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How to Run an Event: Difference between revisions

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Note: non-public events are strongly discouraged at HacDC.
Note: non-public events and charging participants more than the cost of materials are strongly discouraged at HacDC.


# Have an idea for an event. :)
# Have an idea for an event. :) If your event is a [[Running a Kit Build|kit build]] or [[LightningTalks Howto|lightning talks]], we have particular tips for you in addition to the ones on this page. If you're running a class, add the class description, including date and time and anything participants should bring, to [[:Category:Classes]].
# Plan where and how to present your content.
# Plan where and how to present your content. Options include the space's meeting room or workshop, the [http://www.saintstephensdc.org/Meeting_Auditorium.html auditorium] (capacity: 200 people standing; 150 sitting in chairs in rows; 70 sitting at tables), the [http://www.saintstephensdc.org/Meeting_Church.html sanctuary] (capacity: 200 people sitting in pews; another 300 can stand or sit on floor), and the [http://www.saintstephensdc.org/Meeting_DiningRoom.html dining room] (capacity: 300 people standing; 220 sitting in chairs in rows; 175 sitting at tables).
## The lab space (capacity: ''x'' people)
### Is there a working projector in the space?
### There are a couple of whiteboards you can use.
## The auditorium (capacity: ''y'' people)
## The sanctuary (capacity: ''z'' people)
# Assemble any necessary parts.
# Assemble any necessary parts.
# Use the church's calendar (in the church's main office; just pencil in your event), if applicable, and [http://www.google.com/calendar/embed?src=sb8mh1d332pbvnb2g4iob2p728@group.calendar.google.com Event Calendar] to schedule a date and time.  Please try not to overlap with other HacDC events.  Also, please try to give potential participants at least a week's notice.
# Schedule a time
# Add the event description, including date and time and anything participants should bring, to [[:Category:Classes]].
## Use [http://www.saintstephensdc.org/calendars.html the church's calendar] if you want to use the church's auditorium, dining room, or sanctuary.
# Publicize!
## '''Use the [http://www.hacdc.org/calendar the HacDC event calendar] to choose a date and time.''' Please try not to overlap with other HacDC events.  Also, please try to give potential participants at least a week's notice.
## Send an e-mail to HacDC's announce@ (public) and members-announce@ (members-only) mailing lists and possibly to [[:Category:Friends | Friends of HacDC]].
## If you're not sure when to have your event, consider posting a poll to help you decide. [http://doodle.com/ Doodle] is one free and easy service for doing so.
## [http://hacdc.org/ Blog] it.
# Publicize!  
### Always include the what/where/when/FREE in your blog post.  People think our events are for members only, and this isn't the case. We need to break this myth.
## Send an e-mail to HacDC's public announcements, blabber@hacdc.org and (optionally, and an option only if sender is a current member) private members@hacdc.org, mailing lists.
### Never "sign" your content, but feel free to talk in the first person.  (Timball did a great job with this.)
## Blog it on our Wordpress site (every member is entitled to a login for [http://www.hacdc.org/wp-admin/ our Wordpress dashboard]). That automatically [https://twitter.com/hacdc tweets it] and sends an e-mail to HacDC's public blabber@ list via [https://ifttt.com If This Then That].
### Write one or two grade levels below where you normally write.  This is for those people from .de, .nl, and .cn that are reading our posts. 
## Create a [http://www.meetup.com/hac-dc/ HacDC Meetup] event, which automatically adds it to the [http://www.hacdc.org/calendar the HacDC event calendar].
### Find a picture.  If the only ones you have suck, use a Creative Commons picture from Flickr.  (This helps drive more traffic to our page.  Google DorkbotDC and laser if you don't believe me.)
### Find a video (to put at the end) that is mildly relevant to what you're doing.  This also helps drive traffic.
#### Please exercise some diligence!  As illustrated in [http://hacdc.org/2008/12/15/tuesday-seminar-series-with-laser-jon-dec-16th-830pm/comment-page-1/#comment-122 this example], a layperson's idea of "mildly relevant" can turn out to be be downright misleading. - [[User:Katie|Katie]] 15:50, 18 December 2008 (UTC)
### Send a tweet reminder.  You can do this through Wordpress.
## Consider notifying other groups whose members might be interested.  One place to check is [http://barcamp.pbwiki.com/DC-Area-Geeky-Groups this list of DC-area geeky groups].
## Consider notifying other groups whose members might be interested.  One place to check is [http://barcamp.pbwiki.com/DC-Area-Geeky-Groups this list of DC-area geeky groups].
## Get it listed on [http://dctechevents.com/ DC Tech Events]. (If our event calendar isn't automatically pulled in by that site...)
## Get it listed on [http://dctechevents.com/ DC Tech Events] and, if possibly applicable to artists, send it to the [http://dorkbot.org/mailman/listinfo/dorkbotdc-blabber/ DorkbotDC Blabber] mailing list or let the overlord(s) know: dorkbotdc [at] dorkbot [dot] org.
##
# Post signs (e.g., on the red door) directing attendees who've never been to HacDC before.
# Run the event.  Share your knowledge.  Have fun.  [http://www.flickr.com/groups/hacdc/ Take some pictures.]
# Run the event.  Share your knowledge.  Have fun.  [http://www.flickr.com/groups/hacdc/ Take some pictures.]
## At the event, please tell the participants who aren't members about what HacDC is and ask them to consider joining or donating to us. Not confident with your impromptu asking-for-money skills? Try our pre-scripted [[Spiel]].
# How did it go?  [http://hacdc.org/ Blog] it!  Have suggestions for next time?  Add them here!
# How did it go?  [http://hacdc.org/ Blog] it!  Have suggestions for next time?  Add them here!


