Formula for a Successful event (by Larry Maloney):
See also: How to throw a successful event

 

We have had up to 200+ people at the Dojo for big events. 

 

We have two buildings, with 8000+ square feet of space.  If your event is over 100 people, 

you will need to be in both warehouses.

 

You could start in one warehouse (140b), then breakout into smaller groups into 140a.

 

So, here are some important details to take care of if you are going to have over 50+ people.

 

First, remember, the Dojo is a community center that runs 24/7.  When you as an event organizer, bring your event to the Dojo, you will be running your event while Dojo members come to use the facilities.  So it's important to respect the memberships usage of the Dojo, and to not crowd members out. 

 

Parking

 

 

Parking can be rough.  We have to respect our neighbors and not use their spaces.

 

Please consider the following suggestions:

 

1.) Find one of YOUR people to help with parking.  You need someone to help greet cars as they pull into the parking lot, and direct them to valid parking.  The Dojo member who is hosting your event  can instruct your people on where to tell visitors to park.

 

Also, make sure that your event attendees GET the parking map:  Hacker Dojo parking spots

 

2.) Make sure you have clear, and easy to follow directions to the Dojo.  First timers get lost and frustrated in the confusing maze of highways and back streets in our neighborhood.

 

3.) Try to have a big sign out front to guide people in. 

 

4.) We have only 3 restrooms.  This can be a frustration with large groups.  Especially if you provide food & drink.  Make sure everyone knows there are TWO restrooms in 140a, and one restroom in 140b.  If you are going to have 200+ people, you should be considerate of your host (the Dojo) and bring in some extra restroom supplies. (TP & paper towels).  Make sure the bathrooms are stocked up before the event starts.

 

5.) If you provide food & drink, (even if you don't) please clean up your mess when you are done. All garbage should be taken to the dumpster, and the lids on the dumpsters need to be closed when you are done. If your event creates a lot of excess trash, please either haul it away yourselves, or call in a junk hauling company. Past events have enjoyed working with with South Bay Haul Away. You can reach them at (408) 661-1743. Also, please recycle in the appropriate bins- this will help to keep the dumpster content down.  You can recoup some of your expenses, by taking the recyclables to the recycle center your self. $$$$  The closest recycle center is behind the Lucky's grocery store on El Camino.  Here is a map:

 

View Larger Map

 

 

6.) At the start,  AND at the end of your event, come and get a staff member, to make our Dojo presentation to the crowd.

Allocate five minutes each time.

Here is a pitch about the Dojo:

 

7.) With so many people, you should get some help for yourself.  You should have:

 

1 or 2 greeters to work with staff members to direct people to your event.  (they will have to sign in

when they come to the Dojo.  So, if you can provide additional laptops, we will provide the sign in application on your laptop.)

 

1 or 2 people to help with parking.

 

1-3 person to handle food if you have food.  (feel free to take a collection if you want visitors to pay for the food)

 

1 person to usher the crowd, or assist you personally.

 

Remember, you are the organizer, so organize.  Consider yourself the conductor of the orchestra.  If you run around playing all the instruments, the music will sound horrible.

 

8.) Come early. Like WAY early.  Too many times, organizers come late, and there is a crowd at the Dojo asking us staff members what is going on.   Members won't know how to help your event attendees, cause members are at the Dojo to work on their project.  They might not be interested in your event.

 

Keep in mind, that many of your visitors will be late.  So, you oschedule your meeting at t, but  but then START at t + 30;

 

Example:  Announce the event starts at 6:30  pm, but REALLY you start making announcements and kicking things off at 7:00 pm.

 

9.) We have a microphone, and video projector you can use, so if you need it, use it.  Just ask you host about the equipment.

 

10.) If you are charging for your event (and you can do that), you can verify Dojo members at:

 

http://signup.hackerdojo.com/memberlist

 

 

11.) Have fun!

 

PS:  Would be nice for you to personally say out loud to the crowd "I want to thank the Hacker Dojo for hosting...."

 

PSS: Feel free to embed this YouTube video about the Dojo on your Event page to let visitors know about the Dojo:

http://www.youtube.com/watch?v=rYt-E0BVSCc