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[Events] Strategies for getting information from venue hosts

sheila miguez shekay at pobox.com
Sat Nov 23 23:10:33 UTC 2013 

Having information at the last minute is okay for a limited set of things,
not all of which make an event good. I'd like to know more in advance so
that we can make things work better for attendees.

For example, we've been handed meeting spaces without adequate seating and
in older buildings. If the only place we can find is not accessible, then
we don't want to give people the impression they can attend and expect
basic amenities like seating or rest-room facilities. That's not something
I want them to find out about when they show up at the door. To be honest,
I'd like to be able to turn down an event host if they can't provide basic
amenities or some reasonable accommodations. I feel our group could be
doing a better job about things like this.





On Fri, Nov 22, 2013 at 11:54 AM, Carl Karsten <carl at nextdayvideo.com>wrote:

> 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
> >> >> >>>>
> >> >> >>>
> >> >> >>> _______________________________________________
> >> >> >>> Events mailing list
> >> >> >>> Events at lists.openhatch.org
> >> >> >>> http://lists.openhatch.org/mailman/listinfo/events
> >> >> >>>
> >> >> >> _______________________________________________
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> >> >
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-- 
sheila
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