|RE: PlanetsCon 2019! For a while, the intention was that...||Write Reply|
|Lately, I have given this some more thought. I used to think that it was all simple, that I knew nothing special, but in Wiesbaden I was convinced by @Dark+Lord that I do have quite a bit of know-how going on. So here goes:|
The optimal group is three people: one for the location, one for the events, and one for the food. None of them is a lot of work, I think, but the thing you can't do always seems impressive. That's why I am always so impressed by the cooks, I think.
The location person takes care of all the basic stuff, like who is coming when, if there's enough beds and kitchen space (or if noone is sleeping there, how to get there from the hotel). He makes sure there's a screen and wi-fi, extension cords and streaming hardware, stuff like that. I have a document somewhere, sent to me by @McNimble, with his streaming ideas. There are lots of ideas in that.
The events person does most of the email, and organises who will arrive when, who will do the presentations, in what order, do they all have presentations in a format you can use, etc. There is obviously some overlap with the streaming hardware person, but you can figure it out as it happens. This task requires a lot of email stuff, but somehow, it all sorts itself out. I have never seen an event with too few presentations.
The food person does food and drink stuff. He will likely have to ask people to help him carry stuff to the location, but that's not a problem, because if they don't help, then they don't eat and drink. To me, it seems magical what these people do, but @Robijntje says it's fun and easy. He's weird.
* If you're in Finland, you also need a hot tub master, a barbecue master, and a sauna master. Winter is coming.
If you're lucky, the location for the event is the same as the location for the evening, but that depends on the circumstances, obviously. And the money.
If you're in a city, public transport and google maps will most often be enough. If you're out in the wilds, you need someone to shuttle people. Or maybe a few. People who fly in don't have cars.
Have enough extension cords.
Have your accounts set up for the streaming ahead of time. Even though I always messed it up, it made me aware of what the problems were, and then a random @Faqudi could always help out and do in minutes what I failed to accomplish.
Keep in mind what the timezones are. Europe is ahead of America (this is a general statement :P). If you're in America, some Europeans can stay up late to watch the event, but if you're in civilised lands, the Americans will have to get up really early to catch your morning program. Keep that in mind.
Don't lose the presentation files like I did. The documentation team will want to post them in the help section.
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I probably know more details and stuff, but a lot of it is common sense, really. I will try to add to this in the coming time.