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

kgoel’s picture

Title: Submit community booth signup for DrupalCon » booth kit for DrupalCon
Issue summary: View changes
Parent issue: #2460555: Submit community booth signup for DrupalCon » #2232047: [META] Get ready for DrupalCon
kgoel’s picture

Issue summary: View changes
kgoel’s picture

Issue summary: View changes
dinarcon’s picture

Issue summary: View changes
dinarcon’s picture

Issue summary: View changes
dinarcon’s picture

Tim, 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?

YesCT’s picture

In the past a table and chairs were there for us I think.... Maybe confirm with Tim.

YesCT’s picture

dinarcon_: 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

alimac’s picture

Title: booth kit for DrupalCon » Mentoring booth kit for DrupalCon
Project: Core office hours tasks » Mentoring
dinarcon’s picture

@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.

tinakrauss’s picture

Issue summary: View changes
YesCT’s picture

Issue summary: View changes

adding mentor booth instructions to the kit. (for mentors who sit at the booth) See #2460565: Google doc for mentor booth instructions

alimac’s picture

Title: Mentoring booth kit for DrupalCon » Mentoring booth kit
Category: Task » Plan
alimac’s picture

Title: Mentoring booth kit » Mentoring Booth
Issue summary: View changes
greggmarshall’s picture

Issue summary: View changes

DrupalCon 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.

David Hernández’s picture

Here is a checklist of things to take care before a Con for the mentoring booth:

  • "Hello my name is" cards, as @greggmarshall suggest, 25% of the total attendance.
  • Find a monitor for the stand.
  • Prepare slides for the monitor.
  • Check we have enough contributor cards and stickers.
  • Order new cards and stickers if necessary.
  • Have always a laptop on the booth, so people can register as a mentor.
  • Prepare instructions for mentors at the booth.

Lessons I learned on BCN:

  • People often take some cards to bring to their local groups. I think that's great to promote local sprints, but take care that they don't take a lot of cards.
  • Don't leave too many stickers on the booth, because people love stickers. Better leave only a few and tell people that to get them, they need to achieve the tasks on the cards.
  • There is a lot of people who signs in the spreadsheet for helping on the mentor booth and they don't show up. We may need ways to remind them to come to the booth. The newsletter could be enough, if not, maybe a personal e-mail.
  • During all the time I spent on the booth, I had the feeling that lot of people thought about the booth as another company. Some people directly came asking what were our services.
  • The busier moments on the booth are during lunch, coffee breaks and exhibit hall openings. To allow the volunteer to have lunch, we should schedule the booth replacements during lunch, so the person who was there can have time to grab food and the person who replaces, had time to have lunch.
  • It could be good to have a way to attract more people. There is a lot of people who look at the booth and don't stop by unless you talk to them.
dinarcon’s picture

Issue summary: View changes
tatarbj’s picture

Status: Active » Closed (outdated)
Related issues: +#2960983: [meta] Plan for Mentoring Project/Issue Queue

I'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.