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How to be Part of the Events Group

Thanks for your interest in helping the Dojo community!  Events at Hacker Dojo are a core component of our organization, and your participation will help us provide a quality service to the community.

 

How to join events@

It's easy to join the group. Go to the events@ google group. (Tip: make sure you’re doing this through your @hackerdojo.com e-mail: http://tinyurl.com/joinevents)

That’s it! You’ll now start receiving e-mails (Tip: you may want to create a Gmail filter for these) when fellow members apply to host events.  You’ll also start receiving internal event team dialogue.)

 

The Events App

The events application lives at http://events.hackerdojo.com.

 

Features of the Event System

  • The events system lists events at Hacker Dojo, and lets members submit their own events.

    • Events have a start and end time/date.

      • Most events take place on a single day.

      • Multi-day events can be done two ways:

        • A single event that spans multiple dates -- appropriate if the event is considered to be going the entire time.  Example: A LAN party might start at 10PM Friday, and go till 4:00AM the next day (one event).  Note the event host MUST be present the ENTIRE time, or, have a detailed staffing plan approved by the events@ team.

        • One event for each day of the event -- appropriate if the event starts and stops each day.  Example:  A conference goes from 9am to 7pm Saturday and Sunday (two separate events).

    • Events usually are in one room, but may have multiple rooms or no rooms associated with them.  

  • When a new event is submitted, the events@ team is automatically e-mailed about the event and the event is placed into “pending” status.

  • Event team members have special privileges within the application.  Merely joining the events@ group  (something any Dojo member may do) as described above automatically grants these privileges:

    • They may “approve” the event, which officially moves the event onto the schedule.  NOTE: See sections below for more additional information about this exciting process.

    • They may place the event “on hold”.  This is done to allow the events team extra time to discuss an event.  Again, see below for more information on when this would happen.

    • They may “cancel” the event.  This keeps the event on the schedule, but crossed out and labelled cancelled.   Note: event hosts may also cancel their own events without special privileges (and are encouraged to do so!)

    • They may “delete” the event.  This removes the event from the schedule entirely.  One typically deletes events that were accidents, for example.

    • They may “edit” details of the event.  Most everything can be edited except for the  host.

  • Every action on the event system is carefully logged.  This includes all actions by events staff. The URL to see the log is here: http://events.hackerdojo.com/logs

  • Misc features: The event system also exposes iCal, RSS feeds, etc at the bottom of the main page.  Also a link to see past events.

  • Setup time.  If an event host reserves a room for 7-8PM, they are entitled to that room from 7 to 8pm.  It would be considered bad form for them to kick people out before the start time.  If an event host would like to reserve “setup time” for the event, they should create a separate event and change category to “setup time” for 5-7PM, for example.  The same can be done with cleanup time, if they desire. This event will be visible to the event team but generally hidden from the public on the main event listing.  This is a useful technique to alert the events@ team that more time will be needed before the event without confusing the public about the start time.

  • RSVP System: Members can RSVP to an event up to 48 hours in advance. It’s not required for admittance to an event, but is a handy feature when trying to get a head count.  The feature was added so that event hosts would potentially know how many members they would need to reserve space for, for example in an otherwise expensive class being offered to the public.

    • Special note: As a member of events@ you will have access to the “cancel” button. This does not mean you are canceling your RSVP status, it cancels the entire event.

    • Side note: The RSVP system is not widely understood or used by the membership.

 

Reporting Issues and Bugs

If you discover something wrong with the Events application, file a ticket at https://github.com/hackerdojo/hd-events/issues and e-mail internal-dev@hackerdojo.com.

 

The Internal Events Approval Process

Events that are typically quickly approved

  • Generally any sort of Dojo admin type of event such as Member Dinners, PBW, Member Meetings, New Member Orientation, etc.

  • Small meetings of fairly short duration (a few hours max.) that are of a type often held at the Dojo. Examples include:

    • Attorney office hours

  • Events under 40 people that sound like they would appeal to Dojo members, especially if they are submitted from someone that has a history of hosting events well. Some examples are:

    • Electronics workshops

    • Python programming classes

Events that are typically quickly rejected

  • Any event that requires a Temporary Use Permit, because those permits require Landlord signature, which we can’t get for events.

    • These usually include any and all of the following: an outside bouncy castle, outside tents, multiple food trucks, or more than 50 people in the parking lot.
  • Not compliant with Dojo policies, such as too many attendees for the requested room or would boost total attendance at concurrent events over legal limits

  • Scheduling conflict with already approved events.

Events that typically require discussion before approval

  • Multiple day events (Example: a 3-day conference)

  • Events that displace regular coworking (for example an event in the Savanna before 6PM)

  • Single day (or shorter) events that take over more than one room (Example: hackathon that tries to reserve both 140B and Savanna)

  • Too many events submitted at the same time (Example: a meetup that would use the Dojo capacity every Monday night for the next six weeks, or, large blocks of classes)

 

Events Group Process

Event approvals

  • If an event can be immediately approved, approve it via the regular event system interface and notify events@ (typically by hitting "Reply All" to the  automatic event email received for each event with a single word “Approved” at the top of the message).

  • Generally speaking, no event is "Immediately Rejected." Ping the group first to make sure you're all interpreting it the same way. If it does end up being Rejected, mark it "Not Approved." If the group wants to, then email the event sponsor and events@ to explain the reasoning. Explanation can be brief but should be polite and explicit.  If you are new, you may want to e-mail a draft of the message to events@ for peer review.

 

  • If an event needs discussion before a decision (in your opinion), mark the event On Hold and email events@ explaining why. Explanation can be VERY brief.  Do not include the event host in the discussion.

  • The events team has the power to suspend event privileges from members, however, the current method of ensuring quality events at the Dojo is to instead not approve events from those that have caused problems in the past.

Email etiquette

  • Important: One person from events@ should be the point of contact (POC) with an event host. Any member can declare themselves POC for efficiency’s sake.  This can be done by sending an email to the host, copying events@ on the message. (Tip: Use the “reply” button to their automatic e-mail their event generated such that the Subject line is maintained).

  • Normally other events@ team members should not contact the sponsor without going through that Point of Contact member, to avoid confusion.

  • Don’t include/CC: external parties during internal discussion.

  • CC: events@ when emailing externally to keep everyone in the loop and informed.