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Space Apps 2013 Event Planning Guide

nasa
February 27, 2013

Space Apps 2013 Event Planning Guide

Guide outlining responsibilities of local leads and timeline of preparations to hold your own Space Apps Challenge event.

nasa

February 27, 2013
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  1. 2013 Local Event Planning Guide

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  2. This event planning guide has been developed for those interested
    in planning an International Space Apps Challenge event in their city.


    Purpose  
    2  

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  3. The International Space Apps Challenge is an international hackathon that
    will take place over a 48 hour period in cities on all seven continents on the
    weekend of 20-21 April 2013.

    The event embraces collaborative problem solving with a goal of producing
    open-source solutions to global challenges.

    http://spaceappschallenge.org

    3  
    About  

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  4. Hackathons are technology development marathons that draw on the
    talents and initiative of bright minded volunteers – developers, engineers,
    technologists, designers, and anyone with a passion and desire to have an
    immediate impact on the world. They are open to anyone who has a
    passion for making a difference and are focused on developing real
    solutions to global challenges by the end of the event.
    4  
    What is a Hackathon?  

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  5. The first International Space Apps Challenge was held in April 2012 in 25
    cities around the world. The event brought together over 2,000
    participants (ages 16-70) together to address 71 challenges focused on
    improving life in space and on Earth! More than 100 unique open-source
    solutions were developed in less then 48 hours.

    To view the results visit http://2012.spaceappschallenge.org/
     


    5  
    Background  

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  6. The International Space Apps Challenge was such a success in 2012 that
    it has now become an annual event. Our vision is that the International
    Space Apps Challenge will continue to give people everywhere an
    unprecedented opportunity to develop meaningful solutions to help to
    address critical needs applicable to both life in space and on Earth.


    6  
    Vision  

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  7. In 2012, events took place in 25 cities throughout 17 countries on all seven
    continents - from San Francisco to Nairobi! We anticipate the event in
    2013 to be even bigger, with physical participation at up to 70 official
    locations as well as virtual participation from around the globe.




    7  
    Event Locations  

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  8. The only true requirement for planning an event is a passion to make a
    difference and get involved. If that is you, we’d love to talk! The rest of this
    event planning guide provides practical advice that you can use to make
    your event a success.




    8  
    Get Involved!  

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  9. Do you have what it takes to host a successful International Space Apps Challenge event? To
    get started, ask yourself the following questions:

    1.  Do I have enough time to run this event? *
    2.  Who else do I need to help volunteer to help with event logistics?
    3.  Do I have a venue available for the 48 hours of the event?
    4.  Are there any organizations I can partner with to help make the event possible?
    5.  Is there enough internet bandwidth available at the event for all participants?
    6.  Is there food in the vicinity for the participants and volunteers?
    7.  Have I reached out to the right people to participate in the event?

    * Participating as a local lead can require a significant time investment. We estimate that you will spend up
    to 10hrs/wk planning for the event with more time the weeks immediately prior. This might be less with a
    strong volunteer team.
    9  
    Hosting a Successful Event  

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  10. 10  
    Registration  

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  11. Anyone interested in planning an event must fill out an application to get started. We are only
    able to accept 50 locations in 2013, so register today!

    http://spaceappschallenge.org/interest

    Once your location is approved, your location will be added to the website. We recommend
    distributing the link for your location in all of your outreach and PR materials to encourage
    participants to sign up for your location.




    11  
    Local Lead Registration  

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  12. Registration will be available on http://spaceappschallenge.org prior to the event and all
    individuals who are attending will need to register online. Events are asked to only use the
    official Space Apps Challenge registration system and not to set up their own event
    registration (such as through Eventbrite).

    Our experience suggests that 50 – 60% of people who RSVP will actually attend, and some
    will appear the day of the Challenge who have not signed up. This may vary per event. You
    are welcome to register additional people on the spot if you believe you will have the capacity
    to accommodate them. If you expect to be over capacity, you may want to give priority to
    those who signed up in advance.


