TEDxVelenje_Underground

Name of the event: TEDxVelenje – Underground
Date:  November 4, 2017
Location: Velenje
Organizer: Nika Močnik
Client: TEDxVelenje
Event type: B2C events

Q: How would you describe the event and what were the key objectives?
TEDxVelenje Underground was the deepest TEDx event in the world. We organized it 157 meters under the ground in an old coal mine – the perfect place to go deep – literally and figuratively: we went »deeply inside ourselfs«. The five speaker shared with us ideas and their knowledge about underground, darker topics: “blood revenge” practices in the Balkan region, the hidden life in the underground, “psychology ” of tattooing, LGBT first-hand experience, how to spot a liar. The main objectives were: – throw people out of their comfort zone by facing participants with uncomfortable topics – promote open-mindedness by enhance discussion between people with different views – motivate people to make a change in their personal lives – encourage networking for a potentially bigger change in the society – providing information how to make a world more sustainable, also by leading by example – awakening senses and feelings by special atmosphere.

KEY CHALLENGES

TEDxVelenje_Underground

The main idea was to show the underground world from different angles: we (the organizers) were wearing red helmets (to look like true miners and distinguish ourselves from participants), black scarfs with a red X (symbol of TEDx) and black socks (with a red X) on top of leggings (to symbolize our aim to make the underground things more visible, put the hidden on the surface).

– Finding an underground space with a story and possibilities to create a special atmosphere (we chose Velenje mainly because of its story).
– Setting up the stage and scenography, transporting the sound and light system to the mine (screen size modification, closing the non-used parts of the mine …), using the little train for transportation purposes.
– Convincing participants to give away phones for the duration of the event (we offered free lockers or the option to store them in their own cars).
– To fit all participants in the mine and enable everyone (to see the stage we used extra screens).

We greeted participants with a typical miners’ salut SREČNO, divided them in small groups, gave them helmets and miners’ coats and took them with the 100+ year old elevator down to the mine. In this way they got the same experience as true miners. After a short tour of the mine with the train, the participants entered the main hall with red lights and occasional darkness, which, according to participants’ feedback, together with talks and musical performance, evoked deep feelings in participants. We also decided to arrange the food in the shape of our symbol X.

CREATIVITY

TEDxVelenje_Underground

After a short tour of the mine with the train, the participants entered the main hall with red lights and occasional darkness, which, according to participants’ feedback, together with talks and musical performance, evoked deep feelings in participants. We also decided to arrange the food in the shape of our symbol X.

The main idea was to show the underground world from different angles: we (the organizers) were wearing red helmets (to look like true miners and distinguish ourselves from participants), black scarfs with a red X (symbol of TEDx) and black socks (with a red X) on top of leggings (to symbolize our aim to make the underground things more visible, put the hidden on the surface). We greeted participants with a typical miners’ salut SREČNO, divided them in small groups, gave them helmets and miners’ coats and took them with the 100+ year old elevator down to the mine. In this way they got the same experience as true miners.

INNOVATION

TEDxVelenje_Underground
  • Unusual place for an event
  • no phones and no connection with the external world
    innovative (not- mainstream) topics that are often hidden or overlooked
  • event was organized in Velenje, which is typically not holding similar events
    • we enabled live stream for everyone who couldn’t make it to the event, but still wanted to see the event in real time

We connected two TED(x) talks on different sites of the world. We broadcasted the video where the speaker was presenting his website, on which he is publishing postcards with secrets sent by strangers. We decided to activate the audience after the TED talk, by providing them the postcards and make them write their own secrets, which we then sent to the TED speaker.

EXECUTION

TEDxVelenje_Underground

Our team consisted of 16 TEDx enthusiasts who started organizing the event in the summer. On the weekly meetings we had chosen the date, venue and 5 speakers out of 30+ candidates with great personal stories and achievements. In autumn, we held weekly speech practices with chosen speakers. To further connect the team, a team building weekend was organized one week before the event, which resulted in great creativity and team connection.

Before the event, the team members divided themselves into different tasks that covered:
– planning the event in general
– meetings coordination
– speakers selection and speeches practice
– place selection and logistics
– design
– marketing, sponsors, and media
– registration on the online platform Olaii
– contracts’ preparation – photographers selection and communication
– “magic box” preparation – etc.

On the event day, our groups covered:
– registration
– speakers, team members and participants support
– stage and venue design
– technical preparation
– catering and food design
– photography and video live stream
– problem shooting and backup plan
– team motivation and coordination
– tiding up after the event – etc.

MEASURABLE RESULTS

TEDxVelenje_Underground
  • The event was fully booked
  •  The event rating was 8.4 out of 10; 60% of participants liked the event very much
  •  Facebook likes: 327

COMMUNICATION

TEDxVelenje_Underground

We communicated with potential participants through online promotion on Facebook, Olaii platform, own website, through email marketing, presentation in the daily show DOBRO JUTRO and local radio, as well as announcements through different media and partners before the event.

We were also very actively promoting the event through our personal networks.

USE OF SUSTAINABLE PRACTICES

TEDxVelenje_Underground

We were promoting sustainability by:
• using reusable plates, glasses,…
• recycling
• using online (paperless) tickets
• cooking/baking by ourselves (locally and naturally as much as possible)
• not throwing away the food surplus
• carpooling
• online (paperless) advertising
• giving away useful presents (socks)

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