[Events] Strategies for getting information from venue hosts

[Carina C. Zona]

My experience has been that it's easiest to get response when phrasing
as short yes/no questions, or else as basically fill-in-the-blank.

e.g. "Does the PA system you're providing have an [type] outlet?" or
"For the PA system you're providing, does it have output [kind]?"

And yeah, hard as it is, get comfortable with bugging them as the day
gets closer. Usually a host thanks me for putting it back on their
radar. Their normal work priorities tend to shove this stuff to the
bottom of the todo list. So they're glad that you're organized enough
to be putting it on their radar again when needed.

I'm not saying everyone has that response. But I've never (so far?)
gotten a bad reaction. Usually venues are hosting out of warm spirit
and generosity, so want our help in knowing how to make the day smooth
and welcoming.

On Thu, Nov 21, 2013 at 11:47 AM, Carl Karsten <carl at nextdayvideo.com> wrote:
> One of the problems I have:
>
> Monday morning I send an email asking:
>
> "You said you have a PA system.  Does it have an output I can use to
> record?  I have the adapters and cables, but sometimes the equipment
> is locked in a closet so I can't get to it."
>
> Tuesday morning, I don't have a reply.  I consider bugging them, but
> don't really know what to say, so instead of figuring that  I decide
> to wait a day in hopes they get back to me.  repeat this every day for
> a week or two.
>
> This happens for all sorts of questions, so I doubt the problem is my
> question but my reluctance to bug them.
>
>
>
> On Thu, Nov 21, 2013 at 12:17 PM, Shauna Gordon-McKeon
> <shaunagm at gmail.com> wrote:
>> Briefly (I'm on a bus and typing on my phone) I'd recommend:
>>
>> - making sure you have more than one host-organizer, so that if one gets
>> flaky you can contact another
>> - identifying what space requirements are vital and securing a space with
>> those characteristics before committing or doing any other planning (this
>> rule was developed after having to cancel/postpone multiple events last
>> spring)
>> - being super responsive and approachable to your hosts, which develops a
>> culture/expectation of quick, clear communication
>> - if you can, assessing initial communications for social/emotional cues
>> indicating enthusiasm and conscientiousness
>>
>> I'd rank those 2 > 1 > 3 > 4 in terms of importance.  Hope this helps!
>>
>> - shauna
>>
>> On Nov 21, 2013 1:03 PM, "sheila miguez" <shekay at pobox.com> wrote:
>>>
>>> Hi everyone, I've cc-d Carl.
>>>
>>> Carl has been talking to me offlist wondering what practices people have
>>> followed to make it more likely to get helpful information from venues.
>>>
>>> After someone has agreed to be a host for our group, they aren't always
>>> responsive when we have questions similar to the ones in checklist for
>>> events like OSCTC.
>>>
>>> https://openhatch.org/wiki/OSCTC_space_checklist
>>>
>>> Carl started this page, and I've added to it recently to try and help get
>>> things running more smoothly.
>>>
>>> http://www.chipy.org/pages/venue/requirements/
>>>
>>> We've thought of proposing to our user group that we turn that in to a
>>> form for prospective hosts to fill out before we agree to hold a meeting
>>> there, but that may or may not be something that passes consensus.
>>>
>>> Do any of you have suggestions? The UIC event I went to seemed to have
>>> friendly hosts. I told Carl perhaps that it would just require a lot of
>>> assertive emails and phone calls -- and he was wondering if he has to resort
>>> to a daily email or call or if there is some better way to encourage
>>> communication.
>>>
>>> The lack of communication has led to some snags in the past -- like not
>>> enough seating for people, no projector or screens for presentors, etc.
>>>
>>>
>>>
>>>
>>> --
>>> sheila
>>>
>>> _______________________________________________
>>> Events mailing list
>>> Events at lists.openhatch.org
>>> http://lists.openhatch.org/mailman/listinfo/events
>>>
>>
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