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Space Apps 2013 Event Planning Guide

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.


February 27, 2013

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  1. This event planning guide has been developed for those interested

    in planning an International Space Apps Challenge event in their city. Purpose   2  
  2. 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  
  3. 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?  
  4. 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  
  5. 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  
  6. 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  
  7. 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!  
  8. 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  
  9. 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  
  10. 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  
  11. 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  
  12. 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  
  13. 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  
  14. 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  
  15. 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  
  16. 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  
  17. 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  
  18. 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  
  19. 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  
  20. 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  
  21. 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  
  22. 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  
  23. 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  
  24. 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  
  25. 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  
  26. 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  
  27. 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  
  28. 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  
  29. 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  
  30. 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  
  31. 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.
  32. 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  
  33. 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