Roundtable Workshop Format

how to organize something at hsb ? what steps should i take to get something started ?

kickstart it

let's say you're incredibly interested in some topic, but you need some info/know-how to get you really started. how to get it going ?

a great way is to organize a little openspace/workshop/hacknight on the topic of interest. so not only you get kickstarted, but you immediately got some peers.

• set up a wiki page to gather & condense info (put your ideas/outline, + contact info)
• being the information-junkies we are... there's always going to be peers interested, quickly ask around at hsb, code31-mailinglist, bxlug-list, etc; setup a doodle and spam the URL of your wiki page around
• find someone experienced aka the Expert; in practice, it shouldn't be too hard: ppl will come over with possible contacts, look around on conferences etc.
• fix a date (keep an eye on the availability of your expert, the kitchen mailinglist, hsb's agenda etc, participants'doodle).
• spam around writeup an email-announcement (techtue, code31-mailing, personal contacts etc - don't forget to mention date, time, and a link to your event page on the wiki)
• find someone with keys of hsb,
• be there a bit in advance to prep the space (check the heating, projector, network, power) and have a great afternoon/evening/hacknight !

so the incentive of organising a workshop should come from the interested 'public' imho the burden of actually organising is split in two:

• the expert preparing his topic/doing intro
• the host, taking care of doing PR, preparing the space

Steps

setup a wiki page

• Hit the "add an event" button on the wiki
• (optional) find a clever name for the thing.
• Don't add a date just yet.
• Create content: I just googled a bit and pasted some links

ask around

• come over to hsb and see who's interested
• create an event page (click add an event on the sidebar of our wiki) - don't add a date yet
• talk to the interested participants you know, ask them what they expect. Tell then to get involved by adding that to the wiki.
• Don't worry if no-one edits the wiki. :-)

find expert(s)

• probably one of the peeps at hsb is into it?
• the more, the better
• give them a link to your wiki page, so they have a direct way to communicate to the public

create an announcement

Check formally for interest, doodle works good for this:

• you see who is interested
• You see when they'll be able to attend
• For people it's easier to register on the doodle

If you set a time, choose wisely, if it's going to take >3.5 hours, go for the afternoon.

fix a date

After a while the doodle will have some participants. Choose the date with most ppl.

If there are two dates, ask the experts which one they prefer.

Now you can send a mail to the mailing-lists and add the date to the eventpage on the wiki.

• keep an eye on the agenda (if you can't find a date to have the space for yourself, try to be creative and combine activities?)
• preferably not on techtue (unless it's a short session of half n hour/one hour)

spam around

• code31 at lists.code31.org
• kitchen
• mom on techtue (no don't take your mom, please :-)

in the space, before the event

• get keys, or find someone to open up (peeps with keys are listening on the kitchen mailing list)
• be there an hour in advance, find a good spot, setup the projector, check the network(power & internet-connectivity, put the heating on

the event

• Don't panic
• Welcome participants, collect some cash for HSB if you requested (eg. members for free, 5EUR for others)
• enjoy

Cases

Setting up ForkFest09

(hansf's experiences)

Starting point: I wanted to know more about code repository systems.

Thaught: everybody knows some code versioning, but most of them probably want to know more.

I checked with my friends of the space if they would be interested in this, there was indeed some interest. So I decided to set it up.

from Hans to code31
	
Hey Peeps,

Almost everybody 'knows' how to use some kind of version control,
but almost everybody I meet has the feeling they are not using it
to it's fullest potential.

So we're going to do a small meet-up to fix that.

Temp wiki page here: http://hackerspace.be/ForkFest09
Feel free to edit.

When? You decide!
http://www.doodle.com/tdaswafv872f6zpz

Grts,

Hans