The Minimum Viable Conference

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@_jnf & @kerrizor MountainWest RubyConf 2016 THE MINIMUM VIABLE CONFERENCE

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@_jnf & @kerrizor MountainWest RubyConf 2016 THE MINIMUM VIABLE CONFERENCE

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@_jnf & @kerrizor MountainWest RubyConf 2016

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@_jnf & @kerrizor MountainWest RubyConf 2016 T.J. Higgins, JSD

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@_jnf & @kerrizor MountainWest RubyConf 2016 Rosa

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@_jnf & @kerrizor MountainWest RubyConf 2016

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@_jnf & @kerrizor MountainWest RubyConf 2016 OSFeels.com

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@_jnf & @kerrizor MountainWest RubyConf 2016

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@_jnf & @kerrizor MountainWest RubyConf 2016

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@_jnf & @kerrizor MountainWest RubyConf 2016 Bri Dotson Kristina Hjertberg (@khjrtbrg) Whitney Levis (@roseaboveit) Strand McCutcheon (@strabd) Utah Newman (@theutahkate) OSFeels 2015 Organizers

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@_jnf & @kerrizor MountainWest RubyConf 2016 Bri Dotson Kristina Hjertberg (@khjrtbrg) Utah Newman (@theutahkate) NEW! Brenna Flood (@brennx0r) NEW! Mixolidia Gautreax (@mix) OSFeels 2016 Organizers

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FIRST THINGS FIRST @_jnf & @kerrizor MountainWest RubyConf 2016

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• Help build or maintain your community • Create opportunities for others • Get participation credit outside of "lots of open source commits" @_jnf & @kerrizor MountainWest RubyConf 2016 Why do you want to run a conference? Women In Tech - 88 WOCinTech Chat - CC BY 2.0 https://www.flickr.com/photos/wocintechchat/21910883173/

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• Write up a mission statement • Work on your elevator pitch • Create 2 paragraph write- up • Identify your ideals and values @_jnf & @kerrizor MountainWest RubyConf 2016 Make it ofﬁcial - write it down! The thumb that hurts from too-much-touchscreenalso aches to grip a pen! - Justin Hall - CC BY 2.0 https://www.flickr.com/photos/justin/8501155973

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@_jnf & @kerrizor MountainWest RubyConf 2016 SECURE A LOCATION

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• Know your audience • http://osfeels.com/checklist @_jnf & @kerrizor MountainWest RubyConf 2016 Find A Venue Broadway Performance Hall https://www.facebook.com/Broadway-Performance-Hall-121211941265491/

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• Accessibility Concerns • Audio/Video Capabilities • Catering @_jnf & @kerrizor MountainWest RubyConf 2016 The Checklist Broadway Performance Hall https://www.facebook.com/Broadway-Performance-Hall-121211941265491/

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@_jnf & @kerrizor MountainWest RubyConf 2016 SECURE SOME

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@_jnf & @kerrizor MountainWest RubyConf 2016 Secure some “Cash rules everything around me, C.R.E.A.M. Get the money. Dollar dollar bills, y’all.” — Wu-Tang Clan

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@_jnf & @kerrizor MountainWest RubyConf 2016 Secure some

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• Ask local business ﬁrst • Get ready to hear “no” • Get creative with sponsorships @_jnf & @kerrizor MountainWest RubyConf 2016 Secure some

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@_jnf & @kerrizor MountainWest RubyConf 2016 PROTECT YOUR INVESTMENT

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@_jnf & @kerrizor MountainWest RubyConf 2016 There are no jokes in this section.

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@_jnf & @kerrizor MountainWest RubyConf 2016 Sorry.

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budgets

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budgets

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budgets

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budgets

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budgets

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@_jnf & @kerrizor MountainWest RubyConf 2016 Serious Business • LLC • Accountants & Taxes • Bank Accounts • Business Licenses • Event Insurance • Budget

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@_jnf & @kerrizor MountainWest RubyConf 2016 Decisions are driven by adherence to or support of the organization mission and the available budget.

