Recent Web Tech Updates from Japan - YAPC::Europe 2009 Lisbon
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
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Transcript of Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
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YAPC::Asia Tokyo: Behind The Scenes
Or, How We Organize An Event For 2000 Attendees
YAPC::EU 2015 Version
Daisuke Maki @lestrrat
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Warning•YAPC::Asia Tokyo is vastly different from any other YAPCs •Do not compare apples to oranges.
• I will be talking a LOT about $money •All figures assume approx 150 JPY = €1 •Actual rate is around 140 JPY = €1 • I’m rounding things to make things easier
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Also:
• Please blog/tweet about this talk w/ #yapcasia hashtag
• Stop me anytime to ask questions
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✓ @lestrrat ✓ 114 CPAN modules ✓ peco (https://github.com/peco/peco) ✓ 6-time YAPC::Asia Tokyo organizer
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Some Numbers
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90# of talks, including LTs
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60sponsors
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400Blog entries
(approx 20% of all attendees wrote a blog)
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100MbpsAvg throughput during the conference
over the WiFi network
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3500Unique devices connected to
conference WiFi
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26,000,000approx.
approx. 175, 000 EUR
JPY
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The Team
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90approx.
Total # of staff
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60approx.
Volunteers
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22WiFi Network Team (CONBU)
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12Core Staff
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1Partially Paid Staff
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1Partially Paid Staff
THANK YOU! THANK YOU!
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How Do We Do It?
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Same as any engineering project:
1.Design it 2.Implement it
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Designing The Conference
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Why “Design”?
•Without knowing what you want to create, you cannot decide what has more priority •Extremely important to do this FIRST
• https://medium.com/@lestrrat/what-do-you-want-your-yapc-to-be-5a5e15340239
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WHAT is the conf. about?
• Festival for all Geeks (regardless of the community they belong to)
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WHO is it for?• Speakers: Professional engineers w/ interesting tech stories to tell
• Audience: Engineers in any level • Should be enjoyable by Perl AND non-Perl folks
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How Big? (WHERE)• Want: A big festival.
• Last year: ~1400 • 2000 or more it is! • (But avoid being enterprise-y)
• But venues of this size are scarce…
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Costs (Ballpark)
• We know from experience it costs about €70 per attendee • €70 x 2000 ppl = €140,000
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$$ to be raised• From past experience:
• €2,500 avg per sponsor • €25 avg from ticket sales per attendee • Ticket sales = approx €25 x 2,000 = €50K
• Ergo: • €140K - €50K = €90K must be raised from sponsors
• €90K / €2.5K ~ we need 40~50 sponsors
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Where does this get us?• Now we know:
• What kind of venue we should look for • What to tell potential sponsors and attendees (“What is this event about, and why they should care”)
• The ballpark figure cost to run the event • …And therefore the number of sponsors that we need
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Implementing The Conference
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Team Management
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http://www.quickmeme.com/meme/3ojt07
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(ノ`Д)ノ彡 democracy•The main organizer(s) hold supreme executive powers
• I am the benevolent dictator • I delegate power to core staff •But I ultimately have the final say
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Why top-down ?• Building consensus first is good but it’s slow • Your staff are the most valuable resources you have
• DO NOT WASTE THEIR TIME/RESOURCE • Implement good communication model • Make fast decisions • Maximize efficiency
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Communication
•We work remotely. We need good tools •We have engineers and non-engineers
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Requirements✓ Must be easy to signup ✓ Must allow easy mobile access ✓ Must be easy to work w/ multimedia ✓ Must not be intimidating (no black screen / CUI)
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• Pretty much a no brainer choice in this arena
✓ Easy to signup ✓ Easy mobile access ✓ Easy to work w/ multimedia ✓ Looks pretty! (don’t laugh, it’s important)
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• In 2015 people have much different expectations for tools like this. IRC just doesn’t cut it.
YNOIRC?