    12  
    Participant Registration  

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  13. Check in will be a website functionality that we're asking everyone to do (so that we get a
    count of who actually attended). You may want to consider setting up a registration desk at
    the entrance to the room and having someone available to:

    −  Register anyone who attends the day of the event but has not pre-registered
    −  Direct attendees to check in if they have RSVP'd by checking their name on a list.
    −  Give out the name tag stickers/have attendees fill them out.
    −  Direct the attendees to where they can sit/put their stuff, etc.
    −  Answer any questions they may have.
    −  Provide a computer (with Internet) so attendees can register if they haven’t RSVP’d.
    13  
    Participant Registration, continued  

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  14. 14  
    Venue  

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  15. Your choice of venue is critical to the success of your event. Consider the location, the atmosphere, and
    the proximity to public transportation and food. Some good venue options include community centers,
    conference centers/rooms, and university campuses. The best venues…

    −  Are available all day Saturday and all day Sunday
    −  Have capacity for holding all attendees in one large room for briefings, presentations, and awards
    ceremonies
    −  Allow for 24 hour access so participants can work overnight on Saturday, if they want
    −  Have smaller breakout rooms or areas where groups can work together
    −  Are easily accessible via public transportation (if available in your location)
    −  Allow for reasonable access to building (no high security buildings)
    −  Allow participants to bring in food
    −  Have tables and chairs for small group gathering and brainstorming
    −  Have bathrooms available
    −  Have a place to throw out garbage (an outside dumpster)
    15  
    Venue  

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  16. Internet connectivity is a basic requirement for hackathons. The better connectivity,
    the better your event will be. Improve the experience for your participants by:

    −  Access to electricity/plugs for all the attendees
    −  Bandwidth sufficient for all attendees to actively use the Internet simultaneously
    −  Plenty of IP addresses available for your attendees (e.g., you should consider how many
    to make available for each attendee as many attendees may bring 2-3 devices)
    −  Wi-Fi availability (and the need for any passwords)
    −  Capacity for video/web streaming
    −  Capacity for live online connection with other International Space Apps Challenge sites

    16  
    Connectivity Guidelines  

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  17. Let your attendees know to bring their own laptops if they have them. We recommend you also consider
    having spare supplies available where possible. For example, you may want to consider having:

    −  Power strips
    −  Extension cords
    −  Projector/Screen (or blank wall)
    −  Microphone/Podium
    −  USB drives
    −  Tables/chairs (if not provided at venue)
    −  Name tag stickers
    −  Laptop/printer (for registration and other general purposes)
    −  Office supplies: Pens, pencils, highlighters, stapler, paper
    −  Whiteboard/Blackboard/Large Paper
    −  Dry erase pens/chalk/markers
    17  
    Supplies  

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  18. 18  
    Communication
    & Outreach  

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  19. Beginning in January 2013, NASA will coordinate biweekly global calls with leads
    from around the world. We will provide the status of all locations, answer
    questions, and connect you with other event planners.

    You will receive information on how to participate in the calls after you register your
    event online.


    19  
    Pre-Event Coordination  

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  20. Remember that the International Space Apps Challenge is looking for more than just coders and
    developers! Seek out anyone passionate about space exploration and social need to support the event.
    Consider marketing the event via some of the following channels:
    −  Go meet with people! Attend tech and non-tech meetups.
    −  Post on mailing lists with a technical audience at least 4 weeks before the event .
    −  Post on local university mailing lists.
    −  Blog about it on your own and other technical blogs.
    −  Post on event planning sites.
    −  Tweet about it on Twitter – hashtag #spaceapps.
    −  Personally invite your friends that you think will have a great time.
    −  Help people market the event to their friends. Tell them what to tell their friends. Encourage people
    to "own" the event, they should understand what it is, and be able to encourage their friends to
    come. Make the time and place very clear.

    Use resources available at www.spaceappschallenge.org a starting point.
    20  
    Outreach to Participants  

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  21. Each host is responsible for their own partner outreach efforts. You may want to
    consider inviting local organizations to be a part of the International Space Apps
    Challenge. "

    You could also think about reaching out to software and technology companies,
    telecommunications companies, NGOs, civil society organizations, government
    offices, universities, etc.

    21  
    Outreach to Partners  

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  22. Each event lead is also responsible for arranging needed personnel. Think about
    who you will need to run the event itself such as:

    −  Registration support
    −  People to help manage logistics like food and trash
    −  Clean-up after the event
    −  People available to answer questions
    Remember that these are just suggestions. Consider the appropriate number of
    volunteers for your event.

