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Netpolicy/Events/Privacy Lab: Difference between revisions
reorder the content and add target audience and purpose
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To get started, you'll need at least one person to organize (we have 2-3 primary organizers), a place to host it, people to invite and a plan. | To get started, you'll need at least one person to organize (we have 2-3 primary organizers), a place to host it, people to invite and a plan. | ||
<h2>Target Audience and Purpose</h2> | |||
*Our target audience is privacy professionals and those interested in privacy at non-profits, for-profits, and NGOs. For consumers who do not have much privacy knowledge and are seeking to learn more, we use teaching kits and teaching task forces, rather than Privacy Lab. | |||
*The purpose of Privacy Lab is to bring together privacy professionals and those interested in privacy at non-profits, for-profits, and NGOs alike to foster communication and collaboration. | |||
<h2>Event Format</h2> | <h2>Event Format</h2> | ||
*We use a standard two hour format for Privacy Lab, where the first hour is typically speaker(s) or lightning talks with Q&A and the second hour is a more open format with informal networking and small group discussions, to give people time to talk to each other. Speakers can be pre-recorded or remote. In May 2016, we will experiment with a workshop format. | |||
*We use a two hour format, where the first hour is typically speaker(s) or lightning talks and the second hour is a more open format with informal networking and small group discussions. In May, we will experiment with a workshop format. | *We host a Privacy Lab once a month, typically the during the last week of the month. You may wish to start by hosting it quarterly. | ||
*We have experimented with different times and 6-8pm seems to work best, so people have time to arrive after work. | *We have experimented with different times and 6-8pm seems to work best, so people have time to arrive after work. | ||
*We | *We vary the day of the week, so that people who have commitments on a particular day don't miss it every month. | ||
*We use only free venues. Our strategy is to ask a different business or university to host each month. We look for venues with capacity for 50-100 people. We typically do not provide food or pay speakers so these are zero dollar events. | |||
*We prefer to record the speaker and Q&A (the first hour) when possible for remote viewing. Recording is usually done by the host venue or with the assistance of Air Mozilla. We have also experiment with livestreaming through a media partner, such as [http://passcode.csmonitor.com/ Passcode]. | |||
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<h2>Setting a Target Date</h2> | <h2>Setting a Target Date</h2> | ||
*Check the date against other local events that are likely to attract the same audience. Create an email process to notify these organizations each time you select a date. Sign up on their mailings lists so you get notified of their events. Ex: In San Francisco, CA these would be events like local conferences (RSA), TA3M, [http://www.wisporg.com/ WISP], IAPP, Truste, Startup Policy Lab, etc. | *Check the date against other local events that are likely to attract the same audience. Create an email process to notify these organizations each time you select a date. Sign up on their mailings lists so you get notified of their events. Ex: In San Francisco, CA these would be events like local conferences (RSA), TA3M, [http://www.wisporg.com/ WISP], IAPP, Truste, Startup Policy Lab, etc. | ||
*Confirm the date with both host and speaker(s) | *Confirm the date with both host and speaker(s) | ||
*Consider targeting a particular week of every month (ours is usually the last week of the month) | *Consider targeting a particular week of every month (ours is usually the last week of the month) | ||
<h2>Speakers</h2> | <h2>Speakers</h2> | ||
*Announce at events that you are always looking for speakers. | *Announce at events and in your emails that you are always looking for speakers. | ||
*Always send a calendar invite to your speakers and reminder emails the week of the event. | *Always send a calendar invite to your speakers and reminder emails the week of the event. | ||
*Collect a brief bio that you can use in your invitations and to introduce the speaker at the event. | *Collect a brief bio that you can use in your invitations and to introduce the speaker at the event. | ||
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*Communications with host should confirm date, start time, planned topic, address, seating capacity, seating capacity, site contact, and catering count (if catering is offered). | *Communications with host should confirm date, start time, planned topic, address, seating capacity, seating capacity, site contact, and catering count (if catering is offered). | ||
*Sometimes hosts may offer to provide some catering, which can help encourage attendance. | *Sometimes hosts may offer to provide some catering, which can help encourage attendance. | ||
<h2>Invitations</h2> | |||
*Once you have a topic, a confirmed speaker (if applicable) and a host, you can create an invitation. You'll use the same invitation in two different formats - email and an event management software tool such as Eventbrite. | |||
