https://wiki.awesomestudies.org/index.php?title=Working_Group:_How_to_host_Awesome_Summit&feed=atom&action=historyWorking Group: How to host Awesome Summit - Revision history2024-03-28T09:52:52ZRevision history for this page on the wikiMediaWiki 1.31.6https://wiki.awesomestudies.org/index.php?title=Working_Group:_How_to_host_Awesome_Summit&diff=220637&oldid=prevDough: split up text, expanded note about local businesses2016-03-17T07:49:40Z<p>split up text, expanded note about local businesses</p>
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<tr><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>=== Donations ===</div></td><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>=== Donations ===</div></td></tr>
<tr><td class='diff-marker'>−</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>MailChimp has historically donated money</div></td><td class='diff-marker'>+</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>MailChimp has historically donated money <ins class="diffchange diffchange-inline">to help run the Summit</ins></div></td></tr>
<tr><td class='diff-marker'>−</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>Historically it’s been local businesses</div></td><td class='diff-marker'>+</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div> </div></td></tr>
<tr><td colspan="2"> </td><td class='diff-marker'>+</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>Historically it’s been local businesses <ins class="diffchange diffchange-inline">as well--get their products in front of a group of people with a track record of spending money on things for no material gain</ins></div></td></tr>
<tr><td colspan="2"> </td><td class='diff-marker'>+</td><td style="color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div> </div></td></tr>
<tr><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>Chapters that are equipped to run a summit may not be equipped to fund a summit (Unsolved problem across multiple foundations)</div></td><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>Chapters that are equipped to run a summit may not be equipped to fund a summit (Unsolved problem across multiple foundations)</div></td></tr>
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</table>Doughhttps://wiki.awesomestudies.org/index.php?title=Working_Group:_How_to_host_Awesome_Summit&diff=220636&oldid=prevDough: broke up blocks of text2016-03-17T07:48:37Z<p>broke up blocks of text</p>
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<tr><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>In all fairness, didn’t go great in Seattle</div></td><td class='diff-marker'> </td><td style="background-color: #f8f9fa; color: #222; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>In all fairness, didn’t go great in Seattle</div></td></tr>
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</table>Doughhttps://wiki.awesomestudies.org/index.php?title=Working_Group:_How_to_host_Awesome_Summit&diff=220630&oldid=prevDough: Initial dump of notes2016-03-09T06:24:29Z<p>Initial dump of notes</p>
<p><b>New page</b></p><div>== Rough Schedule ==<br />
'''Friday''' <br />
* Social events to organize people, also a travel day for some<br />
<br />
'''Saturday'''<br />
* All-day summit stuff<br />
* Party<br />
<br />
'''Sunday'''<br />
* All-day summit<br />
* Some sort of after-party<br />
<br />
<br />
== Things you need to run a summit: ==<br />
* Places to have events<br />
** Main venue<br />
** Venue for the big party, different in style and shape than <br />
** Alternative places for other parties (as needed)<br />
* People<br />
** Attend<br />
** volunteer<br />
** (It also helps if you have a city that people want to go to)<br />
* Early Announcement<br />
** Travel and housing assistance (bulk of SEA budget was travel assistance)<br />
* Food<br />
** Breakfast<br />
** Lunch<br />
* Parties<br />
* Alcohol<br />
** Something that can be had a parties<br />
* Swag<br />
<br />
== Timeline ==<br />
Helps if you start about 9 months in advance, getting funding assistance. The longer runway you have, the easier it is to get starters<br />
Planning events long-term is essential! <br />
<br />
=== Sponsorship ===<br />
In all fairness, didn’t go great in Seattle<br />
Bailouts are not a sustainable way to do business<br />
Put together a letter talking about the summit, what the foundation is, had tiers of sponsorships<br />
<br />
== If you want to run a summit == <br />
* Have a project manager and a schedule<br />
