Dates Now canvassing for 2018. We tend to alternate on Wednesdays and Thursdays to give people a chance to come who may have prior engagements on either evening. The dates below are a line in the sand and we're open to modifying them for your awesome space if required.
Space We (the iNOG community) are open to any space such that it can comfortably and safely seat a minimum of 60 people albeit a 100 person space is desirable!. We tend to see 70% attendance on RSVP numbers for free events (this is even with multiple reminders).You don't have to have a massive space but it has to be suitable for events. Ongoing community feedback has shown that the most successful spaces are warm, comfortable, and quiet. We also require some form of PA(Public Address) system and ability to record talks/slides is ace!). If you can not record the talks we can sometimes assist with an adhoc solution, but we prefer if the host organisation uses their in-house set up. Spaces must be certified to hold the capacity communicated to us i.e. have all the relevant fire certification and exit lighting/escape routes.
Attendance We tend to see 70% attendance on RSVP numbers for free events (even with multiple update requests).
Location For now, we strongly favour central locations in Dublin, Ireland, in the central business district but are open to both other towns, cities, and urban locations (if there is strong enough demonstrable interest!).
Format Mini-conference evenings usually take place from 6.30pm-10pm and comprise of 2 parts.
Catering We don't expect every host to be able to fill our bellies but providing some healthy food from 6pm (with options for vegetarians, vegans, and coeliacs) is smiled upon! Even if you don't have catering on-site, usually some pizzas can fill the gap. We use the 0.4 pizzas per person expected e.g. 100 and 20% vegetarian, 5% vegan and 5% gluten free when ordering. We also love to have some refreshments on hand:
Collaboration We tend to plan iNOGs with host organisations anything from 6-16 weeks in advance (the earlier the better!) and have custom event runsheets covering everything here and more. About 4-5 planning calls of 30mins or more (most of which usually take place closer to the event). We also mandate an early AV test run and walk-through with all speakers and organisers on-site 3-10 days in advance. We do strongly advocate the 5Ps!
Promotion We will happily co-market and co-brand the event but do not allow any sales pitches or recruitment drives. By virtue of bringing a group of specialists together, we understand the inherent value in the group but also the fragility of community. We advocate that the better the attendee experience in your space (without being sold to in any way) actually means that you are passively demonstrating your culture to engineers and actively engaging in what we call "sheep-dipping" in your brand/organisation. We only allow "swag" that is opt-in and not in the direct path of attendees where they actively have to refuse it to partake in the normal event experience. Don't get us wrong, we love free stuff, but it has to be opt-in!