ConferencePlanning - Revision history

Jtf: add information about budget and sponsors

2025-11-05T16:07:37Z

add information about budget and sponsors

Jtf: /* Choosing a venue */

2022-10-26T16:40:45Z

Choosing a venue

Jtf: /* Physical requirements */

2022-10-26T16:31:12Z

Physical requirements

Jtf: /* The Power of Individual Invites */

2022-10-26T16:16:17Z

The Power of Individual Invites

Jtf: /* The Power of Individual Invites */

2022-10-26T16:15:42Z

The Power of Individual Invites

Jtf: /* Marketing for attendees */

2022-10-26T16:11:48Z

Marketing for attendees

Elefevre: minor formatting of the email

2019-06-07T20:01:13Z

minor formatting of the email

Elefevre: fix typos

2019-06-07T19:54:24Z

fix typos

Elefevre: fix title for a linked page

2019-06-07T19:38:21Z

fix title for a linked page

Robpark at 15:13, 2 September 2016

2016-09-02T15:13:15Z

@@ Line 14: / Line 14: @@
 *** meetup.com
 *** lanyard
 ==Marketing for attendees==

@@ Line 86: / Line 86: @@
 ** where the venue people have been more enthusiastic about hosting the conference
 ** which felt more responsive during the talks/emails
+* hidden costs that might come with a venue
 ===Once a venue has been confirmed===

@@ Line 54: / Line 54: @@
 ** We arrange the chairs in circles, instead of traditional classroom style. That changes the number of people that fit into one room.
 ** We frequently use concentric circles to increase the capacity in the room.
 ===Where to find to find no cost/very low cost venues===

@@ Line 40: / Line 40: @@
 Not sure about the rest of the world, but in Europe people are quite happy to travel, so having people from Finland attend the conference in Budapest is normal. Starting with the venue location, advertise in an ever growing radius.
-===The Power of Individual Invites===
+===The power of individual invites===
 One of the most powerful ways to get attendance is to invite people personally. This is much more effective than promoting to groups generally. Be sure to notify people well in advance so that people have the opportunity to make plans and to block out the time on their calendar.

@@ Line 42: / Line 42: @@
 ===The Power of Individual Invites===
 One of the most powerful ways to get attendance is to invite people personally. This is much more effective than promoting to groups generally. Be sure to notify people well in advance so that people have the opportunity to make plans and to block out the time on their calendar.
 ==Venue Search==

← Older revision		Revision as of 16:11, 26 October 2022
Line 39:		Line 39:

	Not sure about the rest of the world, but in Europe people are quite happy to travel, so having people from Finland attend the conference in Budapest is normal. Starting with the venue location, advertise in an ever growing radius.		Not sure about the rest of the world, but in Europe people are quite happy to travel, so having people from Finland attend the conference in Budapest is normal. Starting with the venue location, advertise in an ever growing radius.
		+
		+	===The Power of Individual Invites===
		+	One of the most powerful ways to get attendance is to invite people personally. This is much more effective than promoting to groups generally. Be sure to notify people well in advance so that people have the opportunity to make plans and to block out the time on their calendar.

	==Venue Search==		==Venue Search==

@@ Line 88: / Line 88: @@
 * conference organizers will send the following email to the logistical contact at the venue:
 Thanks for hosting CITCON (Year and City)!
@@ Line 102: / Line 103: @@
 Thanks again for your help!
 ==Catering==

