OSCTC logistics: Difference between revisions

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Open Source Comes to Campus/Logistics

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-* Before Event
-** Picking date, time, and partner organizations
-** Space
-*** You can use [[OSCTC_space_checklist | this checklist]] to help you pick a space, and then to check out the space leading up to the event.
-** Funding
-** Food
-*** Because our events start early and run a full day, we like to provide breakfast, lunch, and an afternoon snack.  This usually costs between $200-350, depending on the size of the event.  Less, if we order pizza for lunch.  Your needs may vary, but we like to get:
-**** Breakfast: 1-3 boxes of coffee + milk + sugar, donuts/bagels/pastries, fresh fruit
-**** Lunch: If possible, order sandwiches and salads rather than pizza.  Try to provide vegetarian/vegan/dairy/gluten free options even if no attendees have listed it.
-**** Snack:  Something light (people generally aren't that hungry or are willing to eat lunch leftovers) but fruit and chocolate never hurt anyone.
-** Staff
-*** We recommend finding staff as early as possible (as soon as you pick a date).  We try to achieve a 4:1 or 5:1 staff to attendee ratio.  This is particularly important during the afternoon workshop, and we often have staff who only come in the afternoon.
-*** There is a [[Email_templates#Staff_Recruitment_Email | template email]] we use when recruiting new staff.
-*** Try to find:
-**** People for the career panel.  We usually have 3-4 people on the panel.
-**** People to present tutorials/lead demos/lead career panel.  Can be up to 5-6 separate people, but frequently organizers will present several parts of the day.
-**** What we call a "software whisperer" - at least one person who is extremely familiar with setting up development environments and working with open source software, who will be able to handle most technical problems that come up.
-** Publicity
-*** Step 1: Save the date email - if there are groups you are especially hoping to reach, it's worth sending a brief "save the date/time" email as soon as you've picked a date.
-*** Step 2: Create Publicity website
-**** Instructions for making sites like our are [[Static_site_hosting/create here]].
-*** Step 3: General Purpose Publicity
-**** See [[Email_templates#Publicity_Emails| email templates]]
-** Communicating with attendees
-*** See [[Email_templates#Confirmation_emails| email templates]]
-* During Event
-** ?
-* After Event
-** Blog post
-** Follow up emails
-*** See [[Email_templates#Follow_up_email| email templates]]
-** Event ideas