OSCTC logistics

• Before Event
  • Picking date, time, and partner organizations
  • Space
    • You can use 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. 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
  • Communicating with attendees
• During Event
  • ?
• After Event
  • Blog post
  • Follow up emails
  • Event ideas