Barcamp Disorganization
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Transcript of Barcamp Disorganization
How to Dis-Organize a Barcamp
John F.X. BernsCo-Disorganizer Barcamp Bangkok
Choose Your Weapon
Barcamp
Big
General
Hard
Takes lots of time
Expensive
Only 1-2X / year
WhateverCamp
Smaller
Specific topics
Not as hard
Requires less time
Cheap
Frequent is OK
Are You Really Committed?
It takes a HUGE amount of time and energy
Ask yourself: do you have 100, 200 hours or more that you can commit to the project?
Sponsors and attendees deserve the best; are you willing to do the work so they get it?
It's really bad form to back out once you announce a date and take sponsor money.
Open, But Controlled
Like an Open Source Software Project:
Anybody can contribute
Contributers gain trust, eventually they can commit
Maintainers guide the direction and insure quality
Bug reports
If, you don't like it, Fork it!
Leadership
No leaders: bad
Too many leaders: also bad
Ideas Are Great; Action Counts
Everybody has ideas
In the end, it's actions that count
Be a good listener
Be willing to compromise
Be practical
Be willing to say No!
You should not do everything
Planning? Yes. Planning.
Disorganization takes way more planning!
Because anything can happen, you have to be prepared for everything.
You never know what will happen
Plan every detail, adapt to the situation
If you have a plan, you will know when things are going bad and you can fix it
Logistics
Anything X 100 is hard; anything X 500 is really hard!
Details matter, small things count
Personal needs: food, water, bathrooms, soap
Supplies, power, trash
Getting things there when you need them
Moving people
Printed Stuff
What needs printing?
Name tags
Banners / sponsor banners
T-Shirts: nice, but not necessary
Topic sheets
Printing is not cheap
Get prices, make a budget, make choices
Plan ahead, printing takes time
Money Matters
More people = More Expenses
Things can get expensive fast
400 people X 25 Baht = 10,000 Baht
Don't touch money if you don't have to
Have sponsors pay direct
Make sure things are paid in advance
Reciepts?
Barcamp B200,000+
WhateverCamp, B10,000 to B50,00
Setting an Agenda
One of the hardest tasks
Simple is better
Easy for people to post topic
Easy for people to vote
Easy to create a schedule
Speed is important
Visible agenda is critical: people need to see what's available to choose from
K.I.S.S. (Keep It Stupid Simple!)
The more you plan to do, the more that can go wrong
The more complex the system, the more that can go wrong
You don't want to deal with things going wrong
The easier it is, the more you enjoy it
Technology can get in the way: it's complex!
Simpler is always better
Paper just works
Volunteers
Doing it alone is too much work
More brains = more good ideas
More hands = more gets done
Not all volunteers follow through
25% do a lot
50% do a little
25% fail
Delegate and check progress
Delegate
Delegate roles & resposibilities
Delegate tasks
Check on progress
Re-delegate if it's not getting done
Key Roles
Sponsorships
Accounting
Volunteers
Registration
Topics and agenda
Communications
Food
Printing
Somebody to blame: aka, leaders
Deadlines
Don't wait until last minute
Have room for failure
Check progress, change course if necessay
Know what can and can't fail
Venue
Requirements
Location easy to find / get go
Enough space / multiple rooms
Seating, projectors, whiteboards
Internet connectivity & power
Alternative / chillout / free space
Responsibilities
Respect the venue
Show your appreciation
Promotion
Bloggers
Facebook / Social Networks
Twittersphere
Barcamp mailing list
Word of mouth
Niche groups
Sponsors
Sponsors
Why do do companies sponsor?
How does it benefit the sponsors?
Create value for sponsors
You have a reponsibility to your sponsors
Show respect & gratitude
Give them visibility: logos and links
Sponsors are not limitless
Sponsors have rights, within limits
Encourage Participation
It's not a seminar; if you want to be entertained, pay B1000 for somebody to put on a show
Barcamps is about participation
Participation benefits everybody
Everybody has something worth saying
But it's still really cool to find a few people that you know will give a great presentation
Communications
Organizers
IRC: great for discussion, bad for decisions
Meetings: where descions get made
Wiki / Google Docs / Google Mail: shared memory
Participants
Website
Mailing list
Be generout with details, maps, schedules
Resources
Barcamp.org
YouTube
Other camps, anywhere
BarcampBangkok organizers
Is It Worth It?
?
Yes
Yes!
It's Worth It!
You feel great about doing something great.
You meet awesome people.
You learn a lot.
You gain mad organizational skills.
The community benefits:
More knowledge
More connection
More energy
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