of this Frame in 2–3 sentences. What is it for? Who is it for? What does it contribute to the campus?]

Frame type context: [Frame type] — [brief description of frame type role and any curatorial notes specific to this track or space.]

1 Ownership & Governance

Frame Lead / Owner
Content Contributors
Technical Steward
Accessibility Reviewer
Last Updated

2 Learning Design Requirements — + UDL 3.0

[Frame-specific learning design note: Describe any particular learner diversity considerations, engagement challenges, or pedagogical requirements relevant to this track or frame type.]

UDL: [Frame-specific UDL note — describe which UDL principles are most relevant to this track and how the Frame design should respond to them.]

	Universal Requirements (all frames)	Criterion / Pass Threshold
☐	Purpose statement posted in Frame at entry zone	Visible within 10 sec of entering
☐	Orientation cues for newcomers (what this space is, what to do)	Confirmed by blind test with volunteer
☐	Asynchronous contribution pathway available (forum, Codex, Discord link)	At least 1 async pathway; URL live
☐	Content accessible in text form via Codex (Representation — UDL)	Codex page live and linked in Frame
☐	No color-only navigation cues — all zones/portals have text labels	Confirmed by reviewer
☐	Emotional tone is welcoming; language is jargon-free at entry	Confirmed by a reviewer external to Frame team
	Frame-Specific Requirements	Criterion / Pass Threshold
☐	[Frame-specific requirement 1 — describe a design or content requirement unique to this frame or track]	[Pass threshold]
☐	[Frame-specific requirement 2 — describe a second design or content requirement unique to this frame or track]	[Pass threshold]

3 Design & Build Checklist

	Layout & Purpose	Criterion / Pass Threshold
☐	Frame purpose defined in one sentence, posted at entry	Written purpose statement is visible
☐	Environment size matches use case	Appropriate environment selected; not over/undersized
☐	Central meeting / focal area identifiable within 10–15 sec	Walk-through test by the reviewer
	Navigation	Criterion / Pass Threshold
☐	Minimum 2 outgoing portal links to other Frames	≥ 2 portals; 0 dead ends
☐	Consistent portal visual language (campus-wide asset style)	Matches campus portal standard
☐	Navigation path from entry to any key area ≤ 15 seconds	Timed walk-through by reviewer
☐	All portal destinations confirmed live	Click-tested by reviewer
	Signage	Criterion / Pass Threshold
☐	All text is legible on mobile screen at default eye level without zooming	Phone screen test
☐	No signage relies on color alone	Label or icon accompanies all color-coded elements
	Zone Setup (if zones are used)	Criterion / Pass Threshold
☐	'Restrict all assets to zones' enabled if zones are in use	Frame settings → restrict assets = ON
☐	Each zone has a named purpose	Zone names visible in Frame settings

4 Performance & Asset Budget — check via Frame Settings → Performance Rating or ?debug=true

FrameVR targets: ≤ 200 draw calls · ≤ 130,000 active faces · ≤ 20 materials. FPS target: 60 desktop, ≥ 40 minimum desktop, ≥ 30 iOS Safari.

	Performance Monitor Readings	Criterion / Pass Threshold
☐	FPS ≥ 40 on desktop (Chrome/Edge)	Target 60; below 40 = must fix
☐	FPS ≥ 30 on iOS Safari mobile	Must pass before launch
☐	Draw call count ≤ 200	Babylon Inspector → Stats
☐	Active face/poly count ≤ 130,000	Babylon Inspector → Stats
☐	Material count ≤ 20	Babylon Inspector → Stats
☐	Performance Rating not flagged RED in Frame Settings	Yellow = caution; Red = block launch
	Asset Hygiene	Criterion / Pass Threshold
☐	All images compressed before import (squoosh.app)	No raw camera/screen captures
☐	No Sketchfab model imported without poly-count review	Flagged models resolved or documented
☐	Unused assets deleted (not just hidden)	Assets list contains only active assets *Check with the owner of the asset before deletion!!*
	Media Settings	Criterion / Pass Threshold
☐	All videos set to NOT autoplay	Each video asset → autoplay = OFF
☐	Webcam/streaming screens disabled unless live event.	Default OFF; enable only during live sessions
☐	No Smoke particle effects in use	High GPU cost; zero tolerance
☐	Animated objects minimized	Each loop adds ongoing GPU cost

