[Hacker-event-theory] turning feedback from ohm into learning points

[Rejo Zenger]

Hi!  

So, I thought of attempting to turn the feedback of OHM into lessons 
learned. More difficult than expected, as, for a lot things, I don't 
recall the situation at for example the CCC Camp two years ago. 

Some things are very clear:

 - during buildup and teardown
   - power should be available during buildup as soon as possible and 
     during teardown as possible
   - toilets (and possibly showers?) should be available during buildup
     as soon as possible during teardown as possible
   - water should be available during buidup as soon as possible during 
     teardown as possible
   - portacabin should be available during buidup as soon as possible 
     during teardown as possible
 
 - volunteer
   - volunteer desk should be (in) the center of the camp
   - internet should be available during buildup in the vicinity of NOC 
     only and to NOC-staff only elsewhere
   - event may end on friday, so there are two more days for volunteers 
     without volunteers taking additional days off (initial loss of 
     participants shouldn't be a problem, there are more than enough 
     visitors)
   - teams should be mixed of NL and DE volunteers, site takes 
     precedence

 - sanitary requirements
   - sinks to do the dishes should be available (there were some, for 
     sure, but possibly not enough?)

 - financial
   - expences made during the event should be registered in a system 
     right away (preferably, there is a system that allows the volunteer 
     to enter the details in the system themselves and have the 
     volunteer attach a scan of the invoice immediatelly)

More general, this should also get some attention:

 - Internal communication (as in, between the teams, etc) and 
   organisation. 

 - Policy on sponsor deals. Suggestions for the criteria for accepting 
   deals, no-go's, how to setup a deal (e.g. do you need to put 
   something on paper), etc.
   
   At Bits of Freedom we have a policy that may be useful. We do accept 
   sponsoring in natura if it's something we really need (e.g. hardware 
   for a server, etc). Nothing is done in return, allthough the donation 
   may be mentioned in the yearly report. Of course, we accept monetary 
   donations from companies, but only if i) the donation is small enough 
   (it shouldn't be a considerable amount of the budget), ii) it's not 
   from companies that may lead to a lot of discussions (we have turned 
   down offerings of companies like Fox-IT and Google in the past) and 
   iii) the donations may not be earmarked. For all monetary donations 
   we require an agreement to be signed in advance, making sure we 
   maintain our independency. Donations from companies are mentioned in 
   the yearly report (only if large enough with logo). Supporting 
   companies are mentioned on our website, but not prominently. 

   We may also have a look at the CCC for this?

 - Characteristics and quality of the field. For example, it should be 
   compact, but not dense, it should have attractive and distinct 
   landmarks like trees, hangars, etc. Think of additional spaces 
   needed, like parking lots and possibly other designated areas.

 - Food. Mostly guidelines only, although availability of vegetarian 
   food can be a requirement (including diversity) and something on the 
   food for volunteers.

 - Policy on cars of visitors: cars on terrain, location of parking lot. 

 - Transportation between storage at hackerspaces and field should be 
   better, I can't tell what is needed. 

 - Communication of programm changes. Not sure how to solve this. Low 
   tech would be some kind of announcement boards on a number of fixed 
   locations (near the entrance of each tent, at the infodesk, at the 
   food court, etc). This is something the IFFR has solved this. More 
   high tech solutions are possible as well. 

 - Four messages of feedback were mentioning the OHM-coins. Ditch them.  
   Don't know about the alternative - apart from regular money. 


-- 
Rejo Zenger
E rejo at zenger.nl  P +31(0)639642738  W https://rejo.zenger.nl  T @rejozenger
PGP 1FBF 7B37 6537 68B1 2532  A4CB 0994 0946 21DB EFD4
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