CicLAvia: Partner Hub Guide
Bridging the Gap: How CicLAvia Enhanced Partner Engagement Through Design & Technology
My Role
UX Designer | Researcher | Product Designer
Key Stakeholders
CicLAvia & CicLAvia Hub Partners
Partners
Esme Ison, Xander Turnbough, Mahabala Orlov
About CicLAvia
Imagine exploring your city without the hum of engines or the stress of traffic. That’s CicLAvia: a vibrant open-streets event that reclaims Los Angeles for its people. Inspired by Colombia’s Ciclovía, this non-profit transforms streets into car-free zones for walking, biking, skating, and connecting.
These open-street events happen six times a year, offering a unique space for people to connect and celebrate their neighborhoods. It's a chance to get active, have some fun, and appreciate the beauty right around you.
Problem
CicLAvia’s partner booths are the heartbeat of its events, offering resources, fun activities, and vital community connections. But here’s the catch: initiating meaningful interactions can be awkward.
Without proper tools and guidance, partners struggled to draw in attendees, missing out on opportunities to engage and connect.
Design Challenge
How might we empower CicLAvia partners to attract and engage with attendees seamlessly, creating memorable experiences that enhance the event’s impact?
Solution
We partnered up with CicLAvia to develop a comprehensive Partner Toolkit to equip CicLAvia partners with the resources they need to create impactful and engaging booths. Here's what the toolkit offers:
Complementary Tools
Partner Hub Website
A centralized platform hosting resources, guides, and community forums to foster collaboration.
Infographics
Quick-reference visuals packed with design tips, conversation starters, and engagement boosters to make every booth unforgettable.
AI Chatbot Companion
A friendly, virtual assistant to troubleshoot booth setup, offer real-time advice, and guide attendees.
CicLAvia Hub Partner Guide
A user-friendly, visually appealing guide with everything partners need—from booth setup tips to attendee engagement strategies.
Embedded actionable insights from real partner experiences.
Our Research Journey
Creating a truly user-centered Partner Toolkit for CicLAvia began with comprehensive research:
User Research: We conducted interviews and surveys with CicLAvia partners to understand their challenges and experiences.
Persona Development: Detailed profiles of partner types helped us tailor the toolkit’s content.
Journey Mapping: Visualizing the partner experience throughout the CicLAvia cycle revealed areas needing improvement.
Beyond partner needs, our research explored enhancing participant engagement, refining communication strategies, and boosting CicLAvia’s overall impact.
Insights from Stakeholders
We conducted interviews with CicLAvia staff (Rachel & Alissandra) and Subject Matter Experts (SMEs) like JPL NASA, LA Commons, and Designing in Color to uncover key themes:
Shared Values: Creativity, community connection, and problem-solving.
Engagement Strategies: Emphasis on proactive outreach, clear communication, and social media visibility.
Long-Term Goals: Creating a lasting impact and addressing challenges with innovative solutions.
“Challenges like equipment mishaps and tight budgets push us to be more creative and connected.”
“It’s not just about the event day; it’s about creating a lasting impact and connection in our community.”
Immersive Research at Heart of LA CicLAvia
On October 15, 2023, we joined the Heart of LA event to observe the CicLAvia experience firsthand. Key findings included:
Partner Feedback: Engaged with 18 partners to understand their challenges and successes.
Engagement Highlights: NASA’s interactive booth, with its space activities and photo ops, underscored the power of memorable experiences and social media in driving foot traffic.
Communication Gaps: Attendees emphasized the need for clearer signage and accessible event information.
Foundation for Success: CicLAvia already has robust communication materials that can be leveraged in the Partner Guide.
Areas for Growth: Addressing line management and enhancing engagement strategies, especially for smaller events like CicLAminis.
Key Research Takeaways
With the toolkit contents finalized, we developed a clear roadmap for delivery to CicLAvia partners. This roadmap aimed to ensure partners received the guide well in advance of the upcoming South LA CicLAvia event on December 3rd, 2023, equipping them with the necessary information for a successful participation.
Eye-catching booths attract visitors.
Friendly reps drive conversations—don’t let it get awkward!
Free swag is a crowd favorite but plan for when it runs out.
Sustainability goals clash with disposable items—there’s room for improvement.
Poor line management = visitor confusion.
From Research to Action
CicLAvia is a fantastic opportunity to connect with the community and showcase your organization. But how do you ensure your booth stands out and fosters meaningful interactions with attendees?