FPS Desktop
FPS iOS Safari
Draw Calls
Poly Count
Materials
Perf. Rating

5 Content & Boards Checklist

	Codex & Community Links	Criterion / Pass Threshold
☐	Codex page URL embedded as board or link in Frame	BookStack page URL live and linked
☐	Forum / InVision Community thread linked	Thread URL confirmed live
	Content Boards	Criterion / Pass Threshold
☐	Image board(s) populated with track-relevant content	At least 1 board with real content, not placeholder
☐	Upcoming events board posted and dated	Event title + date visible; past events removed
☐	Showcase zone set up for presenter / author work	Distinct area labelled Showcase or equivalent
☐	Presenter / author content loaded or linked	Confirmed with content owner
	Conference-Specific Elements	Criterion / Pass Threshold
☐	Greek cultural / scavenger hunt artifact placed (if assigned)	Confirm with George / Greek team
☐	Quest clue placed correctly (if this Frame is a quest stop)	Cross-check against quest master list
☐	Tally.so submission form linked (if track accepts submissions)	Tally form URL confirmed and tested

6 Planned Activities & Events

Activity / Event	Date	Owner	Status

7 Connected Frames & Portals

Destination Frame	Portal Type	Notes

8 Asset Inventory

Asset Name / Description	Poly Count	File Size	Owner

9 Accessibility Sign-Off — reviewer must complete this, not the Frame owner

	Wayfinding & Legibility	Criterion / Pass Threshold
☐	New user orients within 10 seconds without prior knowledge	Blind test with volunteer
☐	All text boards legible on mobile at default eye level	Phone screen test
☐	No element identified by colour or spatial position alone	Confirmed with audio OFF
	Inclusivity	Criterion / Pass Threshold
☐	No flashing or strobing effects	Zero tolerance — photosensitivity risk
☐	Critical content accessible from a stationary avatar position	No movement required to read key boards
☐	Language on all boards is plain and welcoming to newcomers	Reviewed by someone outside Frame team
	Device & Bandwidth	Criterion / Pass Threshold
☐	Fully usable on Chrome / Edge desktop	Full navigation completed without crash
☐	Usable on iOS Safari mobile	Full navigation completed without crash or major lag
☐	Loads within 30 sec on Slow 3G (Chrome DevTools → Network → Slow 3G)	Slow 3G test completed and passed
	Sign-Off	Criterion / Pass Threshold
☐	Reviewer name and date recorded below	Required before Frame status = Ready

Reviewed By
Review Date
Outcome
Follow-Up Items

10 Codex Integration (BookStack)

Codex Book / Chapter
Codex Page URL
Last Synced
Outstanding Codex Tasks

11 Additional Notes & Open Questions

Conference Campus & Volunteer Readiness Benchmarks

iLRN 2026 Virtual Campus

Campus Build — Benchmarks & Timeline

April 24 — June 14, 2026

FrameVR Practice Space: https://framevr.io/design-guild

Miro Board for Team Assignments + Kanban: https://miro.com/app/board/uXjVHd8Mmqk=/

Online Conference: June 14–15, 2026 • Theme: From Plato's Cave to Open Immersive Societies

Team	Focus	Duties
Team A	Campus Infrastructure	Wayfinding, buttons, selfie stations, interactive elements, performance monitoring
Team B	Greek Theme & Scavenger Hunt	Greek cultural elements, scavenger hunt design and placement across all Frames
Team C	Content & Exhibits	Presentation/poster placement, Innovation Gardens exhibits, branch house content. May subdivide into C-1, C-2 etc. as needed.

Open Hours: 3x per week through May — primary collaboration and build sessions

Build Days: Dedicated full sessions for major milestones — dates to be confirmed

Phase Overview

Phase	Dates	Focus
0	April 24	Build Day Kickoff — team orientation, frame walkthroughs, task assignment
1	Apr 25 – May 9	Foundation — wayfinding, base infrastructure, scavenger hunt design
2	May 10 – May 23	Content & Interactivity — exhibits, selfie stations, polls/quizzes, Greek elements
3	May 24 – Jun 6	Presentation & Polish — presenter/poster placement, scavenger hunt QA, performance checks
4	Jun 7 – Jun 13	Usability Walkthrough & Final Fixes — freeze on new assets, fix only
LIVE	Jun 14–15	Online Conference — campus open to all participants

Phase 0 — Build Day Kickoff

April 24, 2026

The Build Day is the launch point for the full campus effort. All teams orient to the campus, walk through each Frame, understand their scope, and leave with assigned tasks and a shared understanding of standards and constraints.

