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workshop.pdf.html
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workshop.pdf.html
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<!DOCTYPE html>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=UTF-8">
<title>Event Planning for Geeks</title>
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</head>
<body>
<div class="presentation">
<div class='slide '>
<h1>Event Planning for Geeks</h1><p><img src="images/hackers.jpg" alt="" /></p>
<p class="caption">John Labovitz</p>
</div>
<div class='slide '>
<h1>Who are we?</h1><ul>
<li>Audrey Eschright</li>
<li>Christie Koehler</li>
<li>Sherri Montgomery</li>
</ul>
</div>
<div class='slide '>
<h1>We organize…</h1><ul>
<li>Conferences (Open Source Bridge)</li>
<li>Unconferences (BarCamp Portland, WhereCampPDX)</li>
<li>Open source code sprints</li>
<li>Workshops</li>
<li>Ignite</li>
<li>Potlucks and socials</li>
<li>and more!</li>
</ul>
</div>
<div class='slide '>
<h1>We want to teach you…</h1><p>How to get started planning your own event, in your own community, and where to find resources for learning more.</p>
<p><img src="images/beanbag_fun.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>What kind of event do you want to have?</h1><!-- begin left {} -->
<table width='100%'><tr><td width='50%' markdown='block' style='vertical-align: top;'>
<ul>
<li>Conference</li>
<li>Unconference</li>
<li>Code Sprint</li>
<li>Hackathon</li>
<li>Workshop</li>
</ul>
</td>
<!-- end left -->
<!-- begin right {} -->
<td width='50%' markdown='block' style='vertical-align: top;'>
<p><img src="images/txtyme_hacking.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</td></tr></table>
<!-- end right -->
</div>
<div class='slide '>
<h1>Assemble and organize your team</h1><p><img src="images/mayor_and_citizens.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>Find a venue for your event</h1><p><img src="images/bike_parking.jpg" alt="" /></p>
<p class="caption">Ankur Naik</p>
</div>
<div class='slide '>
<h1>Raise money</h1><p>Possible sources of income:</p>
<ul>
<li>Contributions from individuals
<ul>
<li>put a contribute link on your website</li>
<li>allow people to contribute during registration</li>
<li>be transparent about your expenses</li>
</ul></li>
<li>Contributions from companies
<ul>
<li>ask your community for contacts</li>
<li>focus on supporting the community</li>
<li>be creative about your offerings: logo placement, job listings, mentions in email newsletters, recognition during event, videos, etc.</li>
<li>don’t let the sponsors boss you around</li>
</ul></li>
<li>Registration fees
<ul>
<li>free events are great—cost is not a barrier to attending</li>
<li>but some events really ought to have a registration fee</li>
</ul></li>
<li>Grants</li>
</ul>
</div>
<div class='slide '>
<h1>Pay for things</h1><h2>Option 1: Have contributors pay vendors directly:</h2>
<ul>
<li>Pros: Requires no setup. Sponsors know exactly what their money is going towards.</li>
<li>Cons: can be logistically difficult. Hard to pool smaller contributions to pay for expensive things.</li>
</ul>
</div>
<div class='slide '>
<h1>Pay for things</h1><h2>Option 2: Have contributors pay individuals on your planning team directly and then have those people pay for things.</h2>
<ul>
<li>Pros: Requires no setup.</li>
<li>Cons: Can be difficult to track and is easy to abuse.</li>
</ul>
</div>
<div class='slide '>
<h1>Pay for things</h1><h2>Option 3: Use an existing organization for fiscal sponsorship.</h2>
<ul>
<li>Pros: Possible increase in contributions from 501c(x) status, ability to leverage existing organizational experience, an entity to write checks to and from.</li>
<li>Cons: A financial overhead of 15-20% is not unusual, possible lack of control, poor execution if the fiscal sponsor is inexperienced or unqualified.</li>
</ul>
</div>
<div class='slide '>
<h1>Pay for things</h1><h2>Option 4: Start your own company or non-profit.</h2>
<ul>
<li>Pros: Control, transparency of process. Setting up a company is easier.</li>
<li>Cons: It’s a lot of work and responsibility. And it takes time.</li>
</ul>
</div>
<div class='slide '>
<h1>Pay for things</h1><h2>Some other caveats:</h2>
<p>Don’t represent yourself as being able to take tax-deductible donations if you are not eligible according to the IRS. Make sure you sign up for a regular business account with PayPal and Google Checkout, etc., and avoid using the words “donation” or “donate” on your website and other materials.</p>
</div>
<div class='slide '>
<h1>Recruit and manage your volunteers</h1><p><img src="images/volunteer.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>Set the event format and schedule</h1><p><img src="images/schedule_board.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>Solicit talks or session ideas</h1><ul>
<li>Simple options: unconferences and hackathons often gather ideas on a wiki page or a mailing list</li>
<li>Many conferences use some kind of software to manage this process</li>
<li>We wrote an open source conference proposals and scheduling system called <a href="https://github.com/igal/openconferenceware/blob/master/README.markdown">OpenConferenceWare</a> that can handle everything from single-evening Ignite events to full multi-day conferences</li>
</ul>
</div>
<div class='slide '>