@@ Line 1: / Line 1: @@
 For details on administering this wiki and website, look at [[Administrating the CITCONF.COM website]]
 ==How to Run a CITCON==
-The organizers use a pretty straight forward process for running the CITCON conferences. Below are the details.
+The organizers use a pretty straight forward process for running the CITCON conferences. See details below.
-JTF and PJ are known for their classic opening speech for the conference. They have been doing the same speech since nearly the inception of CITCON. [[Opening Speech|More details...]]
+JTF and PJ are known for their classic opening speech for the conference. They have been doing the same speech since nearly the inception of CITCON.
 ==Date & Location selection==
-* happens on the organization mailing lists
+* happens on the organization mailing list
 * location requirements:
 ** should have good (international) connections (airport, international railway stations, etc.)
@@ Line 29: / Line 29: @@
 * reach out to other events' hosts (e.g.: coderetreat, devopsdays, etc.)
 * past relevant conferences in the area (see how far to reach out below)
-* exchange advertisments/mentions with other upcoming conferences in the area
+* exchange advertisements/mentions with other upcoming conferences in the area
 * twitter - always make it personal, and take it offline (email) once rapport is established
 * reach out to topical podcasts (e.g.: [https://twitter.com/foodfightshow @foodfightshow], [https://twitter.com/ShipShowPodcast @ShipShowPodcast], and probably a ton of others)
 Some of the groups & communities above are the same as the ones mentioned in the venue search - not surprisingly :)
-it requires a bit more work than just broadcasting your message (aka tweeting into the void), but not much much more, and once you get the hang of it, you can do a lot in a week, even if you make a daily quota of reaching out  to 2-3 people
+It requires a bit more work than just broadcasting your message (aka tweeting into the void), but not much more, and once you get the hang of it, you can do a lot in a week, even if you make a daily quota of reaching out to 2-3 people.
 ===How far to reach out for attendees?===
-Not sure about the rest of the world, but in Europe people are quite happy to travel, so having people from Finland attend the conference in Budapest is normal. Starting with the venue location, advertise in an ever growing radius
+Not sure about the rest of the world, but in Europe people are quite happy to travel, so having people from Finland attend the conference in Budapest is normal. Starting with the venue location, advertise in an ever growing radius.
 ==Venue Search==
@@ Line 46: / Line 46: @@
 * One larger room, and 3 or 4 smaller rooms
-** We usually have one large room that can accomodate everyone at the conference (125) with 3 or 4 smaller rooms for breakout sessions that run in parallel.
+** We usually have one large room that can accommodate everyone at the conference (125) with 3 or 4 smaller rooms for breakout sessions that run in parallel.
 ** We arrange the chairs in circles, instead of traditional classroom style. That changes the number of people that fit into one room.
 ** We frequently use concentric circles to increase the capacity in the room.
@@ Line 60: / Line 60: @@
 ** etc.
 * educational institutions
-** Second tier but upcoming universities - established leading colleges are not only renting place, but also endorse you via their reputation, and thus for a(n often significan) cost. It works in the reverse with the next group of unis that would benefit from hosting a conference
+** Second tier but upcoming universities - established leading colleges are not only renting place, but also endorse you via their reputation, and thus for an (often significant) cost. It works in the reverse with the next group of unis that would benefit from hosting a conference
 ** high schools with an emphasis on IT in their curriculum
 * (tech) training companies - they already have the venue & the experience and hosting is a kind of advertisement for them
@@ Line 75: / Line 75: @@
 ===Choosing a venue===
-* probably any venue you consider describing to the list is gonna be good enough.
+* probably any venue you consider describing to the list is gonna be good enough
 * having a floor plan helps the committee
-* choosing between multiple potential venues (unless the price difference is enermous): go with the one
+* choosing between multiple potential venues (unless the price difference is enormous): go with the one
 ** where the venue people have been more enthusiastic about hosting the conference
 ** which felt more responsive during the talks/emails
@@ Line 85: / Line 85: @@
 * establish a point of contact at the venue for logistics.
-* have local venue coordinator send and introductory email to the logistical point of contact and the sponsor@citconf.com mailing list, including the conference organizers.
+* have local venue coordinator send an introductory email to the logistical point of contact and the sponsor@citconf.com mailing list, including the conference organizers.
 * conference organizers will send the following email to the logistical contact at the venue:
@@ Line 92: / Line 92: @@
 We are excited to work with you on this event.  As a venue sponsor (Venue Name) receives all of the benefits of a full conference sponsor.
-Could you please send us both a web ready logo (jpeg, tif, or gif) and a print quality logo (eps or ai)?  We will use these on the conference website, posters, and T- shirts. Also, can you please lets us know what web address you would like your logo to link to.
+Could you please send us both a web ready logo (jpeg, tif, or gif) and a print quality logo (eps or ai)?  We will use these on the conference website, posters, and T- shirts. Also, can you please let us know what web address you would like your logo to link to.
 Here are a few things we would like to check on to get started:
-. Do you have any preferred catering vendors?
+# Do you have any preferred catering vendors?
+# Are you willing to receive delegate give away items from event sponsors and hold them until the event? (They wouldn't arrive until shortly before the day of the event.) If so, to what address and to whose attention should these item be sent?
-. Are you willing to receive delegate give away items from event sponsors and hold them until the event? (They wouldn't arrive until shortly before the day of the event.) If so, to what address and to whose attention should these item be sent?
+# What items A/V and other items are available for conference use? i.e. projectors, microphone/sound system, white boards, etc.
+# Is access to the building limited, is there security, will we need cards or pass codes? Is security aware that we are going be there? (e.g.: if normally they don't provide weekend personnel, they might need to do so 'coz of the conf. See Helsinki)
 Thanks again for your help!
@@ Line 112: / Line 109: @@
 If that's not the case, just search for location name & catering, and ask them for a quote.
-Also, while the word "catering" is used, it doesn't have to mean waiters  - delivered food with plastic utensils can be just as OK
+Also, while the word "catering" is used, it doesn't have to mean waiters  - delivered food with plastic utensils can be just as OK.
 While it helps if the vendor's people speak English, as long as one of the CITCON volunteers can communicate with them, it's OK.
@@ Line 129: / Line 126: @@
 ** Friday evening reception (19:30-21:00)
 ***delivery time 19:30
-*** i.e. finger-food, canapés, hors d'ourves, pizza
+*** i.e. finger-food, canapés, hors d'oeuvres, pizza
 **** plates, napkins and utensils need to be included
 *** soft drinks, coffee, water
@@ Line 161: / Line 158: @@
 ===Event logistics===
-* make sure the catering and the venue people know each others contact details (get permission from both sides)
+* make sure the catering and the venue people know each others' contact details (get permission from both sides)
 * be sure they have discussed the logistics (will there be someone in the morning at the venue when the catering people show up? Or can they enter the building?)