Best Practices & Reviews

Starting to organize the next event:

• Create milestones for when what has to be done
• Recreate all issues for sponsoring and the events itself

Right after beginning to organize the event

• Find a location (and date that works for the location)
• Let community determine the next color for JSCC

Three months before the event

• Add jobs-to-do board and make it available on the website

Two months before the event

• Highlight the jobs-to-be-done board and make people register for it
• Open the registration

One month before the event

• Order T-Shirts and remove the T-Shirt option from Pull-Requests

A week before the event:

• Order food
• Order drinks to arrive two days before the event

Day before the event:

• Setup the notes repository

Directly before the event

• Setup the welcome board (whiteboard with markers)
• Setup twitter wall at location (follow #jscc tag?)

Start of the event

• Announce sponsors
• Announce organizational things
  • Any special requirements for the location?
  • Where are the restrooms?
  • Where can you get something to drink?
  • When/what is there for lunch/dinner?
  • What rooms can we use?
• Announce evening activities (party, board games, etc.) and add them to the schedule
• Announce notes repository and make people aware they may share
• Start the market place!

Closing

• Thank all the sponsors and participants
• Ask for feedback!
• Make people aware of the notes repository again and let them link their blog posts etc.
• Make people aware they can join and help for the next year as well

After the event

• Collect the feedback from all channels
• Schedule a retrospective
• Create issues what to do better next time, update this Wiki page

General considerations

• Having a microphone at the location would help
• A second grill makes sense for the amount of people waiting for BBQ
• Make sure there is a good wifi setup at the location and people can use it with their devices
• Have vegan, vegetarian options for dietary requirements plus a string field "allergies"
• Detect no-shows by using name-tags or let people sign a paper at the event

Website

• Add a chart that shows the registrations to the website
• Make people aware of the milestones and what they mean (when the deadlines for t-shirt and food ordering is, etc.)