[EVENT] How to organise an event - answers, tips, tricks and

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Marshalrusty
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[EVENT] How to organise an event - answers, tips, tricks and

Post by Marshalrusty »

If you are trying to organise an event and feel stuck or overwhelmed, this is the place to ask questions. Based on the questions being asked, I will update this post with an FAQ/Guide for future organisers.

The following is a rough procedure for setting up an event
  1. Gauge interest in your area by starting a topic in this forum and asking for potential attendees.
  2. You may be able to ask interested users in your area to assist with preparations. This does not have to be a solo effort.
  3. Locate a suitable location for the meeting. Most hotels have a limit on how many people can be present in their conference halls.
  4. Based on location availability and community suggestions, choose a suitable date and time for the event.
  5. When you have booked the location, edit your topic's title to abide by the guidelines.
  6. Update the first post of your topic with as much information as possible in order to attract attendees.
  7. Create a method for users to RSVP for the event.
  8. After the event has taken place, be sure to update your topic with summaries, photos and videos so that the entire community is able to join in.

I now open the floor to your questions...
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Re: How to organise an event - answers, tips, tricks and advice

Post by smithy_dll »

If you don't want to spend money on a hotel conference room.

Many public libraries have rooms that community groups can book for free. Also try a local university to see if they will sponsor you a room.
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Re: How to organise an event - answers, tips, tricks and advice

Post by idiotnesia »

is it possible to invite the phpbb team to the event?
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Re: How to organise an event - answers, tips, tricks and advice

Post by karlsemple »

idiotnesia wrote:is it possible to invite the phpbb team to the event?
You can invite :) , but unless you have Team members living locally or visiting the area anyway it is unlikely Team members will turn up, can you imagine the cost for the Team members in question if they are expected to attend multiple meets.
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How to organise an event - answers, tips, tricks and advice

Post by RMcGirr83 »

Marshalrusty wrote:If you are trying to organise an event and feel stuck or overwhelmed, this is the place to ask questions. Based on the questions being asked, I will update this post with an FAQ/Guide for future organisers.

The following is a rough procedure for setting up an event
  1. Gauge interest in your area by starting a topic in this forum and asking for potential attendees.
  2. You may be able to ask interested users in your area to assist with preparations. This does not have to be a solo effort.
  3. Locate a suitable location for the meeting. Most hotels have a limit on how many people can be present in their conference halls.
  4. Based on location availability and community suggestions, choose a suitable date and time for the event.
  5. When you have booked the location, edit your topic's title to abide by the guidelines.
  6. Update the first post of your topic with as much information as possible in order to attract attendees.
  7. Create a method for users to RSVP for the event.
  8. After the event has taken place, be sure to update your topic with summaries, photos and videos so that the entire community is able to join in.

I now open the floor to your questions...
You left out one
  1. Provide beer for RMcGirr83
Other than that, looks pretty good. :lol:
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Re: How to organise an event - answers, tips, tricks and advice

Post by Phil »

If you're hoping to attract team members, your best bet will probably be to locate it near someone as none of us are rich enough to travel obsessively ;) The team map has a decent number of us on it.
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Re: How to organise an event - answers, tips, tricks and advice

Post by Marshalrusty »

Many of us would come if you pay for the ticket :lol:

Could use a vacation.
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Re: How to organise an event - answers, tips, tricks and advice

Post by idiotnesia »

that's what I mean, pay for ticket, pay for hotel, pay for food :p

Cause my country is far far away :D

Maybe someday i will arrange it but it looks like i need to find some sponsor :D
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Re: How to organise an event - answers, tips, tricks and advice

Post by novice programmer »

Why we are supposed to make events on the real ground?

We can use second life (SL) so we can make events there.

Many of us have got a computer and a high speed internet access, so no payments would be needed to invite team members!

Second Life can be found at secondlife.com

Just giving ideas!

Greetings!
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Re: How to organise an event - answers, tips, tricks and advice

Post by Phil »

I believe that the idea is to allow users to interact personally -- something that the system of forums does not offer. In terms of meeting online, we could simply use IRC or this forum, but where's the fun in that? :lol:
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Re: How to organise an event - answers, tips, tricks and advice

Post by novice programmer »

iWisdom wrote:I believe that the idea is to allow users to interact personally -- something that the system of forums does not offer. In terms of meeting online, we could simply use IRC or this forum, but where's the fun in that? :lol:
You are true, but we can make voice interacion at least, a great thing when there is no events you can assist due to your own location.
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Re: How to organise an event - answers, tips, tricks and advice

Post by ameeck »

You can't replace a normal eye-to-eye conversation. Of course you can rig up something like Teamspeak, but people will tend to talk over each other and you can't speak with one person while having the others just a few meters away from you :)
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Re: How to organise an event - answers, tips, tricks and advice

Post by drathbun »

You just can't replace the feeling of being there and being able to interact with another person. Going to Londonvasion was one of the best trips I've made in a long time.
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Re: How to organise an event - answers, tips, tricks and advice

Post by keddy1 »

I wish I could have also been part of such an event.but anyways nice tips.I am suppose to organise the anual function of my institution.these would definitely help
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Re: How to organise an event - answers, tips, tricks and adv

Post by pagaden14 »

I guess the most important thing is interpersonal skill and creativity in problem solving...thanks for the tips though
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