    22  
    Outreach to Volunteers  

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  23. Here are some suggestions about managing media outreach for the event.
    !
    Press Releases
    Sample press releases will be circulated to local lead teams at least four weeks before the Challenge. You may share those
    press releases with your local media outlets (press, TV, and online media) and invite them to cover the event. You may need
    to translate the press release into your local language. Please contact [email protected] for any questions
    regarding PR materials.
    !
    Websites!
    Link to the International Space Apps Challenge from your website.
    !
    Blogging/Tweeting
    Reach out to local, national, and international tech blogs that you read and ask them to post about the Challenge. Include a
    link to the website and registration page.
    Post on your own organization’s blog and Twitter stream about the Challenge, and ask your local partners to do the same.
    Include a link to the website/registration page http://spaceappschallenge.org. The official twitter account is @spaceapps. For
    all tweets use #spaceapps.
    23  
    Outreach to Media  

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  24. Here are some suggestions about managing social media engagement for the event.
    !
    Use of Social Media
    In addition to using blog posts and Twitter as a platform to spread the word about the International Space Apps
    Challenge, you may choose to engage in conversation using social media as much as possible regarding your
    event. Two-way dialogue is an effective and rewarding method of engaging participants and the interested public
    alike, and its prolific use will make the International Space Apps Challenge a richer experience worldwide.
    Twitter
    As mentioned, the #spaceapps hashtag is the convention for the worldwide event, but you may consider using
    #spaceapps_[location] as a standard in order to communicate logistical updates that only apply to your location
    (e.g., bagels and coffee just arrived on the first floor! #spaceapps_sf). We recommend including this secondary
    hashtag in all local electronic communications and printed material.
    24  
    Social Media  

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  25. 25  
    Challenges, Solutions
    & Winner Awards  

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  26. Challenges will be posted on spaceappschallenge.org prior to the event. The
    challenges will include software development, open hardware, and data
    visualization. !

    It’s not just about smart phone applications! During the International Space Apps
    Challenge teams will utilize publicly available data to design innovative solutions to a
    pre-determined series of global challenges focused on space exploration and social
    needs.




    26  
    Challenges  

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  27. During the event, participants will organize in to projects focused on solving a
    specific, issued challenge. Any project including at least one participant makes that
    project eligible for awards at that participant's location.

    In order for a project to receive an award or be eligible for global judging, it must be
    submitted to the Space Apps Challenge website. Additionally, projects must include
    links to the original resources, such as a source code repository or hardware
    schematic. Solutions will only be accepted for judging if they are licensed under an
    Open Source License as determined by the Open Source Initiative: http://
    opensource.org/licenses/alphabetical


    27  
    Solutions  

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  28. Local event leads may provide judging and awards for your location. Leads may
    consider awarding awards at your location for best solutions on a specific
    challenge, most creative solution, most social impact etc. It’s up to you! At a
    minimum, we recommend identifying the top three solutions at each location and
    sharing their stories with a blog post on http://www.spaceappschallenge.org.
    Local leads will be able to nominate two teams / solutions for consideration in the
    global judging process. The global judging process will be managed by NASA.
    Global awards will be announced two to three weeks after the event.
    28  
    Awards  

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  29. 29  
    Agenda & Timeline

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  30. Saturday, April 20!

    9:00 a.m. Registration
    10:00 a.m. Schedule and logistics announcements
    10:30 a.m. Subject Matter Expert briefing
    11:00 a.m. Begin developing
    12:30 p.m. Lunch break
    1:30 p.m. Developing continued
    4:30 p.m. Optional progress briefing, more
    developing
    6:30 p.m. Dinner break
    8:00 p.m. More developing

    Sunday, April 21!

    10:00 a.m. Logistics briefing & updates
    10:15 a.m. Begin developing
    12:00 p.m. Submission Deadline
    12:00 p.m. Lunch break
    1:30 p.m. Presentations
    3:00 p.m. Judges Voting
    3:30 p.m. Awards
    4:00 p.m. Post event social



    30  
    Sample Event Agenda  

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  31. Five to Eight Weeks until the International Space Apps Challenge
    q  Confirm your venue and that there is appropriate capacity and bandwidth. We’ll be checking in
    with each venue to confirm registration limits and other details.
    q  Begin outreach to developers to encourage registration and attendance.
    q  Post on your organization’s blog about your involvement in the Challenge and link to the http://
    spaceappschallenge.org website and registration.
    q  Reach out to local tech bloggers and ask them to post about the Challenge.
    q  Reach out to local subject matter experts about potentially attending the event to advise on any
    of the posted Challenges or on other projects your location wishes to work on.
    q  Think about any security requirements at your host location (e.g., need for ID to get in) .
    31  
    Timeline  

