[wplug-plan] June GUM and Tutorial. Setup help needed

Beth Lynn bethlynn at wplug.org
Sun Jun 6 22:34:51 EDT 2004


hi there

Seriously folks. I'm starting to get worried.

No one has committed to hosting, cohosting, or setup crew for June 12th.
That's this saturday! Some folks who have helped in this area in the past
have told me that they can't be there this Saturday.

At this point I'm the sole person left holding the ball for speaking,
setting up, greeting people, and anti-bs watch. It's an insane amount
of work and I can't do this alone. For the life of me I do not want to
cancel! I haven't announced this event yet because since no one has
committed to help.

To be exactly clear...
you do not need to be a Linux guru
you do not need to be a wplug board member
all you need is to be willing to show up at 9:30am on Sat June 12 and help

HELP!

Thanks,
Beth Lynn

On Wed, 2 Jun 2004, Beth Lynn wrote:

> Hello,
>
> Mark and Bill, it would be most helpful if you could both co-host on June
> 5th. The whole meeting works best with two co-hosts.
>
> Mark and Bill bring up a good point. We do need some sort of documentation
> for all of the people who make meetings work. Here I am going to make an
> attempt at drafting something. We may find that there's more stuff that we
> need to add but this is something for now. If anybody sees anything
> missing, please let me know.
>
> Duties of host...
> * Being present at 9am to open the door.
> * Recruit setup crew.
> * Recruit co-hosts.
> * Recruit pizza troll
> * Recruit pizza order master (often the same as the host)
> * Recruit tear down crew
> * Delegate setup of food table
> * Delegate setup of room furniture
> * Delegate the hanging of signs by the entrances
> * Delegate the task of fetching ice
> * Delegate the task of refrigerating pop
> * Delegate making coffee
> * Delegate opening the door
> * Delegate donut troll
> * Delegate a/v help
> * Provide a sign in sheet that asks for name, zip code, and comments
> * Confirms that the phone number of 1505 has not changed
> * Do announcements (upcoming events, introduce current speaker, tell
> people to turn their cell phones off, etc.)
> * take care of any needs of the speaker
> * inventory consumable assets, make note if something is running low or
> missing
> * Write schedule on the whiteboard
> * Be on general anti-BS duty
> * Accept late pizza cash and place in cashbox
>
> Notes about the host...
> * May not be the speaker of the day
> * Automatically part of the setup crew
> * Is responsible for holding a smooth and orderly meeting
> * Wears a name tag
>
> Duties of co-host
> * Be on general anti-BS duty
> * Make sure people sign in
> * Make sure that host remembers all of the announcements
> * Step in with the hosts duties if the host needs to leave the room for a
> bit or forgets to do something.
> * Accept late pizza cash and place in cashbox
> * Wears a name tag
>
> Notes about the co-host..
> * May not be the speaker of the day
> * Does not necessarily need to be part of the setup crew
> * Arrives no later than 10am
> * Informs the host as they depart the meeting
>
> Duties of setup crew...
> * Be present at 9:30am
> * setup of food table
> * setup of room furniture
> * hanging of signs by the entrances
> * fetching ice
> * refrigerating pop
> * make coffee
>
> Notes about the setup crew...
> * May be someone who is new to wplug
> * May be the speaker of the day
> * If one shows up at 9:30am they are automatically part of the setup crew
> meaning they must participate in the general setup of the event.
> This does not mean that they get to setup their workstations at 9:30am
> in the case of an installfest. This does not mean they get to sit there
> and BS with the host, co-host or setup crew.
>
> Duties of the pizza troll
> * collect money during announcements
> * note special topping requests, if any
> * communicate toping choices and deliver cash to the pizza order master
> * listen for the phone in case the pizza delivery person calls
> * keeps track of eta for pizza
> * accepts the cash needed and gives the full amount to the delivery
> person
> * meets the delivery person around the 3rd floor entrance to NSH
> * retrieves the pop from the fridge
> * setup the pizza buffet
> * informs everyone that the pizza buffet is open
> * accepts late pizza money and places it in the cashbox
>
> Duties of the pizza order master