* Have a bunch of people to do the work<br />
* Would have been great: have somebody who could do scheduling and resource management<br />
* Helps to know what people are good at<br />
<br />
Every summit is a little smaller than before--first summit in Boston had 200, New York had 100, Ottawa had 50, Seattle had 67<br />
<br />
Second time we ran the summit, extra day of external-to-Foundation partners, was a little weird because it wasn’t quite an Awesome thing, may be a backburner thing<br />
<br />
=== Donations ===<br />
MailChimp has historically donated money<br />
Historically it’s been local businesses<br />
Chapters that are equipped to run a summit may not be equipped to fund a summit (Unsolved problem across multiple foundations)<br />
<br />
=== Other options ===<br />
Running a “New Philanthropy” conference on the side: happened for the New York Summit had that but it was problematic<br />
* Winning the next summit<br />
* Presentations to IHAS<br />
What opportunities are there to NOT have it in North America?<br />
* Or what about multiple summits for various countries? Stable established chapters are all in North America, for better or worse right now<br />
* The travel assistance alone for Europe would be crippling<br />
<br />
== Timeline of Summit Preparation == <br />
=== 9-12 months in advance===<br />
* Hey, we’re having an event!<br />
* (The event choosing process that we have right now doesn’t really give it enough runway: what if we announced the next two bids?)<br />
* Start asking for money and venues, follow up weekly<br />
* Used Proximate to get the registration site up and running<br />
* Get trustees to add their registration to the site<br />
<br />
=== 6 months in advance ===<br />
* Everything nailed down<br />
* Confirm travel assistance confirmation (Seattle had about 12 needing assistance)<br />
* Travel and housing assistance can take many forms, some were PayPal sending of message<br />
* Decide what kind of in-kind donations you might want<br />
<br />
=== 3 months in advance ===<br />
* Start working on housing assistance<br />
* Start booking hotels in advance<br />
<br />
=== Inside of 3 months ===<br />
* Not planning, executing on plan<br />
* Designs complete, printing complete, ideally weeks in advance to avoid rush fees<br />
* Any in-kind donations done by 2 months<br />
* If you want things from a major brand or a local brand that has been acquired by a local brand, leadtime is helpful there<br />
* Relationship with Kind began when they wanted to send stuff to Awesome Foundation<br />
<br />
=== Two weeks out ===<br />
* Food for lunch<br />
* Take advantage of Costco memberships<br />
<br />
=== Day Zero===<br />
Have the Summit!<br />
<br />
=== Post-Summit === <br />
Recovery<br />
<br />
== Documents to create ==<br />
# Brands that are worth reaching out to<br />
# Kinds of letters sent to people<br />
<br />
<br />
== Deciding the program == <br />
* Decided partially because the exact same conversations happen in the same order almost every time<br />
* Breakout sessions are the things that people normally want to talk about<br />
* Having facilitators is helpful <br />
* Think about making a bit more Unconference style with pre-filled boxes<br />
<br />
== Questions / Thoughts ==<br />
* Why are we not pulling together a super-committee of Awesome Summit folks?<br />
* Can we reach out to designers outside of the chapters, for example? <br />
* Not everybody has been to every conference, would be helpful for people to have some knowledge<br />
* Documenting the experience--sometimes the stuff from the conference ends up in the New Chapters Handbook<br />
* How do we take the gems of stuff and transfer it over to the working committees?<br />
<br />
== Awesome Summit Audiences ==<br />
Two audiences for Awesome Summit:<br />
# New people who have never been to one before<br />
#* Approach the summit with the wild optimism of Awesome<br />
#* Meeting new people<br />
# Old hands who have been to them before<br />
#* Don’t need to go to the “what challenges to chapters face?” meetings because they’ve lived those questions before<br />
#* Value is to see old friends, make new ones<br />
#* Get tactical things done<br />
<br />
Would be great to have some sort of way for people to make an opt-in to contact people<br />
<br />
== Post-mortem ==<br />
Had access to the budgets, verbal communications<br />
But that was about it</div>Dough