[kwlug-disc] Linux Conference

[Digimer]

On 06/06/15 03:15 PM, Khalid Baheyeldin wrote:
> I agree that events in major cities have a wider audience and that K/W,
> despite its tech reputation, may not have a wider appeal. So, for an
> event that is for Toronto to London, it may be OK. But for wider appeal
> (Western New York, Ottawa, Montreal, ...etc.) I don't think K/W will be
> as attractive.

+yet. Start with small ambitions, but leave room for success in your
future plans. There is a lot appealing about KW from a tech conference
perspective, if you give yourself a few years to build up steam...

We have a regional airport that flies via ORD, there are good hotels for
reasonable cost, etc.

Said another way; If a group is committed for the long haul and starts
with modest goals, I think it is possible to be succesful.

> One of the problems of organizing an event and make it sustained over
> the years is stamina and burnout.

This is the core. The people who want to build this up need to settle in
for the long haul. If you expect big success in short time, you will be
disappointed and burn out.

Manage expectations; Yours, attendees, presenters and sponsors.

> If the event depends on a limited number of volunteers, then life
> happens and the core group of volunteers disperse (getting married,
> retiring, moving to a different city/country, having kids, changing
> jobs, shifting to other interests, ...etc)
> 
> Organizing an event is a lot of effort, and like Paul said, one person
> doing it is an overburden. For sanity's sake, and sustainability, there
> has to be a group of them.

Very much the case, yes. Also, clearly defined roles for each person, too.

> The venue is the key, and then the date (avoid summer, people want to go
> outdoors). If you get a free venue, then other costs are minimal and
> perhaps donations or a small entry fee can maintain the event, so no
> need to have sponsors.
> 
> There is also the issue of which legal entity will collect the money and
> spend it. Collecting money without having such an entity can mean
> trouble with the CRA (or whatever their name is now). If it is all in
> kind (venue, A/V, volunteer effort, ...etc.) then it is less off an
> issue. Some companies agree to front end such activities on behalf of
> the event. In other cases, an entity can be formed, but then you have to
> apply to the CRA for charitable status, and have a volunteer file
> financials every year (or hire someone to do it).
> 
> For the sake of simplicity and testing the waters, plan on organizing
> the event for free with a free venue sponsor, or a low attendance fee.
> Then based on what happens you plan for next years.

I would argue that forming a non-profit and charging money from the
start is a good thing. Even if it's a nominal fee, like $20 to attend,
it will set the stage for being a professional, if humble, show. It will
also provide modest income to help cover costs, like a book
keeper/accountant, printed advertisements, badges and so on.

If the people behind this are serious about making this a thing and are
willing to commit to a few years while it grows, then setting up a small
org to handle money shouldn't be much of a burden. It will also be an
all-but-required step in getting corporate sponsorship. I know our
little company could not contribute unless it was with a properly setup org.

-- 
Digimer
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