search

jsfest / 2014-oakland

Planning and staff repo for JSFest Oakland.
0 stars 2 forks source link

September 26th Deadline for Event Details #26

Open mikeal opened 10 years ago

mikeal commented 10 years ago

So, we need to figure out what day each event is so that speakers can start booking their travel, etc.

What I need by September 26th is the number of speakers you intend to have and a rough idea of what content they'll be doing (this is mostly important for all the node related stuff so that we can avoid having overlapping and conflicted events).

I would strongly urge everyone to stick with no more than 10 talks of 20 minutes for a full single day event. Ideally split in to 3 acts, one before lunch and two after lunch with a large break in between.

We'll start at 10am, there isn't lunch catering, so the lunch break needs to be 2 hours long. We're booked until 5pm so that's only 3 hours for the last two acts. 4 talks prior to lunch, another 3 talks, hour break, and 3 more talks takes you just to the line. Best to break early for lunch and return before 2pm just to have a little more flex.

If you have less than 10 talks, fine, awesome actually, I expect that some events will only be a half day, possibly only 4 or 5 talks in total. That's fine, we can stagger them and use the space and time more effectively.

Also, and I would classify this as something of a rule: don't post a schedule. We can outline when to show up, when lunch will be, and when it'll be over. We can outline all the talks that will be there. But attendance is much higher if you don't post a schedule of when every talk is happening. You also are left with the flexibility to modify when you let people out and have them back in at will to make up for time. I'm working on a simple website that we can put up on the projector, and people can pull up on their phones, that will tell them how much time they have before we start up again, which event organizers can set at the beginning of each break.

jennschiffer commented 10 years ago

I think DHTMLConf should be a half day event with 4 speakers like the one in March.

hueniverse commented 10 years ago

We're planning on a full day for hapi. We are going to promote the fuck out of it so I'm expecting a large audience. No idea how large but I assume around 150-200 (??). We just got a budget approved for community organization so we'll be spending a bit on this.

bcoe commented 10 years ago

For DanceJS, I'd like to run an event with a similar format to this:

http://dancejs.io/

jennschiffer commented 10 years ago

Mikeal if you schedule DHTMLConf at the same time as DanceJS I'll fight you ok :santa:

rvagg commented 10 years ago

At this stage all I can ask is that you put the Node Databases event earlier in the week because I have to bail mid-week(ish).

hueniverse commented 10 years ago

hapi event has to be after 12/9

mikeal commented 10 years ago

@jennschiffer Actually, there were 6 talks last time :) And DancJS will be in the evening and won't overlap DHTMLConf, I promise :)

mikeal commented 10 years ago

So, this is what I'm thinking. We've rented a single space that fits 125 and is good for talks. There is another space next door that can fit 145 that I can additionally rent, this space is fine for talks but is set up much better for more interactive content than the 125 seat space.

If we sell 300 tickets I would need to book at least 2 days of the other space and I would want to run some of the more popular events next to each other to split the expected attendance. Those would likely be (NodeConf / CSSConf) on one day and (HapiDay / DHTMLConf) on another. If we think we're going to sell 150 tickets I'd prefer to chop down more of the events to half days so that we can do them all in a single space.

The content is incredibly broad so we have to assume that far less than the total number of tickets sold will be attending any single event.

thefoxis commented 10 years ago

I'm shooting at 9-10 talks, full day. It would be awesome to do it on Fri or Sat.

hueniverse commented 10 years ago

Don't put DHTML against hapi. That's not cool!

rvagg commented 10 years ago

I'm going to pull the plug on the node databases event, I just don't have the bandwidth to pull this together and I haven't found anybody else with energy to spare. Will have to punt it to a special event next year some time.

mikeal commented 10 years ago

@rvagg no worries, we may have to do the same for some other events, so no worries :)

jennschiffer commented 10 years ago

So I'm assuming that DHTMLConf will be a half day event - so can I still have 6 20 minute talks for that? I'm also wondering if it can be one of the earlier events in the week, like it was for the original JSFest.

mikeal commented 10 years ago

Actually, at JSFest last time it was one of the last events. We did almost a week of smaller events and DHTMLConf was one of the last right before the "main" events (something we aren't really doing this time).