Activity	Owner	Notes
Campus walkthrough — all Frames	All Teams	Orient everyone to current state
Performance baseline review	Team A	Share CSV data and budget constraints
Brand guidelines distribution	All Teams	Aegean Deep, Athens Cyan, Agora Orange, Cinzel/Raleway/Lato
Task assignment by team	Team Leads	Each team leaves with a concrete task list
Scavenger hunt concept discussion	Team B	Frame coverage, clue format, Greek theme integration
Establish naming conventions	Team A	Scene names, asset naming, portal labels

Benchmark: All teams oriented, tasks assigned, brand guidelines distributed, scavenger hunt concept agreed.

Phase 1 — Foundation

April 25 – May 9, 2026

Team A — Campus Infrastructure

Benchmark	Target Date	Status
Wayfinding poster design finalised (brand-compliant)	May 2	☐ Not started
Wayfinding posters placed in all Frames	May 9	☐ Not started
Navigation button set designed (compressed PNGs, brand palette)	May 2	☐ Not started
Navigation buttons placed in all Frames	May 9	☐ Not started
iLRN_Central Bot Configuration	May 9	☐ Not started
LIVE / DRAFT scenes established in all active Frames	May 2	☐ Not started
Performance CSV baseline captured for each Frame DRAFT	May 9	☐ Not started

Team B — Greek Theme & Scavenger Hunt

Benchmark	Target Date	Status
Scavenger hunt structure finalised — number of stops, clue format, prize/recognition	May 2	☐ Not started
Frame assignments for each scavenger hunt stop confirmed	May 2	☐ Not started
Greek cultural asset list drafted (artifacts, imagery, text)	May 9	☐ Not started
Asset compression standards confirmed with Team A	May 2	☐ Not started

Team C — Content & Exhibits

Benchmark	Target Date	Status
Exhibit plan for Innovation Gardens drafted	May 9	☐ Not started
Branch House content priorities identified per room	May 9	☐ Not started
Presenter/poster submission process confirmed	May 9	☐ Not started

Phase 2 — Content & Interactivity

May 10 – May 23, 2026

Team A — Campus Infrastructure

Benchmark	Target Date	Status
Selfie station(s) designed and placed	May 16	☐ Not started
Interactive elements placed — polls, quizzes, trigger buttons, sound	May 23	☐ Not started
iLRN_Central Agora scene configured (second mode for facilitated discussion)	May 23	☐ Not started
Performance check — all Frames with Phase 1 assets in place	May 16	☐ Not started
Any Frames flagged RED in performance resolved	May 23	☐ Not started

Team B — Greek Theme & Scavenger Hunt

Benchmark	Target Date	Status
Greek cultural assets placed in assigned Frames	May 23	☐ Not started
Scavenger hunt clues written and reviewed	May 16	☐ Not started
Scavenger hunt clue objects placed in all assigned Frames	May 23	☐ Not started
Participant instruction sheet / entry point for scavenger hunt drafted	May 23	☐ Not started

Team C — Content & Exhibits

Benchmark	Target Date	Status
Innovation Gardens exhibit layout placed and populated	May 23	☐ Not started
Branch House room content populated (at minimum: artwork, buttons, audio, poster)	May 23	☐ Not started
Additional exhibit content placed where available	May 23	☐ Not started

Volunteer Milestone: Campus Familiarisation — May 23

All confirmed online volunteers complete a guided walkthrough of the virtual campus. Goal is familiarisation — not training on roles yet. Volunteers should leave knowing how to navigate the space, where key Frames are, and how to use the whiteboard and interactive elements.

