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YAPC::Asia Tokyo:
Behind The Scenes
Or, How We Organize
An Event For 2000 Attendees
YAPC::EU 2015 Version
Daisuke Maki @le...
Warning
•YAPC::Asia Tokyo is vastly different from any
other YAPCs
•Do not compare apples to oranges.
• I will be talking ...
Also:
• Please blog/tweet about this talk w/ #yapcasia
hashtag
• Stop me anytime to ask questions
✓ @lestrrat
✓ 114 CPAN modules
✓ peco (https://github.com/peco/peco)
✓ 6-time YAPC::Asia Tokyo organizer
Some Numbers
90# of talks, including LTs
60sponsors
400Blog entries
(approx 20% of all attendees wrote a blog)
100Mbps
Avg throughput during the conference
over the WiFi network
3500Unique devices connected to
conference WiFi
26,000,000
approx.
approx. 175, 000 EUR
JPY
The Team
90approx.
Total # of staff
60approx.
Volunteers
22WiFi Network Team (CONBU)
12Core Staff
1Partially Paid Staff
1Partially Paid Staff
THANK YOU!
THANK YOU!
How Do We Do It?
Same as any engineering project:
1.Design it
2.Implement it
Designing
The
Conference
Why Design ?
•Without knowing what you want to
create, you cannot decide what has more
priority
•Extremely important to do...
WHAT is the conf. about?
•Festival for all Geeks (regardless of the
community they belong to)
WHO is it for?
•Speakers: Professional engineers w/ interesting
tech stories to tell
•Audience: Engineers in any level
•Sh...
How Big? (WHERE)
• Want: A big festival.
• Last year: ~1400
• 2000 or more it is!
• (But avoid being enterprise-y)
• But v...
Costs (Ballpark)
• We know from experience it costs about €70 per attendee
• €70 x 2000 ppl = €140,000
$$ to be raised
•From past experience:
• €2,500 avg per sponsor
• €25 avg from ticket sales per attendee
• Ticket sales = ...
Where does this get us?
• Now we know:
• What kind of venue we should look for
• What to tell potential sponsors and atten...
Implementing
The
Conference
Team Management
http://www.quickmeme.com/meme/3ojt07
(ノ`Д)ノ彡 democracy
•The main organizer(s) hold supreme executive
powers
•I am the benevolent dictator
•I delegate power to ...
Why top-down ?
• Building consensus first is good but it’s slow
• Your staff are the most valuable resources you have
•DO ...
Communication
•We work remotely. We need good tools
•We have engineers and non-engineers
Requirements
✓ Must be easy to signup
✓ Must allow easy mobile access
✓ Must be easy to work w/ multimedia
✓ Must not be i...
•Pretty much a no brainer choice in this arena
✓ Easy to signup
✓ Easy mobile access
✓ Easy to work w/ multimedia
✓ Looks ...
• In 2015 people have much different
expectations for tools like this. IRC just
doesn’t cut it.
YNOIRC?
•TODO lists (issues)
• Weekly minutes
• Spreadsheets, PDFS, some
public docs
• All in one shared folder
• Did not use it at all for staff
communication
• Only used for external
communication
The Venue
and More
Requirements
✓ Combined capacity of approx 2000
✓ Rooms must be close to each other
✓ Must have large room to have confere...
Reality
ENOSUCHVENUE
(Well, almost no such venue)
ACT EARLY!!!
Nobody expectsNobody expects
2000 engineers, each carrying
multiple WiFi ready devices!
2000 engineers, each carrying
mult...
Sponsors, Money,
Design
Goal
Raise that €90K
Make it easy for non-
engineers to grok
your conference
Things We Prepared
1. Abstract/Purpose of the conference
2. Visual aids to compliment (1)
3. Comprehensive sponsorship menu
✓ Logos
✓ Design for materials (site, handouts,etc)
✓ Photos
Visual Aids
WAKE UP
ONLY the die hard fans
will be interested w/o
professional grade visual
materials.
New generation of
attendees are far more
likely to get interested
when your conference
site/materials are
pleasant to the ...
Sponsors care about
your site/material
appearance: That’s the
design they will be
associated with.
Hire A Photogrpaher!
•Equipped with all of this, it s
finally time to go talk to the
sponsors
•… All 50 of them :/
• Raising Money is NOT evil
• More funds = more choices
The Content
Secret Ingredient:
ZOMG YAPC::Asia Tokyo is
not a Perl Conference
• We don’t focus on ANY language/stack
• We are biased towards Perl, but th...
Proposals
• We immediately publish talk proposals -- before
any selection takes place.
• We ask authors to promote their t...
Talk Selection
• Quality of abstract
• Because we deal with a wide range of topic/audience, an easy to
understand abstract...
Other stuff
• We don’t do tutorials/master classes. It just does
not justify the costs….
• We do work with sponsors to hol...
Miscellanea
Website
no ACT;
• Giving access to non-engineers (e.g. designers,
other staff) was too hard
• ACT and myself became SPOFs :/
✓ Since 2010~
✓ Static content: Movable Type
✓ Dynamic content: set of PSGI apps
✓ Ticketing: outsources
Ticketing
• Don’t reinvent: Just use an external service
• It’s far easier to shave some yaks than to
maintain one yoursel...
Timing Is Everything
•Schedule the CFP and Talk Schedule release
so that it coincides with ticket sales
•Always sell a lit...
Balance sheet
• Well organized B/S is extremely important
• But I can’t make it public :/
• Come see me later if you’re in...
Wrap up
Grand Design
Staff
Communication
Outsource
Use the Web
Just Do It
Resources
•The 10th and Final YAPC::Asia Tokyo
• https://medium.com/@lestrrat/the-10th-and-final-yapc-asia-tokyo-6bf15dae1...
Questions?
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)
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Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)

