[Events] Strategies for getting information from venue hosts

Fri Nov 22 17:54:25 UTC 2013

I have always obsessed over making questions easy to answer, generally yes/no.
I am fairly certain that is not what is causing me problems.  Maybe
sometimes, maybe more than I think, but I really really doubt it
accounts for all of the snafu.

Your examples may be good for your cases, but they don't apply to me.
we don't print, I am not traveling, I am not getting speakers.. or any
other reasonable explanation.  The reality is "I am asking now because
I am sure if I don't you won't ever get around to telling me."

More about the reality - The meeting is Thurs at 7pm.  around 3pm I
stop what I am doing and start loading stuff into my car.   That is
the deadline for knowing what I need to pack.  4:30 is about when I
want to leave, that is when I need to know where I am going.

I can bluf and say "I need to know if you have a PA system by Tueday
night or I am not going to bring one"  but that's really a lie.  I
need to know by about 4pm Thurs and if something calls me as I am
packing, I will take the extra time to pack a PA system.  It's not
like I am going to throw a tantrum and make everyone suffer because
they didn't tell me by some artificial deadline.

On Fri, Nov 22, 2013 at 8:44 AM, Deb Nicholson
<deb at eximiousproductions.com> wrote:
> +100 to the phrasing of emails as fill-in-the-blank yes/no questions.
>
> I will also occasionally ask for an update as a favor to me, for example:
> Hey, I know I just wrote two days ago but...
> ...we are printing posters tomorrow and need the room number.
> ...I am travelling for the next couple days and would love to have this
> settled before I leave.
> ...am getting questions from our speakers who are getting a bit antsy.
>
> And then reiterate that you appreciate their help.
>
>
>
> On Thu, Nov 21, 2013 at 7:52 PM, Carl Karsten <carl at nextdayvideo.com> wrote:
>>
>> 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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