Volunteer Benchmark	Target Date	Status
Volunteer list confirmed — online roles identified	May 16	☐ Not started
Campus familiarisation session held (guided walkthrough, all key Frames)	May 23	☐ Not started
Volunteer questions and concerns logged for Phase 3 briefing	May 23	☐ Not started

Phase 3 — Presentation & Polish

May 24 – June 6, 2026

Team A — Campus Infrastructure

Benchmark	Target Date	Status
Final performance CSV captured for all Frames	Jun 1	☐ Not started
All Frames passing performance thresholds (avg FPS ≥ 40)	Jun 6	☐ Not started
All portal links tested and confirmed live	Jun 6	☐ Not started
All Frames set to correct LIVE scene	Jun 6	☐ Not started

Team B — Greek Theme & Scavenger Hunt

Benchmark	Target Date	Status
Full scavenger hunt walkthrough completed by Team B	Jun 1	☐ Not started
All clues confirmed findable and functional	Jun 1	☐ Not started
Scavenger hunt instructions published / linked from campus entry point	Jun 6	☐ Not started

Team C — Content & Exhibits

Benchmark	Target Date	Status
Presenter poster/content placed in all assigned Frames	Jun 1	☐ Not started
All exhibit content confirmed with content owners	Jun 1	☐ Not started
Codex pages updated to reflect final Frame state	Jun 6	☐ Not started

Volunteer Milestone: Role Briefing & Shift Assignment — June 1

Volunteers are assigned to specific roles and time slots. Given the 48-hour online conference spans multiple timezones, shifts should be structured in 6-8 hour blocks with clear handoff protocols. Each volunteer should know their Frame(s), their role, their shift window in their local timezone, and who they hand off to.

Volunteer Benchmark	Target Date	Status
Shift schedule drafted — 48-hour coverage mapped across timezones	May 28	☐ Not started
Volunteer role briefing session held — responsibilities, protocols, escalation path	Jun 1	☐ Not started
Each volunteer confirmed in their shift slot and timezone verified	Jun 1	☐ Not started
Handoff protocol documented and distributed to all volunteers	Jun 1	☐ Not started
Volunteer rehearsal / live practice session in campus	Jun 5	☐ Not started
All volunteers confirmed ready — GO / NO GO	Jun 6	☐ GO ☐ NO GO

Phase 4 — Usability Walkthrough & Final Fixes

June 7 – June 13, 2026

Asset Freeze: June 7

No new assets added after June 7. This phase is fixes and testing only. Any new content requests after this date are deferred to post-conference.

Usability Walkthrough — All Teams

Test	Method	Owner
New user orients in each Frame within 10 seconds	Blind test with volunteer	Team A
All portal links live and correctly labelled	Click-through test	Team A
All interactive elements functional (polls, buttons, sound, quizzes)	Live test	Team A
Scavenger hunt completable end to end	Full run-through	Team B
All presenter/poster content displaying correctly	Visual check	Team C
Mobile usability — legible text, navigable on iOS Safari	Phone test	Team A
FPS ≥ 40 in all Frames under load	Performance CSV	Team A
No flashing, strobing, or inaccessible elements	Accessibility check	All Teams

Benchmark	Target Date	Status
Usability walkthrough complete — all Frames signed off	Jun 10	☐ Not started
All critical issues resolved	Jun 12	☐ Not started
Final scene check — all Frames on LIVE scene	Jun 13	☐ Not started
Volunteer final check-in — all shifts confirmed, any last questions resolved	Jun 13	☐ Not started
Campus READY	Jun 13	☐ GO / ☐ NO GO

Performance Standards Reference

All Frames must meet these thresholds before Phase 4 sign-off.

Metric	Target	Minimum	Notes
FPS Desktop	60	40	Below 40 = must fix before launch
FPS iOS Safari	40	30	Must pass before launch
Draw Calls	≤ 150	≤ 200	Babylon Inspector → Stats
Active Faces	≤ 130,000	Real-world ~330k OK if FPS holds	Monitor closely
Performance Rating	Green	Yellow (caution)	Red = block launch
Base environment materials cost	56 (pre-loaded)	—	Every added asset comes out of remaining headroom

Lesson learned April 10: removing 19 uncompressed images improved average FPS from 10 to 60. Compress all images through squoosh.app before upload. Reuse assets wherever possible — every unique file costs a material slot.

