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Community Event Planning

Community Event Planning

Hosting in-person events is a great way to develop and grow your local Python community. If you’ve ever thought about hosting a code sprint, hackathon, (un)conference or workshop, this talk is for you. I’ll present quick overview of what you need to know to get started planning a successful event.

christiekoehler

March 16, 2013
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  1. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  2. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  3. Articulate your goals • Clear goals help you assess progress

    • Make sure there is a measurable aspect to your goals: ◦ Workshop: Increase user group participation of women by 15% over a 3 month span ◦ Hackathon: On-board 10 new contributors ◦ Conference: Have 250 attendees, with an average attendee rating of 4/5 ◦ Code Sprint: Close 20% of open bugs and implement 3 priority 1 features
  4. Know your audience! • Every decision about your event is

    informed by your audience. • Consider the demographics you have/want: ◦ age ◦ gender ◦ social and/or economic status ◦ education and employment level ◦ family situation ◦ existing skillset ◦ occupation • Provide community guidelines
  5. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  6. Recruit Your Team • It starts with you • Add

    an enthusiastic collaborator • Start with your existing community • 5-8 dedicated people can produce events larger than you think... • With motivated on-site volunteers
  7. Roles to consider • leadership role(s) • logistics: venue, A/V,

    catering, wifi, etc. • content • outreach • registration • fundraising and sponsorship • activity planning
  8. Tips for good teamwork • Don't over specialize • Assign

    leads • Avoid single points of failure • Communicate early and often • Document, document, document! • Follow an open planning process
  9. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  10. When and Where • Type of event will dictate venue.

    • Get creative in your venue search: schools, company offices, churches, libraries, pubs, community centers, museums. • Ask about vendor lock-in. • Verify accessibility. • Get insurance.
  11. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  12. Create budget & timeline Budget • Even the smallest events

    need some money • Create a budget (a simple one is okay) • Track what you actually spend. Timeline • Make a list of planning milestones • Deadlines are good tools • Don't be afraid to adjust as needed
  13. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  14. Raise Funds • 4 Ways: ◦ Contributions from individuals ◦

    Contributions from companies ◦ Registrations fees ◦ Grants • Know how you're going to accept payments • If you collect funds personally, you may be liable for taxes • Consider fiscal sponsorship
  15. Fundraising Tips • Start with your local community • Be

    clear about what people get for their money • Make it easy for them to give it to you • Take care of them when they do • Stay away from word "donation" • Prioritize community • The first time is the hardest • If you don't ask, no one can say yes!
  16. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  17. Spread the word • Marketing is not a dirty word;

    people need to find out about your event somehow. • Grassroots marketing need not be expensive, but it does take some effort and planning.
  18. 4 easy steps 1. Write an invitation 2. Cross-post everywhere

    3. Get the whole team involved 4. Ask for help from willing partners 5. Do 1-4 over and over again.
  19. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  20. Commit Attendees • Attendees are a must-have for events •

    Sell tickets or collect RSVPs • Why? ◦ allows you to plan resources accordingly ◦ allows you to raise money earlier ◦ allows you to communicate with attendees • Just as important for free events
  21. Registration Options • webform (google docs, wufoo) • eventbrite, eventbee,

    brown paper tickets • CMS plugins • registration service
  22. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  23. Logistics • Venue • Power • Network infrastructure • Audio

    / visual needs • Catering • Participant and activity needs
  24. Content • Event type determines how much effort you have

    to put into content. • Speaker-driven: consider volume, subject and quality of content • Unconference: diverse, enthusiastic audience, coaching • Hackathon: facilitating teams, ensuring everyone has what they need to work • Workshop: curriculum and instructors
  25. Activities • Mix in different kinds of activities • Be

    sure to enable hallway track or hackerspace • High and low energy; loud and quiet • Be inclusive
  26. Day of preparations • materials and transportation list • schedule

    run-down • on-site volunteers • signage • swag • greeting • registration
  27. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  28. Feedback & Thank Yous • Send thank yous ◦ to

    sponsors, volunteers, participants, speakers ◦ make them personal and relevant • Gather feedback ◦ during event ◦ after event ◦ from your planning team (retrospective)
  29. Planning Steps • Articulate goals • Recruit your team •

    Determine when and where • Create a budget and timeline • Raise funds • Spread the word • Commit attendees • Plan logistics & develop content • Gather feedback & say thank you • Take a break and then do it again!
  30. Thank you! Christie Koehler [email protected] @christiekoehler Submit a talk proposal

    to Open Source Bridge! opensoucebridge.org CFP closes 3/23
  31. Photo Credits Slide 1, 2, 12, 13, 16, 20, 22,

    24, 27, 30, 33, 38: http://www. flickr.com/photos/scottloftesness/8438803599/ Slide 3: http://www.flickr. com/photos/akrockefeller/7208427782/ Slide 4: http://www.flickr.com/photos/oreillyconf/7586672244/ Slide 5: http://www.flickr. com/photos/cesar_pinera/6891099866/ Slide 6: http://www.flickr. com/photos/40052117@N03/6891670282/ Slide 7: http://www.flickr.com/photos/reidab/7537536444/ Slide 8: http://www.flickr. com/photos/allhandsvolunteers/6775775328/ Slide 9: http://www.flickr.com/photos/kkseema/2042946052/ Slide 10: http://www.flickr.com/photos/reidab/7678214980/ Slide 11: http://www.flickr.com/photos/crdot/7827425552/ Slide 14: http://www.flickr. com/photos/43052603@N00/3780675624/ Slide 15: http://www.flickr. com/photos/thomashawk/155918164/ Slide 17: http://www.flickr. com/photos/ittybittiesforyou/2299598686/ Slide 18: http://www.flickr.com/photos/sigusr0/2352351336/ Slide 19: http://www.flickr.com/photos/ant1_g/6913508663/ Slide 21: http://www.flickr. com/photos/brandon_brubaker/2231224887 Slide 23: http://www.flickr. com/photos/mezzoblue/8404839166/ Slide 25, 26: http://www.flickr. com/photos/ejpphoto/2382053839/ Slide 28, 29: http://www.flickr. com/photos/floeschie/4345518893/ Slide 31, 32: http://www.flickr. com/photos/planetschwa/1392652671/ Slide 34: http://www.flickr.com/photos/ecstaticist/4434864256/ Slide 39: http://www.flickr.com/photos/__olga__/2822660113/ Slide 41: http://www.flickr.com/photos/oberazzi/318947873/ Slide 42: http://www.flickr.com/photos/manachar/3127739124/