OSCTC logistics: Difference between revisions

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Revision as of 19:18, 18 June 2013

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.
  - There is a 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 ours are here.
  - Step 3: General Purpose Publicity
    - See email templates
- Communicating with attendees
  - See email templates
During Event
- ?
After Event
- Blog post
- Follow up emails
  - See email templates
- Event ideas

@@ Line 19: / Line 19: @@
 *** 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]].
+**** Instructions for making sites like ours are [[Static_site_hosting/create | here]].
 *** Step 3: General Purpose Publicity
 **** See [[Email_templates#Publicity_Emails| email templates]]