Latest change: Wed Oct 10 00:58:22 CEST 2007 http://www.guckes.net/talks/abstract.events.txt = Abstract = Referent: Sven Guckes Titel: Getting ready for the Event Attending events means to give a talk or conduct a workshop, stay at the booth, promote some project, meeting people, and.. wait.. how exactly do you do this? how to prepare? what exactly is the goal of attending? and wasnt there something to do *after* the event? In this talk i describe what i do before, during, and after an event. Hopefully this will help you to prepare for your next event. = application = put the event into my calendar: http://www.guckes.net/cal/ look at past webpages of the event what is their focus? what is the audience? where does it take place? call for papers: write an abstract for a talk or workshop write an outline, too what is my target group what is my message to the audience? (will i get reimbursed for my travel costs?) send in the abstract + wait for an answer. meanwhile: get onto the #event channel (if it exists) and maybe talk to people there. = BEFORE the event - preparations = when i get accepted: work on the outline to fill it with more data private data: write an overview on the event create email aliases update the phonebook public data (on website): short info on the event a webpage about the event - with infos on deadline, website, location etc PR: announcements on mailing lists signature

remind organizers about the necessity of communication: blogs, chat, groups, lists, web and wiki. make them register a chat channel, feed groups and lists, create three own maillists (announce, community, orga), add some important web pages, and maybe use a public wiki. remind organizers to actually translate the webpages so people from abroad can understand the terms of the call for papers, and info about registration, accomodation, travel, reimbursement etc

accomodation: is there a good deal with some hostel/hotel/motel? are there any offers by private people? (wiki?) [thanks to all who let me stay at their place! :)] travel: set up a wiki page for offers+requests on lifts and travel groups maybe organize a group tour -> linuxbus alternatively: buy plane ticket *early* maybe go back by train? time to think! = JUST BEFORE the event = suitcase: technical things cables+wires cellphone + digicam batteries + charger fingerprints for the event itself: my own program in ascii things to do at the event when to be where what to expect whom to meet laptop: take a of copy my talk and pictures. make a copy of the current website (in case the site does offline during the event because there are too many people accessing the server from the outside). put bookmarks for the event into a special folder within the browser. creare a meta-page with links to all pages insert the event's desktop picture sign up for the key signing weather - what will the weather be like? location - print out some online maps.. === DURING the event === arrive early - usually the day before. drop stuff at sleeping place. help the orga team, if possible. move tables and chairs, set up the (wifi) network, put cables and power chords and power extensions, print flyers and posters, put up posters and signs, buy food and carry it to the site, learn how to use the lighting and shades, instruct the helpers, welcome early visitors and speakers... pick up some info about travelling about - possibly a map of the town and its public transportation. take a printout of the program/schedule and mark all events to really attend (talks+workshops, BoFs, social event..) run around like a maniac solve unforeseen problems be awake as long as possible and forget about all plans ;-) meet people + talk to them organize a BoF session give a small workshop. take some photos to allow me to remember the event. take part in side events: bookcrossing (rarely) cacert (almost standard) key signing party (often) social event (yay!) if possible, see where i am, ie see the city, walk around. ask for reimbursement for travel costs. = AFTER the event = directly after the event: go through rooms and pick up all stuff - and bring the to the info desk for "lost&found". help taking down signs and posters, dismantle the network stuff, bring back chairs+tables. after the event: take notes + write a report (on the train?) look at feedback by email maybe read some blogs, too sign keys for key signing (todo!) select photos + upload give feedback via email+wiki, eg add links to report and photos blog (not! at least not yet..) connect to people via xing.com work in feedback for my talk/workshop to improve my data (slides, webpage) add one more entry to my overview at http://www.guckes.net/sven/ "be seeing you!" at the next event?! EOF