Bits of Freedom
Bits of Freedom

Tinkerer and thinker on everything free and open. Exploring possibilities and engaging with new opportunities to instigate change.

Jonas Öberg
Author

Jonas is a dad, husband, tinkerer, thinker and traveler. He's passionate about the future and bringing people together, from all fields of free and open.

Share


My Newsletters


If you're interested in what Commons Machinery, Elog.io, or myself are up to, I'd love for you to be part of my notification lists. It's pretty low volume, a few messages per month, depending on which notifications you sign up for. Thanks for taking an interest!

Read more & subscribe

Logistics of an event

Jonas ÖbergJonas Öberg

Diagram of the Upper level of Grand Central Terminal in New York City in 1939
Diagram of the Upper level of Grand Central Terminal in New York City in 1939

The FSFE is participating in many events throughout the year, and from my years organising FSCONS, I would say that I know one or two things about the logistics of an event too. At this weeks staff meeting in Bucharest, Romania, one of our first sessions focused on the logistics of a well run event. There's a lot that we, as an organisation, can do to contribute to the event where we participate, including publishing information about the event through our channels, inviting speakers, maintaining a relevant booth, and so on. As well as information that the organisers can provide that facilitate our work and the work of our volunteers in the event.

What we hope to see for each event:

  1. Scheduled time before and after the event for setting up and tearing down a booth
  2. Floor plans of the event with booth spaces and conference venues indicated
  3. An easy registration system for participant information
  4. A back wall of the booth (not empty space or a glass window
What we need to do for each event:
  1. Identify who in our community and among our members and staff will be at the event
  2. Communicating the event in our newsletter (in due time)
  3. Create an events entry on our web pages to promote participation
  4. Send email to our regional fellows with information
  5. Reach out to our local or topical groups that may be interested in the event
  6. Advertise talks from our community at our booth during the event
  7. Invite (where appropriate) for Q&A sessions at the booth
  8. Provide information material about Free Software in the local language(s)
If you're interested in helping out at an event we're participating at, there's a lot that you can do, depending on how much time you have:
  1. Distribute our leaflets
  2. Wear an FSFE t-shirt or other "swag"!
  3. Volunteer to help out in the booth
  4. Give a talk or workshop in an area that interests you
  5. Tweet, dent, spread information in social media about the event and the FSFE's presence (take action photos!)
  6. Come to the booth to meet us, and let the booth volunteers know what a great job they do (hint: most booth volunteers love to try out local delicacies, especially if that include chocolate in any form!)
I hope to see you at an event soon!
Jonas Öberg
Author

Jonas Öberg

Jonas is a dad, husband, tinkerer, thinker and traveler. He's passionate about the future and bringing people together, from all fields of free and open.