The Partner Guide translates research into actionable strategies for creating impactful booths:
Engage Actively: Plan activities or demos that invite interaction.
Simplify Your Message: Use visuals and clear language to connect quickly.
Leverage Social Media: Create moments attendees want to share.
Align with the Community: Tailor your booth to reflect local values.
Go Green: Use eco-friendly practices to support CicLAvia’s mission.
Secrets to Stellar Engagement
What makes a booth pop? The bustling nature of the event presented some challenges in gathering detailed feedback on specific interactions. However, by focusing on observable patterns and high-engagement areas, we've extracted valuable insights to guide booth strategy. We found two things:
Proactive People: Friendly reps are the secret sauce of booth success.
Memorable Experiences: Activities and demos leave lasting impressions.
Four themes that boost engagement:
Visual Appeal: Bold designs grab attention.
Interactive Elements: Games and hands-on demos make it fun.
Audience-Centered Content: Show your value in ways they care about.
Smart Space Use: Make it easy to explore your booth.
Presentation Tips for Partners
We also explored presentation strategies that can supercharge audience engagement.
Start Strong: Use a question that sparks curiosity.
Visual Storytelling: Let great images do the talking.
Simplify Data: Transform numbers into clear, engaging charts.
Stay Focused: Use bold text to guide attention.
Highlight Benefits: Everyone loves freebies—make yours count!
Persona
Meet Bailey, the founder of her own non-profit organization that is based in the heart of LA. Not only this, she is on a mission to spread the word about her organization and connect with her community, but she has no idea how to engage with her demographic. She recently partnered up with CicLAvia, and her main concern is, how can she engage with event-goers in the best way she can?
Bailey, 27 years old
She's the founder of a local nonprofit in the heart of Los Angeles and a community enthusiast. However, she is struggling with engaging her audience at CicLAvia.
Bailey’s Needs:
Easy-to-follow guidance for the partnership process.
Accessible online resources to streamline her efforts.
User Journey Map
Bailey’s journey reveals the critical touchpoints, emotions, and needs that shape her CicLAvia experience. Designing the Partner Toolkit with her perspective in mind ensures a positive and memorable experience for all partners.
Overview of our user journey map (Click the image to check out the detail!)
Partner Toolkit Ideation
Designing for Sustainability: A Digital-First Vision for Impact
CicLAvia’s car-free events embody sustainability, so why not the Partner Toolkit? We reimagined it as a digital-first resource, eliminating paper waste while maximizing functionality.
Why Go Digital?
Eco-Friendly: No paper = less waste, aligning with CicLAvia’s green values.
Anytime Access: Partners can use it anywhere, on any device.
Easy Updates: Stay current with real-time updates.
Interactive Features: Add videos, quizzes, or search tools to enhance engagement.
Cost-Effective: Save on printing and streamline operations.
Initial Design Exploration: Partner Toolkit
Digital Partner Hub Guide
A pre-event digital guide (PDF/Google Slides) accessible on tablets or printable for those who prefer hard copies. Key sections include:
Event Navigation: Step-by-step instructions for a smooth experience.
Booth Design Tips: Create eye-catching, engaging booths.
Engagement Strategies: Conversation starters and interaction hacks.
Inspiring Case Studies: Success stories to spark creativity.
Expanding the Vision: Partner Hub Website
Building on the initial PDF concept, we explored the possibility of a dedicated Partner Hub website. This online platform would offer:
Centralized Resources: Everything in one easy-to-navigate platform.
Interactive Add-Ons: Think how-to videos and downloadable templates.
Seamless Integration: Sync with the CicLAvia website for brand consistency.
Innovating with AI
We proposed an AI Assistant for the Partner Hub:
Engagement Coach: Suggests tailored strategies in real-time.
On-Demand Support: Answers questions instantly.
Efficient and Affordable: A virtual helper for just $19/month, saving resources for CicLAvia’s lean team.
Roadmap
To ensure partners shine at the South LA CicLAvia event on Dec. 3, 2023, we created a step-by-step plan:
Finalize guide content.
Build it as a PDF and Google Slide presentation.
Deliver the guide ahead of the event.
Survey partners post-event for feedback.
Use insights to shape future innovations, like the AI assistant or Partner Hub.
Solution
CicLAvia Hub Partner Guide
We created a partner toolkit that that was integrated into existing communications in order to increase engagement with event-goers and prepare partners for a smooth event day.
Create an Unforgettable Booth
Attract attendees with stunning visuals and strategic branding! Partners will find helpful tips for booth decoration, the power of giveaways, and how to maximize their impact at CicLAvia.