That said, we don't have to do anything quite the same, but I think we should expect a good turnout which means we should do it on either Monday, Thursday or Friday.

jennschiffer commented 10 years ago

Hahahaha my perception of reality is forever skewed

brycebaril commented 10 years ago

So I'm thinking probably 4-5 talks for Nothing Is Sacred, possibly with some time for breakouts/hacking after, even if it's just open time at the venue. In terms of coordination content-wise I think with the databases event being pulled the closest might be the decentralize event. Depending on their scheduling needs it might be worth trying to make them the same day?

mikeal commented 10 years ago

@brycebaril in that case I'll probably put you before lunch and slot DHTMLConf for after (since it's using the larger half day)

mikeal commented 10 years ago

Here's a tentative schedule, some things may shift around on Monday and some of the evening events may also move.

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

mikeal commented 10 years ago

PR is ready to go out on Monday with the schedule. Would love to get any speakers you're inviting on there :) https://github.com/mikeal/jsfest-oakland-2014/pull/30

hueniverse commented 10 years ago

It's hapiDay not HapiDay.

nebrius commented 10 years ago

Should the NodeBots event be included in this list?

terinjokes commented 10 years ago

@mikeal SushiJS get bumped?

mikeal commented 10 years ago

SushiJS and NodeBots are in the bottom without a date yet. If we have a date and venue locked in I can put them on the schedule.

nebrius commented 10 years ago

No venue for NodeBots yet, but did we formally decide on Saturday?

I know a few venues in the city I can hit up, but none in Oakland unfortunately. Do you, or anyone else have a lead on a place in Oakland to hit up?

jessepollak commented 10 years ago

how many people do you think will come? our office building could potentially work, it's in Jack London Square.

mikeal commented 10 years ago

@jessepollak less than 100. we can also cap the attendance if we have to.

nebrius commented 10 years ago

@jessepollak NodeBots is usually a smaller group, but does require workspace for hardware with plenty of power outlets. Both NodeBots day and the previous JSFest had 20 to 30 people or so, which is roughly what I would expect this time around. Does this sound like a good fit for your office?

jessepollak commented 10 years ago

Yeah, that should work perfectly. We have a big upstairs space that can fit ~50 seated at tables (and probably a few more if necessary) and then some overflow on the 2nd floor. Plenty of accessible plugs and high speed internet.

Saturday that should be doable, a weekday would be pretty much impossible.

If you give me the OK, I'll reach out to the people there and book the space.

nebrius commented 10 years ago

Thanks @jessepollak. The space and time sounds great to me. @mikeal?

mikeal commented 10 years ago

Sounds like a plan :) Can I get the address and other info to update the site with :)

jessepollak commented 10 years ago

Just got a preliminary go-ahead from them. Address is 101 Broadway, Oakland CA 94607. Y'all will have to decide timing etc, but let me know so I can pass it on.

jessepollak commented 10 years ago

Need to know a few things:

1) start & end time 2) will drink & food be server?

mikeal commented 10 years ago

we're avoiding serving food at the day time events to keep costs down, if you start before lunch plan on a 2 hour break for lunch, but it's probably easier to just start at 2pm.

thefoxis commented 10 years ago

@mikeal are we set with the dates? gonna push out the CSSConf site later this week and wanted to so some twittering + lanyrd set up today.

nebrius commented 10 years ago

I would prefer to do 10-5 for NodeBots, with a break for lunch. It typically takes 5ish hours of hack time for beginners to get their sumobots up and running fully.

mikeal commented 10 years ago

@thefoxis the daytime events (other than Monday and the unscheduled events) are locked in, so go ahead with your push :)

@bryan-m-hughes whatever you wanna do works for me :) You can update the website or I can do it later today.

nebrius commented 10 years ago

@mikeal I'll take care of it :)

thefoxis commented 10 years ago

I've added most of the speaker or RSVP events to Lanyrd, here's the guide with a list.

I also added CfP with 1st Nov as closing date and 8th Nov as notification date. Make sure to update your events accordingly if necessary and spread the word.

jessepollak commented 10 years ago

Our building says they need event insurance...is that a normal thing/do we have that?

mikeal commented 10 years ago

ya, i have an insurance provider and I buy a rider when necessary. it isn't too bad, for instance the rider fro DanceJS is only 25 dollars, but for The New Parkway it'll be a few hundred.

mikeal commented 10 years ago

@jessepollak go ahead and have them email me the details and I'll get my insurer on it.