*It's best to send your invitation out about a month in advance so that attendees can mark their calendars early. | |||
*We've been using [https://www.eventbrite.com/ Eventbrite] for our invitations. | |||
*Invitations typically include: logo, date, time location, speaker info, RSVP, whether the event will be recorded (and link to recording if so) and links to the mailing list, code of conduct, and wiki. | |||
*We typically invite twice as many people as our event venues can hold, because we've observed about a 50% drop-off rate. To help cut down on the drop-off rate, we send a reminder the week of the event. | |||
<h2>Email Template</h2> | <h2>Email Template</h2> | ||
*Consider creating a couple of standard | *Consider creating a couple of standard templates - one to send the initial invitation to your distribution list about a month before the event and populate the Eventbrite form; and another to send a reminder the week of the event. | ||
*See the sample planning spreadsheet for an example. | *See the sample planning spreadsheet for an example. | ||
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*Each month, we add new attendees from our Eventbrite RSVP list, as described in our materials. | *Each month, we add new attendees from our Eventbrite RSVP list, as described in our materials. | ||
*We also promptly manage any unsubscribe requests we receive. | *We also promptly manage any unsubscribe requests we receive. | ||
<h2>Getting the Word Out</h2> | |||
*List your event on privacy and security calendars such as [https://www.staysafeonline.org/about-us/events/submit-event NCSA] and [http://privacycalendar.org/ FPF]. | |||
*Consider reaching out to similar organizations and offering cross-promotion (they mention your event and you mention theirs) | |||
*Consider reaching out to related professional organizations such as the [https://iapp.org/ IAPP] to get pre-approved for Continuing Professional Education credits (CPE's). A one hour event is often worth one CPE for attendees. | |||
*Think of other ways to reach your target audience. | |||
<h2>Logo</h2> | |||
*An amazing volunteer created our logo under a creative commons license. We ask that you generally follow our format if you use it. The logo can be found on the existing [https://wiki.mozilla.org/Privacy/Privacy_Lab Privacy Lab wiki]. | |||
<h2>Wiki</h2> | <h2>Wiki</h2> | ||
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*We receive frequent requests for recording, from as far away as Europe. We record for remote and future viewing whenever possible. Ask hosts if they have this capability. Partner with organizations that can livestream (ex: [http://passcode.csmonitor.com/ Passcode] or [https://air.mozilla.org/ Air Mozilla]). Ask for volunteers who have video skills. We complete an Air Mozilla video request form for events that are held in a Mozilla office. | *We receive frequent requests for recording, from as far away as Europe. We record for remote and future viewing whenever possible. Ask hosts if they have this capability. Partner with organizations that can livestream (ex: [http://passcode.csmonitor.com/ Passcode] or [https://air.mozilla.org/ Air Mozilla]). Ask for volunteers who have video skills. We complete an Air Mozilla video request form for events that are held in a Mozilla office. | ||
*Consider capturing a photograph at each event to use in a follow-up blog post, but have a process for attendees to opt-out of being photographed. Some events have an area where those who don't want to be photographed can sit to avoid the photo. Some use colored dots on name badges to indicate photography preferences. | *Consider capturing a photograph at each event to use in a follow-up blog post, but have a process for attendees to opt-out of being photographed. Some events have an area where those who don't want to be photographed can sit to avoid the photo. Some use colored dots on name badges to indicate photography preferences. | ||
<h2>Planning Spreadsheet</h2> | |||
*We highly recommend creating a planning spreadsheet to keep track of who you've talked to about hosting and speaking, what your themes are, and more - so you can plan out several months in advance with ease. | |||
*Create a tab for a brainstormed list of possible topics. For topic ideas, you can set up a Google Alert for "privacy" to see what's making the news. You can also check publications from organizations such as IAPP. Add to this list each time someone suggests a possible topic. Announce a call for ideas at each Privacy Lab. Continue to update this section. | |||
*Create tab for a planning calendar - include basic info for each month such as date, address, seating capacity, the link to your event RSVP system (we useEventbrite), site contact, topic, speakers, etc. This allows you to plan out several months in advance. | |||
*Create a tab to list possible hosts (if you plan to move around each month like we do). Include their contact info, address, seating capacity and dates they've hosted or have offered to host. The benefit of varying the host is that you develop more people with a vested interest in the success of your events and you reach more people because hosts often have their own distribution lists. | |||
*Create a tab to keep track of similar events (to avoid conflicts). See setting a target date for more info on the types of organizations that may hold similar events. | |||
<h2>Code of Conduct</h2> | <h2>Code of Conduct</h2> | ||