FUDCon organization process

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This page is written for FUDCon organizers who have been accepted to run a FUDCon through the FIXME-LINK FUDcon bid process. It covers what you need to know about

This page documents things FUDCon organizers should think about when putting together an event. It covers the common style of FUDCon, which includes one or more days of group hackfest sessions as well as one or more days of BarCamp-style technical sessions.

Contents

Starting point: What you should already have

If you've been through the FIXME-LINK FUDcon bid process, you should already have the following:

  • At least 6 months to plan (absolute minimum 4).
  • An event owner/organizer (you!) who expects to spend approximately 15 hours a week on FUDCon tasks until 1 month prior to the event, when that number will jump to approximately 25 hours per week. FIXME -- word better
  • Dates for FUDCon
  • A venue for the FUDCon event itself
  • A hotel location
  • A general budget-availability quote from one or more sources (usually this will be Red Hat's Community Architecture team), and a contact person for obtaining access to said budget

This section will be deleted shortly

Things we should have in the doc:

(note that this list may be overly exhaustive and we will probably pare it down. Mel writes too much.)

  • planning schedule/timeline
    • for local folks
    • for non-local folks
      • marketing
        • reaching out to locals, publicizing in various existing Fedora channels
      • design
        • shirts, badges, signs, ads
      • content (<--?) - pre-pitching, user track, specific invitations (can we lean on Ambassadors for this? FPL should be involved)
      • web (database app, surveys, range voting)
    • for budget interfaces?
  • hotel/lodging tasks: whether to (not) set up hotel booking in a block, how to advertise, how to set up a wiki space for rooming pairings
  • registration: how to set it up, how to open it, how to set a cap
  • food: what you'll need to get, approximately how much it might cost, how to order it
  • networking and power: at the hotel, and at the venue: backup plans for the inevitable NETWORK HOSEDNESS (short of bringing in temporary network, how do you accomodate?)
  • signage: where to get designs, how to customize them, where to store your customized versions, what kinds you might want to print and post where
  • badges
  • tshirts: where to get designs, how to customize them, where to store your customized versions, how to find and negotiate with a vendor, how to set up shirt registration, what types of shirts to get, figuring out delivery, figuring out distribution
  • budget: how to interface with FIXME link -- Attendee sponsorship, how to track it, what to save, what to report, suggestions for setting deadlines.
  • fudcon live: link to FIXME link --fudcon live setup doc
  • user tracks
  • marketing online
  • marketing to locals
  • design needs
    • posters, sign, badges, shirts
  • FUDpub

Local FUDcon Team General Planning Schedule

  • T-6 months - having completed the bid process, do initial reservations with hotel, venue, and FUDpub
  • T-5 months - finalize hotel and FUDpub negotiations; reserve space; open registration; find lunch caterer; make transit arrangements (e.g., some cities have conference passes for transit system)
  • T-1 month - give approximate vegetarian, vegan, and non-vegetarian counts to caterer and FUDpub venue; order wireless password (if necessary)
  • T-2 weeks - order shirts - remember to accomodate both sexes, all sizes; confirm transit arrangements (shuttles, conference travel passes)
  • T-1 week - reconfirm arrangements with FUDpub, lunch caterer, hotel, venue; give final vegetarian counts; confirm receipt of network passwords
  • T-2 days - print badges and signs
  • T-1 day - put up signs, install power strips

Venue Setup

Welcome/Information Table

Needed:

  • Space to lay out (in at least one line, if not two or more):
    • Badges
    • Information kits (maps, wireless network information, lunch details, etc) you are handing out
    • Any swag you are making available
    • Shirts, at least one pile per size+style
  • Power strips for laptops
  • Wired access (temporary switches, etc) for backup to wireless access

Session Rooms

Barcamp

  • Video projector with VGA (15-pin sub-d input)
  • Whiteboard with pens or chalkboard with chalk
    • Optional but recommended: wired network access for presenter, in case wireless is swamped
  • Board erasers
  • Seating - various size rooms are fine, from 20 to 120
  • Wi-Fi access
  • Podium sign - place on podium/console or wall behind speaker so that pictures that end up on blogs/Flickr, blogs, etc as well as videos show the event name and year. 11x17" filled with the event logo is appropriate.

Hackfest

  • Small tables with 6-10 seats (round works well), small number of
  • Good network access -- consider wired as a backup/compliment to wireless
  • Whiteboards or easel pads

Hotel

  • Map/information at front desk
  • Hack room with network access and sign

Signage

Need:

  • Outdoor signs advertising the event (so attendees know they're in the right spot)
  • Signs to venue from parking and from transit
  • Signs at venue to direct people from the entrances most likely to be used to the information/registration table
  • Signs identifying room ranges and directions (Room A-E <- / Room F-H 5-8 ^ )
  • Room signs to identify room (consider ignoring the existing room numbers and assigning new ones, using a numbering/lettering scheme that can't be confused with the existing one -- for eexample, Room A, B, C ... H, vs. T1106, T1109, T1113, ... T2176)
  • Room signs for non-session locations (lounge, registration/information, lunch, To FUDpub)
  • Session schedules - blank grid that can be filled in with the session schedule for the room once the barcamp session is finalized, and then attached to each session room door)
  • Signs advertising events (FUDpub, side trips)

Badges

Include on the padge:

  1. The event logo
  2. Attendee name (in a large font size)
  3. Comment filled in by user (e.g., IRC nick, area of involvement, company, hiring _____)
  4. T-shirt size (use small font size, light coloured, or print on back to avoid embarassing anyone)
  5. Swag/non-swag status (e.g., eligible for lunch) - can be indicated by different-colour backgrounds
  6. Include any other personal-tied information on back, such as an individual wireless password

The gLabels package is a good tool for designing badges and merging in text from a CSV file. It can also shrink field font size to fit available space.

Design (for badges, signs, handouts, and so forth)

The design team is very helpful in designing preparing materials. However, there will undoubtedly be situations where the local team will need to produce materials on their own.

When designing for FUDcon, consistently:

  1. Use the Fedora and FUDcon event logos according to the Logo Usage Guidelines
  2. Use the MgOpen Modata font (from the mgopen-modata-fonts package). These fonts will work in Inkscape, OpenOffice.org, Gimp, and most other applications.

Current resources