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@_jnf & @kerrizor MountainWest RubyConf 2016 CHOOSING PRESENTERS

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@_jnf & @kerrizor MountainWest RubyConf 2016 CHOOSE YOUR FORMAT

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@_jnf & @kerrizor MountainWest RubyConf 2016

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• It doesn’t hurt to ask, but ask early • Respect their time and expertise • Stay in contact and keep them informed • Work with them to identify additional communities and sponsorship opportunities @_jnf & @kerrizor MountainWest RubyConf 2016 Inviting Speakers misc 12 - Dennis Hill - CC BY 2.0 - https://www.flickr.com/photos/fontplaydotcom/506702218/

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• Blind it as much as you’re able • Offer as much upfront information as you can • Make a wishlist of topics, panels, workshops you’d like to see to help inspire people • http://cfp.osfeels.com @_jnf & @kerrizor MountainWest RubyConf 2016 Running A CFP STV Indie SAMPLE BALLOT marked - Laurel L. Russwurm - ZERO 1.0 - https://www.flickr.com/photos/laurelrusswurm/15456907727

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@_jnf & @kerrizor MountainWest RubyConf 2016 PEOPLEOPS

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• This wasn’t a software project, but it kinda felt like one. • Consensus v. Deadlines • Accountability v. Volunteers • The retrospective is an important part of the process @_jnf & @kerrizor MountainWest RubyConf 2016 Communication Breakdown.

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@_jnf & @kerrizor MountainWest RubyConf 2016 Have an Organizer Code of Conduct • Similar intent to event code of conduct, but tailored for organizers • Outlines expectations, behaviors, consequences • http://www.osfeels.com/ organizer-code-of- conduct

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@_jnf & @kerrizor MountainWest RubyConf 2016 Document Your Decision Making

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@_jnf & @kerrizor MountainWest RubyConf 2016 Bad • We decided to run a CFP.

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@_jnf & @kerrizor MountainWest RubyConf 2016 Good • We are going to use Blinder to run our CFP again. • We approved the list of questions for the CFP with minor additions (no subtractions). See the blinder repo for the ﬁnalized questions. • If we do workshops, we will run a separate CFW (call for workshops). • We will invite TAFT to participate in the CFP.

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@_jnf & @kerrizor MountainWest RubyConf 2016 Even Gooder • Jeremy to deploy new blinder instance for 2016 CFP (due 3/7). • list of questions are approved; minor additions (no subtractions) to last year's questions • ﬁnalized list of questions already in the blinder repo. • We want to run workshops • If we can, it will be separate CFW (call for workshops) process • Kerri to contact venue about availability/capacities of rooms for workshops (due 3/14) • We want to invite TAFT to participate in the CFP. • Exact details of participation TBD • More discussion needed, but we know we would like them to be involved

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• Don’t be a bottleneck. • Ask the right questions. • Leave room for people to explore. @_jnf & @kerrizor MountainWest RubyConf 2016 Empower Your First-Time Organizers

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@_jnf & @kerrizor MountainWest RubyConf 2016 DECISIONS WE COULD HAVE MADE (but didn’t)

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• The venue's wiﬁ wasn't super awesome • It was going to be expensive to bring in our own network • It wasn't facilitating being present @_jnf & @kerrizor MountainWest RubyConf 2016 WIFI Free WiFi - Bob Cotter - CC BY NC ND 2.0 - https://www.flickr.com/photos/gibsonsgolfer/3796549315

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• Hard to secure space • Logistical nightmare • Expensive • Not all attendees would feel welcome • Safety @_jnf & @kerrizor MountainWest RubyConf 2016 After Party Karaoke - ♣El Lucho♣ - CC BY SA 2.0 - https://www.flickr.com/photos/ellucho/5378130520

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• Expensive ($10-15 per attendee!) • Long lead times means you need in the bank • Do you really need another shirt? @_jnf & @kerrizor MountainWest RubyConf 2016 T-Shirts & Swag Silverlight T-shirt - Pittaya Sroilong- CC BY 2.0 - https://www.flickr.com/photos/pittaya/2534310944

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@_jnf & @kerrizor MountainWest RubyConf 2016

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@_jnf & @kerrizor MountainWest RubyConf 2016

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• Hard to get exact numbers • OMG • Price increase could price some attendees out • Logistical headaches abound @_jnf & @kerrizor MountainWest RubyConf 2016 Catered Meals Food Lives Here - Ignite New Zealand - CC BY 2.0 - https://www.flickr.com/photos/techedlive/3918973002

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@_jnf & @kerrizor MountainWest RubyConf 2016 The Outro: Go Forth and Be Awesome

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@_jnf & @kerrizor MountainWest RubyConf 2016 Questions & Answers (maybe)

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@_jnf & @kerrizor MountainWest RubyConf 2016 LINKS • OSFeels 2016: http://OSFeels.com • CFP: http://cfp.OSFeels.com • Talk Wishlist: http://OSFeels.com/talk-ideas • Venue Checklist: http://OSFeels.com/checklist • Organizer CoC: http://OSFeels.com/organizer-code-of- conduct

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@_jnf & @kerrizor MountainWest RubyConf 2016 July 22nd & 23rd, 2016