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Organizing and Participating in FOSS United Events

General Guidelines for Event Participants

  • Set your phones and gadgets to Do Not Disturb mode to minimize disruptions.
  • Avoid discussions on topics that might offend others, including but not limited to politics, religion, and sensitive social issues.

For Speakers

  • Prepare thoroughly for your talk. Remember, 50–100 attendees are dedicating their time to listen. Delivering a well-structured and engaging presentation shows respect to your audience.

For the Audience

  • Questions are encouraged after the talk to avoid interrupting the speaker's flow.
  • Take the opportunity to connect to fellow open-source enthusiasts. Share your projects, exchange ideas, and gather feedback.

Step-by-Step Guide to Organizing a FOSS United Event

Organizing a meetup, conference, or workshop requires careful planning and teamwork. Use this roadmap to ensure your event is successful, inclusive, and aligned with FOSS United values.

1. Define Purpose and Scope

  • Decide the theme, target audience, and objectives.
  • Determine the type of event: meetup, conference, workshop, or a combination.

2. Build a Core Team

  • Gather a group of committed volunteers with diverse skills.
  • Assign clear roles: logistics, content curation, marketing, sponsorship management, etc.

3. Select Date and Venue

  • Choose a date avoiding major holidays or conflicting events.
  • Pick a venue suitable for the expected crowd, ensuring accessibility, internet connectivity, and necessary facilities.

4. Plan Event Content

  • Issue a Call for Proposals (CFP) inviting speakers, panelists, and workshop leaders.
  • Follow FOSS Conference Standards for speaker selection and content quality.
  • Use FOSS United platform to manage the website, CFP, schedule, and ticketing.

5. Secure Sponsorships

  • Identify and approach potential sponsors.
  • Create sponsorship packages that align with FOSS community values.
  • Note: FOSS United offers financial support up to INR 25,000 for conferences and INR 4,000 for meetups.

6. Promote the Event

  • Develop a marketing plan including social media, email newsletters, and community outreach.
  • Design appealing promotional materials using standard templates and branding.

7. Manage Registration and Ticketing

  • Decide on ticket pricing, discounts, and free passes.
  • Set up a reliable online registration system.

8. Organize Logistics and Operations

  • Coordinate travel and accommodation for speakers and guests.
  • Arrange catering, signage, audio-visual support, and other essentials.
  • Refer to the Task list for Conference Organizers for a comprehensive checklist.

9. Foster Community Engagement

  • Keep community members involved through forums, social media, and interactive sessions.
  • Follow the FOSS Meetup Standards to maintain community-driven participation.

10. Execute On-the-Day Coordination

  • Ensure smooth attendee registration and session flow.
  • Provide clear directions, assistance, and enforce safety protocols.
  • Enforce the Code of Conduct to maintain a respectful and inclusive environment.

11. Conduct Post-Event Follow-up

  • Collect feedback from attendees, speakers, sponsors, and volunteers.
  • Share event highlights, photos, videos, and presentation materials publicly.
  • Publicly acknowledge and thank all contributors and participants.

12. Document and Report

13. Reflect and Improve

  • Review what went well and identify areas to improve.
  • Apply lessons learned to make future events even better.

Organizing a FOSS United event is a rewarding way to build community, foster collaboration, and celebrate open source. By following FOSS United standards and guidelines, you help create inclusive, impacting experiences that strengthen the FOSS ecosystem in India.