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#* Check out [[Kit Building]] for some ideas.
#* Check out [[Kit Building]] for some ideas.
#* If you're uncertain, poll some of your friends or post to the blabber list.
#* If you're uncertain, poll some of your friends or post to the blabber list.
#* If you haven't built this kit before, now would be a good time to order one and try it out.
#* If you haven't built this kit before, now would be a good time to order one and '''try it out'''.
# Price out the kit, including shipping and payment processing (usually around $1-1.50) costs. It's best if everyone can walk out with a working gadget for less than $30 total. Note what tools are needed. HacDC may already have what's needed.
# Price out the kit, including shipping and payment processing (usually around $1-1.50) costs. It's best if everyone can walk out with a working gadget for less than $30 total. Note what tools are needed. HacDC may already have what's needed.
#* Spare parts?
#* Spare parts?
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#* Try to pick a date 4-6 weeks in the future.
#* Try to pick a date 4-6 weeks in the future.
# Create a page for your event, including registration.
# Create a page for your event, including registration.
#* [http://www.eventbrite.com/ Eventbrite] is a classic option.
#* [http://www.eventbrite.com/ Eventbrite] is a classic option. To account for transaction fees, enter your ticket price based on the following formula (assumes PayPal): (final_price + 0.32871) / 0.970275 . The easy route:
#* [http://hacdc.org The main HacDC site] is equipped with [http://civicrm.org/ CiviCRM].
## [http://www.eventbrite.com/signup Create an EventBrite account]
## Setup a payment option
##* Use Eventbrite itself. They will mail a check to you 5 days after your event
##* Use PayPal - About as fast as it gets. Transfer to bank account takes about 3 days, no need to wait until reg closes even
##*# [https://www.paypal.com/cgi-bin/webscr?cmd=_registration-run Create a PayPal account]
##*# [https://www.eventbrite.com/payment-information Add your PayPal address to EventBrite]
##* [https://checkout.google.com/sell Google Checkout] requires that you have a products page, not a good fit. Fees comparable to PayPal
##* Check, pay at the door, and invoice payments will be handled by you
## [http://www.eventbrite.com/create Create your event]
#* [http://hacdc.org The main HacDC site] is equipped with [http://civicrm.org/ CiviCRM]. You can [http://hacdc.org/civicrm/event/add&reset=1&action=add&template_id=6 use the template] to speed things up, but make sure you check the various settings.
#* If you want to avoid fronting money that you may or may not get back, have registration close with enough lead time for you to order the materials.
#* If you want to avoid fronting money that you may or may not get back, have registration close with enough lead time for you to order the materials.
#* Ask people to bring needed tools if they have them. Even if HacDC has some, it may not have enough to go around.
#* Ask people to bring needed tools if they have them. Even if HacDC has some, it may not have enough to go around.
# Add the event to the [http://www.google.com/calendar/embed?src=c2I4bWgxZDMzMnBidm5iMmc0aW9iMnA3MjhAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ event calendar]
# Follow other steps on [[How to Run an Event]]
# E-mail the blabber list
# Post to the [http://hacdc.org HacDC site/blog]
# Print directions for everyone. Some ways to save paper:
# Print directions for everyone. Some ways to save paper:
#* Ask people to share
#* Ask people to share
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== Additional Pitfalls ==
== Additional Pitfalls ==
* Don't trust things to work. Test it all in advance. That includes:
* Don't trust things to work. '''Test''' it all in advance. That includes:
** Parts lists
** Parts lists
** Firmware
** Firmware
** Directions
** Directions
** Seriously, '''check it all'''
[[Category:Event Planning]]

Latest revision as of 15:18, 5 April 2012

Step-by-Step

  1. Pick a kit that people are interested in.
    • Check out Kit Building for some ideas.
    • If you're uncertain, poll some of your friends or post to the blabber list.
    • If you haven't built this kit before, now would be a good time to order one and try it out.
  2. Price out the kit, including shipping and payment processing (usually around $1-1.50) costs. It's best if everyone can walk out with a working gadget for less than $30 total. Note what tools are needed. HacDC may already have what's needed.
    • Spare parts?
    • Batteries?
  3. Pick a date and time.
    • Weekend afternoons are nice because people aren't under pressure to rush from work or get home.
    • Try to pick a date 4-6 weeks in the future.
  4. Create a page for your event, including registration.
    • Eventbrite is a classic option. To account for transaction fees, enter your ticket price based on the following formula (assumes PayPal): (final_price + 0.32871) / 0.970275 . The easy route:
    1. Create an EventBrite account
    2. Setup a payment option
      • Use Eventbrite itself. They will mail a check to you 5 days after your event
      • Use PayPal - About as fast as it gets. Transfer to bank account takes about 3 days, no need to wait until reg closes even
        1. Create a PayPal account
        2. Add your PayPal address to EventBrite
      • Google Checkout requires that you have a products page, not a good fit. Fees comparable to PayPal
      • Check, pay at the door, and invoice payments will be handled by you
    3. Create your event
    • The main HacDC site is equipped with CiviCRM. You can use the template to speed things up, but make sure you check the various settings.
    • If you want to avoid fronting money that you may or may not get back, have registration close with enough lead time for you to order the materials.
    • Ask people to bring needed tools if they have them. Even if HacDC has some, it may not have enough to go around.
  5. Follow other steps on How to Run an Event
  6. Print directions for everyone. Some ways to save paper:
    • Ask people to share
    • Use the projector in the space as a supplement. Don't rely on people "staying together", though.
    • Print on both sides of the paper
    • Shorten existing directions in some way, or write your own

Additional Pitfalls

  • Don't trust things to work. Test it all in advance. That includes:
    • Parts lists
    • Firmware
    • Directions
    • Seriously, check it all
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