[Events] Strategies for getting information from venue hosts

Fri Nov 22 00:52:01 UTC 2013

There we go - that's the kind of help I need.

Big part of my problem is obsessing over word choice.   If I piss
someone off with my words, I feel bad.  If I piss someone off with
someone else's words, I can shift the blame and don't feel bad.

Not that I really think I am going to piss someone of, and not that I
am going to point fingers if I do, but that's the mental hangup that
makes me avoid sending the email.

I am 90% sure they just need to be reminded.  It's not like anything
we are asking takes hours of work, it is just a whole bunch of 2 min
emails.

On Thu, Nov 21, 2013 at 5:01 PM, Vanessa Hurst
<vanessa at developersforgood.org> wrote:
> "Checking in on this - anything else I can provide to help?"
>
> Sometimes there are blockers on their end they haven't mentioned, and that
> at least gets feedback (usually).
>
> Also, "let me know if there's any one else you think I should speak
> with/loop in" opens the door for them to easily forward or cc someone if
> they don't actually know the answer.
>
> On Nov 21, 2013 5:35 PM, "Carl Karsten" <carl at nextdayvideo.com> wrote:
>>
>> 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
>> >>>>
>> >>>> _______________________________________________
>> >>>> Events mailing list
>> >>>> Events at lists.openhatch.org
>> >>>> http://lists.openhatch.org/mailman/listinfo/events
>> >>>>
>> >>>
>> >>> _______________________________________________
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>> >>>
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