Asset & Branding Standards

Brand Palette

Name	Hex	Use
Aegean Deep	#1B3B6F	Primary — headings, key UI elements
Athens Cyan	#36BAE7	Secondary — accents, links, highlights
Agora Orange	#E07840	Accent — calls to action, alerts, energy

Typography

Role	Font
Display	Cinzel
Headings	Raleway
Body	Lato

Image Compression Rules

• All images — compress through squoosh.app before upload — no raw exports

• Maximum PNG size — 512px wide for wall-mounted posters; 256px for UI elements and buttons

• Reuse assets — wherever possible — identical buttons/signs should be the same uploaded file, not duplicates

• One material per unique file — — every new upload costs a material slot

• No Sketchfab models — without poly count review and Team A approval

Open Questions & Notes

[Notes, open questions, decisions pending]

Questions? Contact the iLRN build team via Discord or the Codex discussion thread. • volunteers@immersivelrn.org

Conference & Campus Style Guide

https://canva.link/jkayt2sgq02rdmk

iLRN2026 Design Guidelines

For Conference Presenters and Virtual Campus Developers

Introduction

Welcome to the iLRN2026 Design Guidelines. This document provides essential information for presenters and virtual campus developers to ensure a consistent and professional brand experience across all conference materials and virtual environments. Adhering to these guidelines will help maintain iLRN's brand identity while creating engaging and accessible content.

I. Brand Elements

These are the core branding guidelines.

Color Palette:

· Primary: Aegean Deep (#1B3B6F)

· Secondary: Athens Cyan (#36BAE7)

· Accent: Agora Orange (#E07840)

Typography System:

· Display: Cinzel

· Headings: Raleway

· Body: Lato

Please ensure sufficient color contrast for readability according to WCAG standards.

II. Logo Usage

The iLRN logo is a crucial element of our brand identity. Please adhere to the following guidelines when using the logo:

· Maintain Proportions: Do not stretch or distort the logo.

· Clear Space: Ensure sufficient clear space around the logo.

· Minimum Size: Ensure the logo is legible at all sizes.

· Color Usage: Use approved color variations of the logo.

· Watermark Opacity System: Implement a subtle logo watermark using appropriate opacity levels on slide templates to reinforce brand presence without distracting from content.

III. Presentation Slides

Follow these specifications for creating presentation slides:

· Use the iLRN2026 slide template.

· Adhere to the color palette and typography system.

· Use high-quality images and graphics.

· Maintain a consistent layout throughout the presentation.

· Ensure content is concise and easy to read.

· Incorporate the logo watermark as specified.

IV. Virtual Campus Image Specifications

For the FrameVR virtual campus, please use the following image specifications:

· Dimensions: 1024x1024 pixels

· Format: JPG

· Quality: 75%

· File Size: Under 500KB

V. Greek Imagery Approval Policy

All Greek imagery used in conference materials and virtual environments must be appropriate and respectful.

· Authenticity: Ensure imagery accurately represents Greek culture and history.

· Respect: Avoid stereotypes or offensive depictions.

· Approval: Submit imagery for approval to the design team before use.

VI. Canva Team Workspace

The Canva team workspace provides access to iLRN2026 branded templates and assets.

· Folder Structure: Follow the established folder structure for easy access to resources.

· Collaboration: Use the workspace to collaborate with other team members.

· Asset Usage: Only use approved assets from the workspace.

VII. Design Approval Workflow

All designs must go through the following four-stage approval workflow:

1. Initial Design: Create the initial design concept.

2. Internal Review: Submit the design for internal review by the design team.

3. Feedback & Revisions: Incorporate feedback and revise the design.

4. Final Approval: Obtain final approval from the iLRN2026 committee.

VIII. WCAG Accessibility Standards

Ensure all materials and virtual environments adhere to WCAG (Web Content Accessibility Guidelines) accessibility standards.

· Color Contrast: Maintain sufficient color contrast.

· Alternative Text: Provide alternative text for all images.

· Keyboard Navigation: Ensure keyboard navigation is functional.

· Captioning: Provide captions for all videos.

iLRN2026 Conference Details

· Conference: iLRN2026 12th International Conference of the Immersive Learning Research Network

· Location: Athens, Greece and Online

· Dates:

o In-Person: June 27-30, 2026

o Online: June 14-15, 2026

Summary

These design guidelines are crucial for maintaining a consistent and professional brand identity for iLRN2026. By following these guidelines, presenters and virtual campus developers can contribute to a cohesive and engaging conference experience. Thank you for your dedication to excellence.