Hi all,
Louis asked me to share our (FR project) experiences with booth
organization.
I didn't know where to send it so I cross post here and to the [EMAIL PROTECTED],
but I think discussion should take place on [EMAIL PROTECTED] list.
So here his a list of ideas/things that we use for our booth, I hope it
will help some of you and me later with your comments :)
* members
The first thing is to find volunteers in the community :)
- try to have 3 persons always available on the booth,
- organize the presence so that every body has time for lunch and to
take a pause (events are always very tiring :)
- most of the time there is railway or flight charge reductions for main
events, you may ask the organization for the code or agency where the
ticket are delivered
- sometime this is the organization that take members travel in charge,
so don't forget to ask how to have your members travel reimbursed
- try also to organize accommodations, it's always fun to be together
after and before the opening, have some time to discuss and know each
other better.
*booth organization
- I ask in general for 10 m², one table and 3 chairs to be sure to have
at least 8 m², one table and 2 chairs ;)
- If the booth is for fee try to be invited by one of major attendees
using OOo (we do that for Education events, we are on the FLOSS dpt of
National Education booth).
- ask about wifi access or Internet access (wep key and ip numbers) and
cables needed to be connected
- don't forget small material like scissors, plug... always needed
- get an insurance if the organization don't have one for attendees and
booth
- get 2 or 3 theft protection devices for laptop for your members (very
important believe me !)
- communicate the list of your members so that they get their pass
before the event
About goodies :
. if you have no money : distribute candies, it's always appreciated :)
. if you have a little more money : stickers are not very expensive and
also appreciated
. if you have more money : t-shirts and cds can get you more money at
the end of the day ;)
The banner we have was sponsored by the fr community after a call on our
lists. Don't hesitate to do so, people prefer to contribute to something
they can touch than to give money for a project they don't really know
about. And don't forget to send some photos ;)
*communication
- sometime you can ask for a communication page (or place) in the event
official guide for free
- you may also put some flyers in the press room *before* the opening of
the event, journalists are used to take them in their boxes at the
opening and go away.
- I don't know if that exist else where, but in France, there is an on
line agenda listing all FLOSS events throughout the country (see for
example http://www.agendadulibre.org/ leading here to a future OOo conf
description http://www.agendadulibre.org/showevent.php?id=344), so you
may also subscribe your event here if it's a regional OOoCon for example.
Well that's all for now :) Don't hesistate to add what could be useful
for us, or remove what sounds not, this could begin to be our template
to organize our booth participation.
Kind regards
Sophie
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