Guides/Planning an event

You don't need to do all of these, but the most important is the mailing list, as it is our authoritative place for discussions. If you try to arrange something without emailing the list, another member could turn up and make noise all day, ruining your event. If this happens, it's useless pointing at a discussion on IRC, or a conversation with someone else.

It's also important to tell the mailing list if you're doing anything that involves filming or recording, as some members may want to plan around it. Any external companies will need to pay for their use of the space, so please check this carefully in advance.

The next most important is the calendar. This is crucial for managing resources and allowing anyone else to see at a glance what's happening on a particular date. If you don't add something to the calendar, you run the risk of clashing with recurring events.

Insert something about casual events and that IRC is great when in doubt

Suggested order for arranging an event:

1. Propose the event

• Discuss it on IRC
• Add it to the list of workshops
• Create a wiki page

This is good for sounding out interest and signing up volunteers/victims.

2. Arrange a date

• Mail the list with a suggested date
• Send out a http://doodle.com link to find the best date

3. Announce the date

• Tell someone with access to the calendar to add your event, and check that it shows up on http://london.hackspace.org.uk/events/.
• Email both the main mailing list and the announce mailing list.
• Add it to the News.

Don't announce the date, or confirm it with anyone else, until you can see the date on the calendar. The calendar is the authoritative source for bookings, and will be used to resolve any conflicts.

4. Make it run smoothly

• Remind people on Twitter using the @londonhackspace account
• Turn up in advance to prepare - not everyone will have read the calendar
• If your event involves young children then please read the Young Hackspace checklist and prepare the space appropriately.
• Clean and tidy up afterwards (this is also not optional)
• Don't annoy other users of the space by ignoring the doorbell, even if you've started. It's your event, you're responsible for letting people in and greeting them.
• Put up a sign so people know when you plan to use the space and so people know where to go if they wander in while the door is propped open.