Problem/Motivation
We need a booth at DrupalCon, which will be staffed by volunteers who will encourage exhibit hall visitors to attend the Friday sprints, and to become a mentor if they already have experience contributing to core.
We need supplies for the booth and for the sprints.
We need a way to ship these supplies from con to con.
Proposed resolution
Booth kit. Make a doc to list the things the booth needs. Buy shipping container. Stock it. Ship it
As per @YesCT - DA is going to take care of this
Contact person for booth kit from DA - tina@association.drupal.org, https://www.drupal.org/u/tinakrauss
Remaining tasks
- find a DA contact person and confirm that this will be taken care of
- email DA contact person and ask to be sent the standard sponsor info that sponsors get about the booth, that should have the setup and tear down time info in it.
- prepare booth kit in google doc
- share google doc with DA contact person
- buy container
- stock the container
- ship the container
- after the conference, pack everything in the container and make note of what we need for next con
- give container to DA contact person
Booth staffing
- Make sure we have a Booth tab on the Mentor Spreadsheet
- Update dates/times and locations in the booth instructions.
- Make sure that people sign up
Booth kit needs
- Reusable tub / container
- Banner and banner stand
- Sprint cards
- Sprint stickers
- Sharpies, lots of different colors
- Post-Its, few different colors
- Name stickers (“Hi my name is…”, enough for 25% total sprint attendance)
- Bright colored painters tape (bright green!)
- Ream of paper
- Plastic page protectors
- Print out of the booth instructions for mentors who sit at the booth
- String
- Scissors
Optional: A monitor, with a memory stick with "slides". This can be re-used on Friday for small workshop presentations after the first workshop is done. It can be borrowed from a local community member.
DA will ship / deliver sprint kit to the sprint mentor booth on/by Monday afternoon. Mentors set up booth and re-pack kit and banner stand for DA staff after Friday sprint.
For more information visit the Core Mentored Sprint Lead Roles page.
Comments
Comment #1
kgoel CreditAttribution: kgoel commentedComment #2
kgoel CreditAttribution: kgoel commentedComment #3
kgoel CreditAttribution: kgoel commentedComment #4
dinarcon CreditAttribution: dinarcon commentedComment #5
dinarcon CreditAttribution: dinarcon commentedComment #6
dinarcon CreditAttribution: dinarcon commentedComment #7
dinarcon CreditAttribution: dinarcon commentedTim, from the Drupal Association, says that they will be taking care of the carpet for the booth. They will confirm if they will order electrical services for the booth. Otherwise, we would have to do it ourselves. Any other material for the booth should be sent to a warehouse in LA by May 4th.
Do we need to order tables and chairs? Can we use any available at the venue?
Comment #8
YesCT CreditAttribution: YesCT commentedIn the past a table and chairs were there for us I think.... Maybe confirm with Tim.
Comment #9
YesCT CreditAttribution: YesCT commenteddinarcon_: we should also try and find someone (local?) to buy or bring in a flat screen monitor, that can handle a usb stick with slides on it
Comment #10
alimac CreditAttribution: alimac commentedComment #11
dinarcon CreditAttribution: dinarcon commented@YesCT, I have posted to https://groups.drupal.org/node/466208 and tweeted https://twitter.com/dinarcon/status/591276221545086976 asking for help with the monitor. No response so far. I will keep looking for some who can help us with this.
Comment #12
tinakrauss CreditAttribution: tinakrauss commentedComment #13
YesCT CreditAttribution: YesCT commentedadding mentor booth instructions to the kit. (for mentors who sit at the booth) See #2460565: Google doc for mentor booth instructions
Comment #14
alimac CreditAttribution: alimac commentedComment #15
alimac CreditAttribution: alimac commentedComment #16
greggmarshallDrupalCon Barcelona had 300 Hello My Name is badges and we ran out by 11:30 am. Probably could have used 500 to cover first time and mentored sprints. For larger NA sprints, I'd guess 700 would be needed, guessing 25% of total attendance is a good estimate.
Comment #17
David Hernández CreditAttribution: David Hernández as a volunteer commentedHere is a checklist of things to take care before a Con for the mentoring booth:
Lessons I learned on BCN:
Comment #18
dinarcon CreditAttribution: dinarcon commentedComment #19
tatarbjI'm closing this issue as as part of issue queue clean-up meta: #2960983: [meta] Plan for Mentoring Project/Issue Queue. This does not mean topics in this issue is or was not important or completed.
As issue seems important as its lessons learnt, still was mainly about DrupalCon Barcelona and because of it fits well to the criteria of being outdated.