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events-best-practices.md

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heyvj
2018-04-30
2021-11-25
imported from the old events wiki, may need updating

Events best practices

Best practices documentation will live here. Eventually these sub headings may become standalone wiki pages. For now, everything will be collected here.

Event preparation

Pre-event report

{ TODO: add @kyle's report to repo and outline format/key parts below }

Print materials

Designs

As of April 2018, roller banner, poster, flyer and other format designs can be found at this link.

Placing the order

The suggested quantities for a large event (c. 15,000 attendees) are as follow:

  • T-shirts: 250 (45% Medium, 35% Large, 10% Small, 10% XL)
  • Tote bags: 400
  • Buttons/badges: 500
  • Stickers: 500
  • Cards (written promo): 1,000 (cards about Decred more popular than cards about Politeia)

You can often ship directly to the event venue - this could often be the best option so please check with the event organisers.

Past prices:

  • 2,000 A6 Post Cards 330gsm 2 designs - £0.07 each
  • 1,000 Small Stickers - c. £0.10 per sticker for different sizes/designs
  • 1,500 25mm badges - c. £0.15 each
  • 400 Screen Printed Tote Bags - c. 2 each
  • 300 Medium Quality 'Heavy' T-shirts - c. £3 each
  • Total spend on merchandise for event: £2,126

Print suppliers we have used

What to wear for conferences

Business Casual Dress attire. This means Decred polo (conference shirt) with nice Jeans (no holes), khakis or dress pants (no tank tops, hoodies, or old torn T-shirts).

Nice shoes or tennis shoes (no holes or mud covered shoes).

First day of conference we wear the assigned conference shirt or Decred collared shirt. Then can wear Decred T-shirts.

If one day event can wear conference shirt or a Decred T-shirt. T-shirts should have no holes, stains, or other sign of significant wear and tear.

At the event

Stand setup

Manning the stand

Handling loiterers and speaking to everyone at the stand

When manning the stand, some people will loiter for a while reducing your ability to engange with others who are also interested. To avoid this, keep conversations at a high level when there are a lot of people waiting at the stand and offer to pick up with more detailed conversations after the event or during a break. If a conversation is going on for too long, you can try doing the following:

  1. If someone else is loitering behind waiting to ask questions, say hello to them and bring them into the conversation.

  2. Say "I'm really enjoying this conversation and I'd love to pick it up in more depth over a coffee later. Could you drop me a line?" and hand over your card.

  3. Be polite and up front - "This has been a really interesting conversation. I'm going to work the room and see what other projects are up to. Maybe Ill bump into you again soon".

Engaging with attendees

Here's an example: https://twitter.com/NoahPierau/status/986982663914434561

Networking Events