Netpolicy/Events/Privacy Lab

Privacy Lab Process

Privacy Lab was was an idea that came out of MozFest in 2014. It's essentially a series of monthly events that combine speaker presentations with networking opportunities and small group work. The target audience is professionals in the privacy field across both policy and technical interests. More info here.

As with any event, Privacy Lab takes a fair amount of organization. This document is designed to walk through the process of running a Privacy Lab program, so that anyone can start and run a Privacy Lab in any location. We'd love to see Privacy Lab expand around the world.

Getting Started

To get started, you'll need at least one person to organize (we have two primary organizers), a place to host it, people to invite and a plan.

Event Format

• Consider a creating a standard format for all or most of your events.
• 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 have experimented with different times and 6-8pm seems to work best, so people have time to arrive after work.
• We've been asked to vary the day of the week, so that people who have commitments on a particular day don't miss it every month.

Creating a Planning Spreadsheet

• 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.
• Create tab for a planning calendar - include basic info for each month such as date, address, seating capacity, link to Eventbrite, site contact, topic, speakers, etc. This allows you to plan out several months in advance.
• Create a tab to list possible hosts and their contact info, address, seating capacity and dates they've hosted or have offered to host.
• Create a tab to keep track of similar events (to avoid conflicts)

Getting the Word Out

• Consider reaching out to similar organizations and offering cross-promotion (they mention your event and you mention theirs)
• Reach out to professional organizations such as the IAPP to get pre-approved for Continuing Professional Education credits (CPE's). A one hour event is often worth one CPE for attendees.

Setting a Target Date

• 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, WISP, IAPP, Truste, Startup Policy Lab, etc.
• 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)

Invitations

• Once you have a topic, a confirmed speaker (if applicable) and a host, you can create an invitation.
• We've been using Eventbrite for our invitations.
• Invitations should include: logo, date, time location, speaker info, RSVP, 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.

Logo

• 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 Privacy Lab wiki.

Speakers

• Announce at events that you are always looking for speakers.
• 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.
• Communications with speakers should confirm date, start time, planned topic, address and include your contact information.

Hosts

• Announce your search for hosts at each event. Reach out within your network to develop a list of potential hosts.
• Communications with host should confirm date, start time, planned topic, address, seating capacity, seating capacity, site contact, and catering count (if catering is offered).
• Many hosts may offer to provide some catering, which can help encourage attendance.

Email Template

• Consider creating a couple of standard email templates - one to send the initial invitation to your distribution list about a month before the event and another to send a reminder the week of the event.
• See the sample planning spreadsheet for an example.

Distribution List

• We created a privacy-events mailing list at mailman at mozilla. Each month, we add attendees from Evenbrite, as described in our materials. We also manage any unsubscribe requests we receive.

Wiki

• Include logo, goals, format, location, mailing list, contacts and code of conduct.
• List upcoming Privacy Labs and keep an archive of past events.
• See Privacy Lab wiki for an example.

Video and Photography

• We receive frequent requests for recording, from as far away as Germany. We record for remote and future viewing whenever possible. Ask hosts if they have this capability. Partner with organizations that can livestream (ex: Passcode or Air Mozilla). Ask for volunteers who have video skills.
• 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 dots on name badges.

Code of Conduct

• Consider creating and a code of conduct and including a link to it in all communications. Our can be found here.

Volunteer Roles

PRE EVENT TASKS

• Speaker Coordination - confirm speaker availability for the target date, manage communications with speakers, send calendar invite. Coordinate with attendee communications to include speaker information in invitations. Send thank yous to speakers after the event. Take photos of the speakers at the event to include with the thank you note.
• Host Coordination - announce the need for host organizations at each meeting, track offers to host in planning spreadsheet, communicate with hosts each month, including thank you's after the event.
• Invitations - Use a tool like Eventbrite (recommended) or a protected Google form to send invitations and gather RSVPs.
• Wiki updates - Add the invitation link to the wiki each month and move the previous month to the archives section. If the event was or will be recorded, add a link to the recording.

EVENT TASKS

• Master of Ceremonies (MC) - these tasks include introducing each speaker, making the audience feel welcome, keeping the audience engaged, covering logistics such as format, upcoming events, bathroom locations, and whatever else is needed.
• Timekeeper - this task keeps speakers on time and clears the room at the end of the event
• Notekeeper - this task may be optional if the event is being recorded or you don't plan to publish a blog post after the event.

POST EVENT TASKS

• Update the wiki and send invites for next month (unless they were already sent with the reminder emails)
• Send thank you notes to speakers and hosts, including any photos and recording links.
• Import your attendee list into the your regular distribution list.
• Create a blog post to summarize the event.

Additional Resources

• Privacy Lab wiki is here
• Mozilla Foundation has great tips on making events inclusive