<h1>Make sure the right people will show up</h1><!-- begin left {} -->
<table width='100%'><tr><td width='50%' markdown='block' style='vertical-align: top;'>
<h2>This can be done for free or cheap</h2>
<ul>
<li>Write a reusable announcement</li>
<li>Cross-post everywhere</li>
<li>Get the whole team involved</li>
<li>Ask for help from willing partners—relevant bloggers, user group leaders, mailing list moderators</li>
<li>Postcards, flyers, and stickers are nice if you have funds</li>
</ul>
</td>
<!-- end left -->
<!-- begin right {} -->
<td width='50%' markdown='block' style='vertical-align: top;'>
<p><img src="images/ignite_crowd.jpg" alt="" /></p>
<p class="caption">Aaron Hockley</p>
</td></tr></table>
<!-- end right -->
</div>
<div class='slide '>
<h1>Register the attendees (ticket sales and more)</h1><!-- begin left {} -->
<table width='100%'><tr><td width='50%' markdown='block' style='vertical-align: top;'>
<ul>
<li>Depending on the size of your event, anything from a simple webform to an online service like Eventbrite can work</li>
<li>If you sell tickets, you’ll need decide how to handle payments</li>
<li>Plan for on-site volunteers to check people in and hand out badges/nametags</li>
</ul>
</td>
<!-- end left -->
<!-- begin right {} -->
<td width='50%' markdown='block' style='vertical-align: top;'>
<p><img src="images/registration.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</td></tr></table>
<!-- end right -->
</div>
<div class='slide '>
<h1>Get insurance (when you need it), deal with liability, and respond when things go wrong</h1><p><img src="images/mudshark.jpg" alt="" /></p>
<p class="caption">Audrey Eschright</p>
</div>
<div class='slide '>
<h1>Design and purchase event materials</h1><!-- begin left {} -->
<table width='100%'><tr><td width='50%' markdown='block' style='vertical-align: top;'>
<ul>
<li>Stickers, pins, t-shirts, scarves</li>
<li>Event supplies: paper, pens, signage</li>
</ul>
</td>
<!-- end left -->
<!-- begin right {} -->
<td width='50%' markdown='block' style='vertical-align: top;'>
<p><img src="images/nate_and_ronin.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</td></tr></table>
<!-- end right -->
</div>
<div class='slide '>
<h1>Communicate with attendees</h1><!-- begin left {} -->
<table width='100%'><tr><td width='50%' markdown='block' style='vertical-align: top;'>
<ul>
<li>Your site: set up a blog</li>
<li>Twitter and other social media</li>
<li>Emails: just don’t send too many</li>
</ul>
</td>
<!-- end left -->
<!-- begin right {} -->
<td width='50%' markdown='block' style='vertical-align: top;'>
<p><img src="images/noirin.jpg" alt="" /></p>
<p class="caption">Paul Fenwick</p>
</td></tr></table>
<!-- end right -->
</div>
<div class='slide '>
<h1>Arrange for wifi, food, A/V, power, and more</h1><ul>
<li>Your venue may provide these</li>
<li>Or you could need to contract with outside vendors
<ul>
<li>Consider your budget and the needs of your participants</li>
<li>Make sure the vendor is familiar with the space (schedule walkthroughs)</li>
<li>Document contact info</li>
<li>Get it all in writing</li>
</ul></li>
</ul>
</div>
<div class='slide '>
<h1>Manage the on-site venue logistics fun</h1><p><img src="images/crowd_and_coffee.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>Keep it safe, fun, and welcoming: codes of conduct, after parties, and considerations for serving alcohol</h1><p>Unfortunately, the default in open source is not for events to be open, welcoming and safe for everyone.</p>
<p>If you want your event to be different from that status quo, you’ll need to actively work to make it different. Here are some tips for doing so:</p>
<ul>
<li>Adopt a code of conduct: see <a href="http://citizencodeofconduct.org">http://citizencodeofconduct.org</a></li>
<li>Be mindful when/how you provide alcohol</li>
<li>Be available for feedback</li>
<li>Be responsive to incidents</li>
<li>Recognize positive behavior along with the negative</li>
<li>Be radically inclusive: food, t-shirts and environment matter</li>
</ul>
</div>
<div class='slide '>
<h1>Continue on</h1><h2>Keep the momentum once your first event is over</h2>
<ul>
<li>Gather feedback from attendees</li>
<li>Make sure you can contact everyone: collect email addresses, set up a mailing list</li>
<li>Schedule a retrospective for your team</li>
<li>It’s never too early to start planning the next event</li>
</ul>
</div>
<div class='slide '>
<h1>Find out more</h1><p>We started an event planning handbook at</p>
<p><a href="http://stumptownsyndicate.org/wiki">http://stumptownsyndicate.org/wiki</a></p>
</div>
<div class='slide '>
<h1>Questions?</h1><p><img src="images/creepius.jpg" alt="" /></p>
<p class="caption">Reid Beels</p>
</div>
<div class='slide '>
<h1>Thank you!</h1><p>Stumptown Syndicate – <a href="http://stumptownsyndicate.org">http://stumptownsyndicate.org</a></p>
<p>Audrey Eschright – <a href="http://lifeofaudrey.com">http://lifeofaudrey.com</a> – [email protected]</p>
<p>Christie Koehler – <a href="http://christiekoehler.com">http://christiekoehler.com</a> – [email protected]</p>
<p>Sherri Montgomery – <a href="http://vegannosh.me">http://vegannosh.me</a> – [email protected]</p>
<p>This is licensed under a Creative Commons Attribution-ShareAlike license. Please credit Stumptown Syndicate. Have fun planning your event!</p></div>
</div> <!-- presentation -->
</body>
</html>