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•TODO lists (issues) • Weekly minutes
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• Spreadsheets, PDFS, some public docs
• All in one shared folder
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• Did not use it at all for staff communication
• Only used for external communication
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The Venue and More
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Requirements✓ Combined capacity of approx 2000 ✓ Rooms must be close to each other ✓ Must have large room to have conference dinner for several hundred people ✓ Must allow us to build our own WiFi network
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Reality
ENOSUCHVENUE(Well, almost no such venue)
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ACT EARLY!!!
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Nobody expectsNobody expects
2000 engineers, each carrying multiple WiFi ready devices!
2000 engineers, each carrying multiple WiFi ready devices!
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Sponsors, Money, Design
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Goal
Raise that €90K
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Make it easy for non-engineers to grok your conference
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Things We Prepared
1. Abstract/Purpose of the conference 2. Visual aids to compliment (1) 3. Comprehensive sponsorship menu
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✓ Logos ✓ Design for materials (site, handouts,etc) ✓ Photos
Visual Aids
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WAKE UP
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ONLY the die hard fans will be interested w/o professional grade visual materials.
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New generation of attendees are far more likely to get interested when your conference site/materials are pleasant to the eye.
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Sponsors care about your site/material appearance: That’s the design they will be associated with.
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Hire A Photogrpaher!
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•Equipped with all of this, it’s finally time to go talk to the sponsors
•… All 50 of them :/
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• Raising Money is NOT evil • More funds = more choices
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The Content
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Secret Ingredient:
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ZOMG YAPC::Asia Tokyo is not a “Perl” Conference
• We don’t focus on ANY language/stack • We are biased towards Perl, but that’s it. • We ask for interesting and fun talks.
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Proposals• We immediately publish talk proposals -- before any selection takes place.
• We ask authors to promote their talks via their blogs, Facebook, Twitter, Hatena Bookmark, etc. We DO take the number of shares into consideration. More shares = More attention.
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Talk Selection• Quality of abstract
• Because we deal with a wide range of topic/audience, an easy to understand abstract wins
• Also, we get about 100 proposals for 40~50 slots. Better write good abstract!
• Tie breakers: • Number of shares • Perl / no Perl
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Other stuff
• We don’t do tutorials/master classes. It just does not justify the costs….
• We do work with sponsors to hold special sessions, e.g. round table talks, etc.
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Miscellanea
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Website
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no ACT;
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• Giving access to non-engineers (e.g. designers, other staff) was too hard
• ACT and myself became SPOFs :/
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✓ Since 2010~ ✓ Static content: Movable Type ✓ Dynamic content: set of PSGI apps ✓ Ticketing: outsources
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Ticketing• Don’t reinvent: Just use an external service • It’s far easier to shave some yaks than to maintain one yourself.
• We’ve been using Peatix, but there are plenty of other choices
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Timing Is Everything•Schedule the CFP and Talk Schedule release so that it coincides with ticket sales
•Always sell a little less than the maximum you can make available.
•Sell it out. ALWAYS Sell it out. Then make really buzzworthy announcements.
•TIME IT. TIMING IS EVERYTHING.
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Balance sheet
• Well organized B/S is extremely important • But I can’t make it public :/ • Come see me later if you’re interested in that sort of stuff
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Wrap up
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Grand Design
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Staff
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Communication
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Outsource
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Use the Web
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Just Do It
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Resources
•The 10th and Final YAPC::Asia Tokyo • https://medium.com/@lestrrat/the-10th-and-final-yapc-asia-tokyo-6bf15dae1ab4
•What Do You Want Your YAPC To Be? • https://medium.com/@lestrrat/what-do-you-want-your-yapc-to-be-5a5e15340239
•http://yapcasia.org/2015/photos • (change 2015 to year of choice to get photos — only up to 2009)
•YAPC::Asia Tokyo Videos • https://www.youtube.com/user/yapcasia/videos
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Questions?