> * calculate the amount of pizza needed total cash needed for order and tip
> * if there is any cash left, place in cash box
> phone in order to Italian Village
> * must be able to communicate directions to Newell Simon Hall
> * must have knowledge of Italian Village Coupons
> * communicates eta and number of pizzas to pizza troll and gives cash back
> to pizza troll
> * assist pizza troll in duties
> * accept late pizza money and place it in the cash box
>
> Notes about pizza troll and pizza order master
> * May not be the speaker of the day
> * Must be someone that can be trusted with cash
>
> Notes on general anti-BS duty
> * keep your ears open for tangents that distract from the topic of the
> day.
> * if it a tangent is indeed another topic of interest, suggest a hot topic
> meeting
> * correct rude behavior of attendees. suggest they step into 1505 or out
> in the hallway if it appears that they are conversing during the talk
> * yell at attendees who become overly obnoxious or destructive
> * breakup arguments
> * don't let anyone steal wplug or cmu assets, this includes the carts
> * don't let people hang out in the cubicles in the 1500 hallway. These
> are workstations Monday-Friday. You would not want strangers to touch your
> desk on a Saturday so leave their desks alone.
> * enforce the everyone must sign in rule. make threats if needed.
> * make sure that no one uses the phones in 1505 or 1507 for personal
> reasons without asking permission
> * check the kitty from time to time and empty into cashbox if needed
> * do not allow any vhs or dvd movies on the projector screen. This
> constitutes a public viewing which leads to all sorts of nasty licensing
> issues
> * deny requests for wireless network access. only Andrew computing
> services has the authority to do so
> http://www.cmu.edu/computing/explore/network/connections.html
> * deny wired network access unless it is behind the official wplug router.
> The wplug router will only be present for activites that require a lan ie
> an installfest.
>
> duties of the tear down crew
> * clean up
> * pack up
>
> notes about the tear down crew
> * because there are several eager people to help with tear down this task
> practically takes care of itself
>
> expectations of veterans
> * be friendly and mingle if so inclined
> * show new comers the water cooler and restrooms
> * open the doors upon request
> * sign in and encourage others to do so
> * be alert and report BS to host or co-host
> * wear a name tag if so inclined
> * be an asset not an ass
>
> notes about veterans
> * this is anyone who's been to a wplug meeting before
>
> duties of the donut troll
> * shows up at 10am with donuts
> * informs the host that they will be doing so at least 24 hours before the
> meeting
>
> Wow, that does seem like a lot but that is how we are currently
> functioning! Please let us know if there was a detail overlooked.
>
> Thanks,
> Beth Lynn
>
> On Wed, 2 Jun 2004, Mark Dalrymple wrote:
>
> > > For some reason, despite the number meetings I've been to, I still
> > > don't have a full concept of what's needed to "host" a meeting, so
> > > It's probably better that I remain in the co-host slot so someone
> > > can boss me around a bit until I feel a little more confident that
> > > I'll remember everything that needs done ;)
> >
> > I'd be more than happy to surrender the co-host spot June 5 to the
> > more experienced person :-) Maybe this an be an opportunity to draw up
> > a checklist for the co-hosts, and hosts as well.
> >
> > One thing that would be nice to do before the speaker speaks is to
> > remind folks "please turn off cell phones, or set them to vibrate.  If
> > you're expecting a call, please sit near the door so you don't disturb
> > the other 30 attendees or our speaker."
> >
> > There was one guy who got 3 or 4 calls during a presentation and
> > climbed over the group to go out into the hall. (although it was
> > nice that he actually left the room to take the call.)
> >
> > Wheeee,
> > ++Mark Dalrymple.  markd at badgertronics.com.  http://badgertronics.com
> >   "inside jokes amongst friends serve as a sort of hash table
> >    mechanism for memories."
> >    -- zman
> > _______________________________________________
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> > wplug-plan at wplug.org
> > http://www.wplug.org/mailman/listinfo/wplug-plan
> >
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