How to Run an Event

Note: non-public events and charging participants more than the cost of materials are strongly discouraged at HacDC.

  1. Have an idea for an event. :) If your event is a kit build or lightning talks, we have particular tips for you in addition to the ones on this page. If you're running a class, add the class description, including date and time and anything participants should bring, to Category:Classes.
  2. Plan where and how to present your content. Options include the space's meeting room or workshop, the auditorium (capacity: 200 people standing; 150 sitting in chairs in rows; 70 sitting at tables), the sanctuary (capacity: 200 people sitting in pews; another 300 can stand or sit on floor), and the dining room (capacity: 300 people standing; 220 sitting in chairs in rows; 175 sitting at tables).
  3. Assemble any necessary parts.
  4. Schedule a time
    1. Use the church's calendar if you want to use the church's auditorium, dining room, or sanctuary.
    2. Use the the HacDC event calendar to choose a date and time. Please try not to overlap with other HacDC events. Also, please try to give potential participants at least a week's notice.
    3. If you're not sure when to have your event, consider posting a poll to help you decide. Doodle is one free and easy service for doing so.
  5. Publicize!
    1. Send an e-mail to HacDC's public announcements@ and (optionally) private @members mailing lists.
    2. Blog it on our Wordpress site (every member is entitled to a login for our Wordpress dashboard). That automatically tweets it and sends an e-mail to HacDC's public blabber@ list via If This Then That.
    3. Create a HacDC Meetup event, which automatically adds it to the the HacDC event calendar.
    4. Consider notifying other groups whose members might be interested. One place to check is this list of DC-area geeky groups.
    5. Get it listed on DC Tech Events and, if possibly applicable to artists, send it to the DorkbotDC Blabber mailing list or let the overlord(s) know: dorkbotdc [at] dorkbot [dot] org.
  6. Post signs (e.g., on the red door) directing attendees who've never been to HacDC before.
  7. Run the event. Share your knowledge. Have fun. Take some pictures.
    1. At the event, please tell the participants who aren't members about what HacDC is and ask them to consider joining or donating to us. Not confident with your impromptu asking-for-money skills? Try our pre-scripted Spiel.
  8. How did it go? Blog it! Have suggestions for next time? Add them here!
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