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  32. Four Weeks until the International Space Apps Challenge
    q  Begin mainstream PR—send press releases to local media. Extend invitations to reception for
    press, where appropriate.
    q  Share details with [email protected] for inclusion on the website.
    q  Secure a local organizer, developer, or subject matter expert to act as the emcee for the event.

    Three Weeks until the International Space Apps Challenge
    q  Invite your judges to participate and distribute judging criteria.
    q  Confirm the speakers for Friday night reception, if applicable.
    q  Decide on awards for winning developers, if applicable."


    32  
    Timeline, continued  

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  33. Two Weeks until the International Space Apps Challenge!
    q  Confirm necessary A/V support.
    q  Arrange for awards for winning hackers.
    q  Determine which subject matter experts, if any, will be present at the Challenge to present their
    problem statements in person.

    One Week until the International Space Apps Challenge!
    q  Send out a confirmation email to all those registered for your location with start and end time of
    Challenge, location address, any security information and reception details (if applicable).
    q  Confirm bandwidth availability (sufficient IP addresses, passwords, access points, etc.).
    q  Purchase any additional items needed (markers, paper, power strips, name tags, etc.).
    33  
    Timeline, continued  

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  34. One Day until the International Space Apps Challenge!
    q  Download registration spreadsheet to use at check in.
    q  Confirm that space and A/V equipment have been properly set-up.
    q  Put up signage in appropriate locations.

    34  
    Timeline, continued  

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  35. 35  
    Event Documentation

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  36. Twitter: Encourage participants and partners to tweet about their involvement using
    #spaceapps.
    Blogging: Write at least one blog post to be published to the spaceappschallenge.org blog
    before or during the event to let everyone know how its going. E-mail your blogs to
    [email protected] to have them posted to the website.
    1.  Before the event: How is your planning going? What are the details? Do you have
    any special guests? Provide any/all of this detail!
    2.  During the event: We’d love status updates! How are the projects coming? Did you
    have any great moments?

    Encourage participants and partners to blog about their involvement in the Challenge. Let
    them know that we will be highlighting some of their blog posts on http://
    www.spaceappschallenge.org.
    36  
    Event Documentation  

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  37. Final Report: A final report documenting the results of the event will be written by NASA and
    SecondMuse. Each local lead will be asked to fill out a survey after the event to let us know
    how the event went, what the results were, who were the winners and what lessons you
    learned that you’d like to pass on to future organizers. This will be your chance to pass on
    anything you have learned or want to communicate.
    Blogging: Consider writing at least one blog post after the event to be published to
    spaceappschallenge.org blog. E-mail your blogs to [email protected] to
    have them posted to the website.
    1.  After the event: How did it go? What did you learn? Who were the winners at your
    location?


    37  
    Post-Event Documentation  

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  38. 38  
    Design & Branding

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  39. Design Guidelines  
    39  

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  40. Design Guidelines, continued  
     
    40  

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  41. Branding Examples  
    41  

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  42. Branding Examples  
    Challenge Category Images



    42  

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  43. Branding Examples, continued  
    Sticker and Patch Design
    43  

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  44. Branding Examples, continued  
    44  
    T-Shirt Designs
    NASA is not allowed to fund T-shirts for this event, but designs are available online if local leads or
    organizations desire to print T-shirts for the event they are hosting.

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  45. We realize that the success of the International Space Apps
    Challenge is completely dependent on the passion and involvement
    of local leads like yourself. Thank you so much for your
    commitment and participation!


    Thank You!  
    45  

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  46. Contact Information  

    Ali Llewellyn
    NASA
    Project Manager, International Space Apps Challenge
    [email protected]

    Nicholas Skytland
    NASA
    Program Manager, NASA Open Innovation Program
    [email protected]

    Michael Brennan
    SecondMuse
    Challenges Lead, International Space Apps Challenge
    [email protected]

    Website"
    http://spaceappschallenge.org

    Twitter!
    @spaceapps
    46  

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