[Events] Strategies for getting information from venue hosts

[Carl Karsten]

I know I should follow up, I don't know how.  I hit "reply-all" button
and then I have to type something.
That's when I get stuck.

"hey, did you see this?"  doesn't seem good.




On Thu, Nov 21, 2013 at 4:11 PM, Carina C. Zona <cczona at gmail.com> wrote:
> 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
>>>>
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>>>>
>>>
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