Organizing a Dojo

If you want to organize your own Dojo, you might want to know what you're getting into. Here's what's involved:

Timeline

The more time you have to organize an event, the better it's going to go. Once you've selected a date for the event, there are certain things that need to get done in the time leading up to that date, as well as what comes afterwards. Here's an example of a schedule, but note that depending on the size of the event, this may shrink or grow in length.

When

What

-220

Call for Presentations opens. Don't expect anyone to pay attention until 2 days before the deadline

-150

Call for papers closes. Schedule selection begins

-120

Publish schedule

-115

Schedule tweets for each presentation. If possible mention the speaker's twitter handle

-100

Blog posts with interviews with speakers

-14

Final social media post advertising registration, and the schedule

-7

Email registered attendees reminding them of the event, and giving venue directions, contact info, schedule updates, and any last-minute information

0

EVENT TODAY

+1

Send email thanking attendees for coming. Include links to where you'll be posting followup info, videos, etc

+30

Attendee email - where are the videos, slides, blog posts, etc from the event. Will there be an event next year?

Venue and Date selection

You'll need a venue and a date for your event. You want to announce the event far enough in advance that people can make plans to attend, and this will vary greatly depending on who your target audience is. If attendees will all come from the local area, and perhaps from established meetup groups, you will need less time to promote than if attendees will travel internationally to attend, for example.

Ensure that the selected venue has adequate space for the talk sessions, a general area for unstructured conversations, and a display table of some kind where CentOS swag can be laid out along with information about the event and about CentOS.

Ensure that the selected date does not conflict with any major regional event, important holidays, or sporting events. These will affect venue cost, attendance, and available parking, among other considerations.

Local Universities are often willing to make meeting space available inexpensively, or even free in many cases.

Coordinate with the CentOS Promo mailing list, so that we can help you look for a venue, as well as help promote the event.

Content selection

For a small event, you can typically run a Call For Presentations (CFP) in a Google Doc, or even in an etherpad.

Involve the community in content selection.

Consider setting a theme for submitted presentations. This makes the event easier to promote, and may be chosen to coincide with the venue you've chosen. For example, a Dojo at a supercomputing facility is likely to focus on topics of HPC and scaling.

Invite a prominent speaker from the CentOS community, or from local industry, to give an interesting or entertaining opening talk. The CentOS Promo list can help you find and contact such people.

Promotion

Promote your talk via

On-site

There are many things that attendees will expect of you on-site.

Afterwards

After the event, you'll want to publish any video you captured, presentation slides, photos, and blog posts about the event. Use a consistent hashtag for your event, as well as #CentOSDojo, to promote these media.

Encourage speakers to write about their experience on their blog, or, if they don't have one, they can write a guest blog on the CentOS blog.

Events/Dojo/Organizing (last edited 2019-01-11 21:44:28 by RichBowen)