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Older wisdom can be found [[FUDCon/Organization/Legacy|here]].
Older wisdom can be found [[FUDCon/Organization/Legacy|here]].
= Budget =
This is the absolute first priority.  How much do you have to spend?  The answer to that question guides every other decision in the process.
= Advertisement =
Advertise the show well in advance.  Put together fliers or other materials so that people attending the show know you'll be there, and where to find you.  Put up posters or signs in many visible locations indicating dates/times, and pointing the way to the event.  Remember these may cost money -- figure it into the [[#Budget|budget]].
= Preregistration =
Preregistration is important to discover how many people you'll be hosting.  It's OK to set a preregistration limit, as long as you maintain the important principle that FUDCon should be free and open for anyone to attend, regardless of whether they preregister.  Have a small token gift for people who do preregister, to encourage them to do so.  Just use the wiki for this.  Have name tags for preregistrants and blanks of some sort for people who just show up, so others can learn their names easily and make them feel welcome.  This may cost money -- figure it into the [[#Budget|budget]].
= Facilities =
Facilities means several things:
* Space in a useful configuration
* power for the electronics being used
* sound amplification (if needed for speeches in a larger room)
* wired/wireless networking
* signs to direct people to the rooms (coordinate with show)
Set up for all these things may cost money -- figure it into the [[#Budget|budget]].
= Refreshments =
You may want to think about refreshments for the attendees, as simple as snacks or beverages during the day to keep people from having to continually wander far away when they get hungry or thirsty.  Remember this might get expensive at certain venues, so make sure you get the cost estimates in advance and figure them in your [[#Budget|budget]].
= Utensils =
For a BarCamp, have the following things available:
* blank paper and Sharpie markers (for marking session signs)
* blue painters tape (doesn't leave traces on a wall)

Revision as of 15:44, 8 July 2008

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

Older wisdom can be found here.

Budget

This is the absolute first priority. How much do you have to spend? The answer to that question guides every other decision in the process.

Advertise the show well in advance. Put together fliers or other materials so that people attending the show know you'll be there, and where to find you. Put up posters or signs in many visible locations indicating dates/times, and pointing the way to the event. Remember these may cost money -- figure it into the budget.

Preregistration

Preregistration is important to discover how many people you'll be hosting. It's OK to set a preregistration limit, as long as you maintain the important principle that FUDCon should be free and open for anyone to attend, regardless of whether they preregister. Have a small token gift for people who do preregister, to encourage them to do so. Just use the wiki for this. Have name tags for preregistrants and blanks of some sort for people who just show up, so others can learn their names easily and make them feel welcome. This may cost money -- figure it into the budget.

Facilities

Facilities means several things:

  • Space in a useful configuration
  • power for the electronics being used
  • sound amplification (if needed for speeches in a larger room)
  • wired/wireless networking
  • signs to direct people to the rooms (coordinate with show)

Set up for all these things may cost money -- figure it into the budget.

Refreshments

You may want to think about refreshments for the attendees, as simple as snacks or beverages during the day to keep people from having to continually wander far away when they get hungry or thirsty. Remember this might get expensive at certain venues, so make sure you get the cost estimates in advance and figure them in your budget.

Utensils

For a BarCamp, have the following things available:

  • blank paper and Sharpie markers (for marking session signs)
  • blue painters tape (doesn't leave traces on a wall)