Reps/SOPs/Attending an Event

This is a Standard Operating Procedure (SOP) of Mozilla Reps program, guiding MozReps on how to attend, participate in and/or organize an event. Info and instructions get regularly updated. Help us expand and polish this SOP by editing it! Check SOP on creating SOP if you are not sure how to do that.

Step 1 - Identify different possibilities of Mozilla Participation

Initially you should consider all the possible ways of participation and representation of Mozilla in the particular event. Those might include: Booth, Talk, Lighting Talk, Workshop, Guerilla Activities, Mere attendance, Flash Mob, Sponsorship, Volunteering etc. Of course if you come up with a cooler idea do not hesitate to set that in motion! Remember, Mozilla Reps are aiming to spread the word (and love!) about Mozilla in as many events as possible, but if you are not sure if an event fits the Mozilla scope make sure you ask your Mentor or Regional Coordinator.

Step 2 - Create wiki page of the event

Jump on the Mozilla wiki and create a new event using this template. [CREATE A TEMPLATE]

Step 3 - Announce your participation

In this step you should make sure that you announce your planning, and future participation on the event through all our communication channels : IRC meetings, mailing list and also consider writing a blog post. This will let your fellow MozReps know that you are planning to attend on the event and they will help you in all possible ways

Step 4 - Swag and Budget

Time for planning on some practicalities. In coordination with the rest of your event team (those planning to participate with you), you need to determine possible swag and budget needed. Do not hesitate to ask for guidance on that by you Regional Coordinator. Also make sure you file the appropriate bugs well before the event, so you can have your swag and budget when you need them.

Step 5 - Final Week check list

Make sure that 3-4 days before the event you have an updated wiki page , stating each participants responsibilities and checking you are all set for the "items to bring". Remember to update your wiki page with all the latest info even during the event. It is your planning hub! If you are having guest Mozillians arriving on your event, make sure you have all the travel info and facilitate them on all their needs. You will be a traveling Mozillian someday, so be excellent to each other :)

Step 6 - During the event

It is show time! As the event owner you are solely responsible for the Mozilla presence on the event, so please make sure everything run as planned and you activities run smoothly. Also check Booth SOP and Talk SOP for specific details on holding a booth or giving a Mozilla Talk. As always have a lots of fun, with your fellow MozReps and Mozillians in general, and show the world what a Mozillian stands for!

Step 7 - Reporting back

You are exhausted. The event was tons of fun and Mozilla rocked the place. We are sure about that! But your fellow MozReps eagerly await to learn more about your presence there. When things calm down, make sure you write a blogpost about the event and Mozilla participation, and include some photos! Announce your post on our mailing list so everyone knows how you rocked! Encourage the other participants to do the same. Finally make sure the event's wiki page is updated (and links to your posts) and that your userpage is updated on you ownership/participation on the event.

Problem? Sometimes things do not work out as planned. It's normal and there's really no need to be frustrated :) If you stumble upon any problem, mishap or you need general assistance or guidance, make sure you contact you mentor or your regional coordinator. They will be more than happy to help you! (thats why they are there!)