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Considerations

Organizing a RHoK event can be a fair bit of work. We recommend finding a small group of people to work together to organize an event. Here are some things to consider before you apply for a RHoK event:

Forming a team:

RHok Events are a lot of work. You’ll be arranging everything from refreshments to Internet access to cleaning up at the end. It is highly recommended that you have a team to help with organising the event.

Choosing an Event Lead:

Many local RHoK organizing teams are set up as flat communities that split the work amongst themselves and make all decisions together. The RHoK Global Coordination Team at GWOB works that way, too. However, we still use job titles, because we find them useful. We believe that titles should describe a person’s responsibility, not necessarily confer authority. As such, when you name an Event Lead, you are not necessarily saying that they get to make all or any of the decisions. You are simply saying that person has certain responsibilities which the outside world might expect when dealing with the person who has that title. As an example, the Event Lead would be responsible for:

  1. Communication with the global community.

  2. Effective coordination and facilitation of the local organizing team’s efforts.

  3. Signing any agreements necessary in the course of organizing the event (contract for the venue, agreements with sponsors, etc)

  4. Act as the face of the community.

We require that one person, or at most two people, be declared the Event Lead for the purposes of coordinating with RHoK Global. This allows us a clear line of communication with your local organizing team. It is ideally recommended that the Event Lead have been a part of previous RHoK Events and have detailed understanding of how RHoK Events work.

Selecting a venue: The venue you select will set the tone of the event and dictate its complexity. Consider what you will need:

  1. Tables and chairs for small group work

  2. Capacity for 25-150 attendees (depending on event target size)

  3. Access to public transport (if available in your city)

  4. Ability to bring in food from outside

  5. Access to electricity/plugs for attendees

  6. Bandwidth sufficient for all attendees to be actively using the internet Simultaneously via WiFi

  7. Projector/screen

  8. Access to a printer

Event Promotion: Promote the event to subject matter and technology experts through

  1. Local and regional media

  2. Blogs

  3. Local and regional academic institutions

  4. Social media platforms such as Twitter and Facebook

  5. Email

  6. Leveraging local sponsor networks

  7. Writing a blog posts before, during and after the event

  8. Posting media when possible to Flickr and YouTube

Sponsorship Management/Fundraising: Approaching potential sponsors to acquire in-kind service and/or funds to cover venue, food/drink, prizes and swag. Posting sponsor logos on event webpage on the RHoK website and providing sponsor coverage in press outreach. Managing event costs and reporting event income and expenses on RHoK site.

Subject-Matter Expert Outreach: Invite local and regional subject-matter experts to contribute problem definitions on the RHoK site, invite them to available at the event to provide clarifications on the problem definitions and to judge hacks.

Logistics: Organize catering, swag and prizes, create event agenda, print name badges before event and setup registration desk at the event, coordinate event cleanup. Ensure that hacker teams post their progress on the RHoK site and GitHub. Record video of the hacker presentations.

Maintain project webpage: The RHoK site includes a page for each event where you will need to post details about the event such as the agenda, sponsors, featured hacks. etc.