[[Category:Event Planning]]
[[Category:Event Planning]]
[[Category:Classes]]

Latest revision as of 18:51, 30 December 2014

Note: non-public events and charging participants more than the cost of materials are strongly discouraged at HacDC.

  1. Have an idea for an event. :) If your event is a kit build or lightning talks, we have particular tips for you in addition to the ones on this page. If you're running a class, add the class description, including date and time and anything participants should bring, to Category:Classes.
  2. Plan where and how to present your content. Options include the space's meeting room or workshop, the auditorium (capacity: 200 people standing; 150 sitting in chairs in rows; 70 sitting at tables), the sanctuary (capacity: 200 people sitting in pews; another 300 can stand or sit on floor), and the dining room (capacity: 300 people standing; 220 sitting in chairs in rows; 175 sitting at tables).
  3. Assemble any necessary parts.
  4. Schedule a time
    1. Use the church's calendar if you want to use the church's auditorium, dining room, or sanctuary.
    2. Use the the HacDC event calendar to choose a date and time. Please try not to overlap with other HacDC events. Also, please try to give potential participants at least a week's notice.
    3. If you're not sure when to have your event, consider posting a poll to help you decide. Doodle is one free and easy service for doing so.
  5. Publicize!
    1. Send an e-mail to HacDC's public announcements, [email protected] and (optionally, and an option only if sender is a current member) private [email protected], mailing lists.
    2. Blog it on our Wordpress site (every member is entitled to a login for our Wordpress dashboard). That automatically tweets it and sends an e-mail to HacDC's public blabber@ list via If This Then That.
    3. Create a HacDC Meetup event, which automatically adds it to the the HacDC event calendar.
    4. Consider notifying other groups whose members might be interested. One place to check is this list of DC-area geeky groups.
    5. Get it listed on DC Tech Events and, if possibly applicable to artists, send it to the DorkbotDC Blabber mailing list or let the overlord(s) know: dorkbotdc [at] dorkbot [dot] org.
  6. Post signs (e.g., on the red door) directing attendees who've never been to HacDC before.
  7. Run the event. Share your knowledge. Have fun. Take some pictures.
    1. At the event, please tell the participants who aren't members about what HacDC is and ask them to consider joining or donating to us. Not confident with your impromptu asking-for-money skills? Try our pre-scripted Spiel.
  8. How did it go? Blog it! Have suggestions for next time? Add them here!
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