Events are strategic for user groups and for companies that want to promote the use of their technology or attract talent people to compose their teams. The occasion is appropriate to disseminate knowledge and promote networking, strengthening the links between people and increasing the likelihood of new opportunities. There are several ways of building a network virtually, but the body language still is the most enriched way of communication, increasing level of trustiness and friendship.
Many events are planned and executed with a minimal use of technology, such as email, websites, on-line agendas and so on. Still, they achieve great levels of organisation and participation. As the events grow over time, they become more difficult to manage. There is information coming in parallel, from different directions (speakers, attendees, volunteers, sponsors, staff, etc.); many people trying to collaborate and sharing responsibilities; and countless logistic resources to allocate to make everything running smoothly and on track.
Yougi’s event module aims to address the complexity of managing events from a small to a very large scale. Yougi is particularly focused on knowledge oriented events, such as workshops, symposiums, conferences, congresses, and any other kind of event where people get together in sessions about different subjects. You will not find Yougi useful to organize fairs, trade shows, parties or any sort of celebration event.
The Structure of an Event
Events are organized in many different ways, but the majority of them have basically the same abstraction. Events have a starting and an ending point in time. They aim to gather people in a specific venue to discuss about one or more subjects. Smaller events can live with that simple abstraction, but bigger events may have multiple venues where multiples subjects are being discussed in parallel sessions. The variety of subjects may be so vast that sessions may be organized in tracks and classified by topics. Speakers or moderators are distributed into those sessions, which are allocated in rooms. Events of such dimension also requires sponsorship, organized in different levels.
Planning the Event
or groups To start organising events, UG Leaders should register venues available and suitable for user group events. A venue might have one or more rooms where event sessions will take place. In case of multiple rooms available, the event can manage multiple sessions in parallel.
Events are allocated in existing venues for a certain time. When an event is registered and allocated to a venue, the venue’s contact receives a request email containing details about the event and a list of resources that are expected from them. After a negotiation process the event is confirmed or not. The confirmation occurs when the venue’s contact clicks on the confirmation link in the email message. Without this confirmation the event cannot occur.
For each session of the event, one or more speakers may be allocated. A speaker is a qualified person on the subject(s) of the session. He/she is invited by a UG Leader to give a speech, training, coordinate a discussion or any other social activity. The person is invited to register in the application as a speaker. Once logged in, he/she can put a short summary of his/her experience, an abstract of the session, upload his/her profile picture, presentations, documents, source code, links, and other useful contents for the session. The application will use all this information to compose the page of the event.
When the event is confirmed, an email message containing detailed information is sent to all members that have declared in their registration form the wish to receive information about events. This message contains a direct link to the event registration form.
Detailed information about the event is also formatted to be published on the UG website. Consequently, it may attract people who are interested on the event but are not member of the UG. Those people should become a member of the UG before registering to the event.
Right after the event registration, the member receives a confirmation message just to let him/her know that he/she is successfully registered to attend the event. Registered members will receive a remind email message seven days before the event and a second one on the day before the event. They can cancel their registration at any time before the event.
Performing the Event
At the entrance of the event, a member of the UG staff checks the inscription of each person in an available computer. If the person is a member registered in the event, then his/her presence is confirmed. If the person is a member but he/she is not registered in the event, then his/her registration is made at the entrance. If the person is not a member, then he/she should agree to become a member of the UG, otherwise it is not possible to join the event. If he/she agrees to become a member, his/her registration in the UG and in the event is done at the entrance of the event.
After the Event
When the event has passed, information about the event can no longer be changed. It will be available only in a read-only mode from the day after. Speakers will not be able to update their profiles either until being allocated to another event. However, UG Leaders are able to publish additional resources related to the event, such as pictures, documents, presentations, etc.