Simplify Your Partnership
This all-inclusive guide provides partners with everything they need—from pre-event planning to post-event follow-ups. No more last-minute chaos—ensure a smooth and successful CicLAvia experience!
Master the Art of Conversation
Say goodbye to awkward pauses! Our guide offers conversation starters and presentation techniques, helping partners confidently engage visitors and showcase their offerings.
One Guide, Endless Possibilities
Designed for a paperless experience, the guide is fully accessible from any device, anytime, anywhere.
Need a physical copy? No worries. Partners can request printed versions for booth reference or to onboard new staff, ensuring a smooth event day.
These infographics complement the Hub Partners Guide, delving deeper into booth design, decoration, and conversation starters for CicLAvia. They serve as handy, in-depth resources for both experienced and new booth staff, enhancing attendee engagement and experience.
Infographics
Conversation Starters
Our guide offers a variety of conversation starters tailored to different interests. From casual chats to deeper discussions, these prompts align with CicLAvia’s mission to connect people and spaces.
Topics include: general conversation starters, booth-specific starters, cultural interests, local interests, and outdoor and recreational activities.
Booth Design Essentials
These essential design strategies are your starting point for creating an engaging and successful booth at CicLAvia. Customize these tips to fit your brand and goals, ensuring a memorable impact.
Topics include: booth aesthetics, table organization, tent importance, sustainable engagement, and digital innovation.
We also launched the CicLAvia Partner Hub website, a one-stop resource for partners. Packed with tools, resources, and a supportive community, this website ensures partners make the most of this exciting event.
While the Partner Guide is a downloadable PDF, the website offers deeper resources and more case studies, providing partners with actionable advice from past events.
Partner Hub Guide Website
Introducing Angelina, a digital AI assistant designed to help partners with booth setup at CicLAvia. Powered by open-source AI, Angelina helps partners engage with event-goers based on their preferences and needs.
Access Angelina directly via her personal link or through the Partner Guide website!
Meet Angelina: AI Chatbot
What our Partners Says about the Guide…
“It got me into planning mode and organization mode in a non-stressful manner. It was super digestible and all-encompassing.“
by Invisible North
“Event Day section, which is the overview of the booth set up/break down, was useful since we are assigning new staff to attend. “
by LA City Clerk’s Office
“I appreciate the suggestions for printing vendors, providing us with the ability to connect with vendors like that is such a great idea.”
by Gatorade
CicLAvia Partners: From Wallflowers to Engagement All-Stars
Reflection
This project was more than a design challenge—it was a deeply personal experience. CicLAvia’s mission to transform streets into spaces for connection and play resonated with me on a profound level. Watching neighborhoods reclaim their streets for joy and togetherness reminded me to slow down and rediscover the vibrancy of my own surroundings. It’s incredible how something as simple as closing streets to cars can open up so many possibilities for community and connection.
Through this work, I was reminded of how design can go beyond solving problems to create meaningful experiences. The Partner Toolkit wasn’t just a set of resources; it became a way to connect CicLAvia with its partners and empower them to engage with the community. This project reignited my passion for creating designs that inspire collaboration and belonging.
CicLAvia Partner Toolkit - What’s next?
The Partner Toolkit is off to a strong start, but there’s room to take it even further:
Supercharging Angelina, the AI Assistant
Flexible Budget Options: While Angelina, the digital assistant, has a $20 monthly fee, exploring free or lower-cost plans could help balance functionality with budget considerations.
Expanded Accessibility: Integrating Angelina with platforms like Zapier, WordPress, WhatsApp, or Messenger could make her an even more valuable resource, meeting partners where they already are.
Enhanced Features: With premium upgrades, there’s room for features like longer conversations, smarter recommendations, and even custom branding to provide a professional edge.
Creating a Centralized Partner Hub
All-in-One Access: Incorporating the Partner Toolkit into CicLAvia’s main website could streamline access for partners. A simple link on the partner page or a dedicated URL would make resources easy to find and use.
Interactive and Engaging: Adding videos, downloadable content, or success stories could make the hub even more dynamic and inspiring for partners.
Empowering Independence: Equipping the CicLAvia team with a clear, easy-to-follow guide ensures they can keep the toolkit fresh and relevant long after the project wraps up.
Thanks for listening!
Do you have any questions? Please don’t hesitate, reach out to me :)
seike.yuka@gmail.com
Based in Los Angeles, California
