diff --git a/docs/_static/community/exhibition-checklist-maker-faire.jpg b/docs/_static/community/exhibition-checklist-maker-faire.jpg new file mode 100644 index 0000000..27108ae Binary files /dev/null and b/docs/_static/community/exhibition-checklist-maker-faire.jpg differ diff --git a/docs/_static/community/exhibition-checklist-oscon.jpg b/docs/_static/community/exhibition-checklist-oscon.jpg new file mode 100644 index 0000000..f0e6671 Binary files /dev/null and b/docs/_static/community/exhibition-checklist-oscon.jpg differ diff --git a/docs/community/exhibition-checklist.md b/docs/community/exhibition-checklist.md new file mode 100644 index 0000000..1adf93a --- /dev/null +++ b/docs/community/exhibition-checklist.md @@ -0,0 +1,119 @@ +Exhibition checklist +==================== + +This page is a checklist for important tasks for FOSS@MAGIC community members to follow before a public exhibition or show. +On a semester-to-semester basis, this usually means the [Maker Faire Rochester](https://rochester.makerfaire.com/) and [Imagine RIT](https://www.rit.edu/imagine/). +Occasionally, it may include a booth at a major computing conference, like [OSCON](https://fossrit.github.io/events/2017/05/10/oscon/). + + +## Purpose + +Exhibitions, trade shows, and conferences are important opportunities to showcase our community to people outside of RIT. +Around the year, students, faculty, and staff are doing cool things with open source. +We might be familiar with it being on campus, but sharing our work with others is an important part of getting our work out there to the world. +This also provides students a chance to show off some of their work to prospective employers or community leaders. + +Therefore, it is important to maintain a respectful and professional attitude for our exhibitions at different events. +They are as much a chance to promote FOSS@MAGIC as they are to promote work and efforts by individual members of our community. + + +## Staffing requirements + +**Minimum two people _must_ staff a booth/table during an exhibition.** +Three people is recommended and preferred. + +Everyone who volunteers to staff a FOSS@MAGIC booth should also have time to go around the conference, go to talks or workshops, and of course use the bathroom. +Keeping two to three people at the booth avoids one person taking everyone's questions and getting exhausted. +Be kind to your fellow volunteers and try to be flexible so everyone has a chance to volunteer at the booth, but also experience the event as an attendee too. + + +## Preparation checklist + +Sections below are in sequential order. + +### Publish call for projects on FOSS@MAGIC website + +* **What**: Make a new announcement on FOSS@MAGIC website to ask community members to submit projects for exhibition (or get help on starting projects) +* **Who**: FOSS@MAGIC staff, or student volunteers asked by FOSS@MAGIC staff +* **When**: About 4 months before event +* **Where**: [FOSS@MAGIC website - Announcements](https://fossrit.github.io/announcements/) +* **Why**: Build community interest for upcoming event and support prospective exhibitors in their project work during the semester +* **How**: See [Website - How to create announcements](/infra/website "Scroll down to 'How to create announcements' section") + +### Submit event registration + +* **What**: Submit application form to attend an event/conference as an exhibitioner +* **Who**: FOSS@MAGIC staff, or student volunteers asked by FOSS@MAGIC staff +* **When**: Typically 3-4 months _before_ event (check event website for deadlines) +* **Where**: Event/conference website +* **Why**: In order to get a booth to exhibit, we need to apply and pay any fees, if required +* **How**: + * Events we frequently attend have copy+paste text available in FOSS@MAGIC Google Drive + * However, most info we submit is also found on our [public website](https://fossrit.github.io) (see [_About_](https://fossrit.github.io/about/) and [_Projects_](https://fossrit.github.io/projects/)) + +### Add exhibited projects to FOSS@MAGIC website + +Any project we exhibit at an event needs a project profile on the FOSS@MAGIC website. +See [Website - How to add projects](/infra/website "Scroll down to 'How to add projects' section") for how to do this. + +### Add event to FOSS@MAGIC website + +Any event, conference, or show we attend needs an event profile on the FOSS@MAGIC website. +The website does not support recurring events, so each individual event should get its own profile. +See [Website - How to create events](/infra/website "Scroll down to 'How to create events' section") for how to do this. + +### Pack inventory for exhibition booth + +* **What**: Pack supplies, hardware, and other inventory for an exhibition booth +* **Who**: Booth volunteers +* **When**: 1-2 days before event travel +* **Where**: In RIT MAGIC Suite / Prof. Stephen Jacob's office +* **Why**: To prepare for the exhibit and **test all hardware BEFORE event to avoid on-site problems on event day** +* **How**: Assemble the following items: + * Tablecloth (x1) + * Printed brochures/handouts (as available, [ask FOSS@MAGIC contacts](/about/contact) for guidance) + * Laptops (x2) + * Monitors (x2) + * USB keyboard (x1) + * USB mouse (x1) + * Any physical projects to be exhibited + +#### Inventory tips + +* Hardware like monitors, keyboards, and mice are more useful for events with less travel involved (e.g. Maker Faire Rochester and Imagine RIT). + For industry conferences with longer travel and less storage, taking this hardware may be less feasible. + For conferences, consider some items above based on need and venue logistics. +* Exhibit laptops typically need access by whoever is at the booth. + Suggest turning off automatic screen-lock or creating a temporary shared password/account. +* If monitors not available, use laptops for demoing. + Note this means many hands on a device, so make sure device owner is okay with this first. + +### Set up exhibition booth + +* **What**: Set up inventory and booth for event +* **Who**: Booth volunteers +* **When**: Day of event +* **Where**: Event venue +* **Why**: To make an awesome display and get people to ask questions about what we do +* **How**: + 1. Spread tablecloth out, if event does not provide one + 1. Set up each laptop with a monitor on opposite ends of table + 1. Display [FOSS@MAGIC website](https://fossrit.github.io) on one monitor and other project work on other monitor + 1. Set up hardware projects in center of table + 1. If missing equipment or need supplies from outside the venue, [contact FOSS@MAGIC staff](/about/contact) immediately + 1. Make loose plans with all volunteers for who will be present at table when, when lunch break is, etc. + 1. Take group photo with all volunteers / staff + 1. Get lunch funds from FOSS@MAGIC staff, if applicable + 1. Go! + You got this. + Have fun! + +![FOSS@MAGIC and RITlug booth volunteers at Maker Faire Rochester 2018](/_static/community/exhibition-checklist-maker-faire.jpg) + +![FOSS@MAGIC booth volunteers at O'Reilly Open Source Convention 2017](/_static/community/exhibition-checklist-oscon.jpg) + + +## Post-event + +* Add event photos to event profile on FOSS@MAGIC website (see [Website - How to create events](/infra/website "Scroll down to 'How to create events' section") for help) +* _Optional_: Write a blog post recap of how event went, share blog link on [FOSSRIT Discourse forums](/infra/discourse)