This page is only accessible via the link you’ve received, and isn’t shown on the main website. The page will also be updated often, so please check back regularly.
Table of Contents:
- Confirm event date and time
- Set up event website
- Announce event
- Create a budget and raise funds
- Create event agenda
- Promote event
- Host your event
- Provide feedback
Welcome to the OpenCon Satellite Event Host Guide. Congratulations, you’ve been approved to host an OpenCon satellite event! On this page you can find a step by step guide of what to do now. We recommend you read this page extremely carefully.
Step 1: Confirm a date and time for your event
If you need a letter of support from us to host your event, you can generate one here.
Step 2 :Set up your website
We’ll build you powerful, high quality webpages to use. We’ll provide you with a well designed website template, all you have to do is fill in the details. These websites are important because they let you:
Advertise your event,
Give logistical information about your event (including maps),
Get sign-ups for your event, on Facebook and your event page,
Create mobile apps,
and of course they’re integrated into the OpenCon main website so lots of people will find them!
To provide this functionality we’re using two platforms, Sched and Nationbuilder. NationBuilder builds the web pages, and allows you to manage attendees and Sched builds your agendas. Both are simple to use, and you won’t need any coding skills to use them.
To start to set up your webpage, complete this form. You may need to make a Nationbuilder account first. You’ll need to know what date and time you’d like your event. You’ll be asked your venue too, if you don’t know this yet, simply enter “To Be Confirmed”. All these details can be changed later.
You’ll now have a public webpage, however it won’t be linked to the OpenCon Satellite Event Directory yet. Check for an email from us, and in a few days we’ll link your page to the main directory.
Let us know when your website is set up, and we will help you set up a Facebook event from the global OpenCon page. We will then link this to your webpage, so that RSVPs on the Facebook event and website event are synced.
Edit your event basic details
Make your host profile
Step 3: Announce your event
We’re committed to promoting your event, so once your web page is finished and fully updated we’d like to announce your event to the OpenCon network. We do this in a couple of ways. First, we create a blog post announcing your event, then we’ll send an email about your event to everyone who’s signed up for OpenCon from your area.
To make an announcement for your event, fill in this form.
Once we’ve announced your event through a blog, we’ll email our lists about it.
Both of these can generated using this form. We will only be able to announce and email on your behalf if you fill in these forms.
How to use the publicity resources provided
At the resources page you’ll find a number of resources that are useful in planning and executing your event. To use most of the resources you’ll need your logo which you will receive in your satellite event logo pack (this is emailed to you).
To use the posters, name badges, direction signs etc you’ll need to edit the Google document provided. A graphic guide to doing this can be found below.
If something isn’t clear, please email lorraine[at]sparcopen[dot]org
Step 4: Create a budget, and if necessary, raise funds to support your event.
At this time we can’t directly support satellite event grants, however we can provide limited support and advice in fundraising. Most event hosts are able to cover their own costs, or incur very minimal costs. We've provided some tips on creating a budget, keeping your event low-cost, and securing sponsorships here.
Step 5: Create your agenda
It’s important to make sure your event has an agenda early so people know what happen! To help you put together a great agenda we’ve created a number of resources for you:
- Tips for Designing a Satellite Event Agenda
- The OpenCon 2015 program, which you can use to see what session videos will become available this year.
- Examples of how finished Sched's appear - Agenda, Speakers list, Attendee list.
To put your agenda on your website, please follow the guide below
Step 6: Promote your Event
On Social Media:
We strongly encourage you to not create new Facebook pages (except events) and Twitter accounts for your events. These are likely to not acquire many followers, and then require upkeep in order to look professional. We recommend you post on Facebook and Twitter using your personal and existing organizational accounts.
Using the official conference hashtag “#OpenCon” will enable people to find your event, and for us to see your posts and retweet them. We recommend you don’t give your event a separate hashtag, except under a very limited set of circumstances. If you think you may want another hashtag, please get in touch.
If you intend to do a regular meet up after your event, to may be useful to set up new accounts, but this is the only time we recommend it.
On Campus: We've created posters, leaflets and more for promotion on campus. We recommend you do this early!
Step 7: Do your event
During your event, please remember to do two things:
Take some photos of your event - they don’t need to be amazing!
Read this message at the start of the event
You can also consider livestreaming your event, if you want to reach a broader audience! You'll need a steady internet connection, and either a laptop or phone to record your event. Instructions on how to broadcast your event can be found here.
Otherwise, good luck!
Step 8: Feedback on your event
We don’t want to ask you to fill in large numbers of forms, or do too much admin as part of hosting these events. However, we do need to confirm if your event happens and some simple details about it.
We ask you do report back to us in three ways:
Fill in a short form about your event here, it should only take a few minutes. Once you do this, we’ll email you an official certificate to recognize you held an event.
Send us photos of your event. Please do feel free to have some fun with this. You can take a photo of your audience while on stage, or even a “selfie” of you and your audience. The easiest way to share your photos is to upload them to a publically accessible location (e.g our Flickr group) or the Google Drive we provided and send us the link in the reporting form.
Send your attendees this feedback form.
[Optional] If you want to share the slides from your meeting with the world, and track how many people view/download and share them you can use our presentation sharing system. Simply email firstname.lastname@example.org with the subject as a presentation title, message body as a description, and attach your presentation and you'll be emailed a public link and permanent identifier for the talk.
[Optional] Enter your speakers into the Open Research and Education Speakers database
While planning your event, please don’t forget the following guidelines:
What to do if you have to cancel your event
Simply, tell anyone who’s signed up to your event. Then, tell us! It’s vital you do this as otherwise we can’t shut down your page.