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Slides with notes are at http://lestrrat.ldblog.jp/YAPCEU2015-YAPCASIA_Behind_The_Scenes.pdf

This is a talk I gave at YAPC::EU 2015 in Granada.
It's based on the talk I gave at YAPC::NA in Salt Lake City, but because this was AFTER YAPC::Asia Tokyo 2015, I have a lot more concrete numbers that I can share.

Published in: Technology
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Yapceu 2015 yapc asia tokyo behind the scenes (w/o notes)

  1. 1. YAPC::Asia Tokyo: Behind The Scenes Or, How We Organize An Event For 2000 Attendees YAPC::EU 2015 Version Daisuke Maki @lestrrat
  2. 2. Warning •YAPC::Asia Tokyo is vastly different from any other YAPCs •Do not compare apples to oranges. • I will be talking a LOT about $money •All figures assume approx 150 JPY = €1 •Actual rate is around 140 JPY = €1 •I’m rounding things to make things easier
  3. 3. Also: • Please blog/tweet about this talk w/ #yapcasia hashtag • Stop me anytime to ask questions
  4. 4. ✓ @lestrrat ✓ 114 CPAN modules ✓ peco (https://github.com/peco/peco) ✓ 6-time YAPC::Asia Tokyo organizer
  5. 5. Some Numbers
  6. 6. 90# of talks, including LTs
  7. 7. 60sponsors
  8. 8. 400Blog entries (approx 20% of all attendees wrote a blog)
  9. 9. 100Mbps Avg throughput during the conference over the WiFi network
  10. 10. 3500Unique devices connected to conference WiFi
  11. 11. 26,000,000 approx. approx. 175, 000 EUR JPY
  12. 12. The Team
  13. 13. 90approx. Total # of staff
  14. 14. 60approx. Volunteers
  15. 15. 22WiFi Network Team (CONBU)
  16. 16. 12Core Staff
  17. 17. 1Partially Paid Staff
  18. 18. 1Partially Paid Staff THANK YOU! THANK YOU!
  19. 19. How Do We Do It?
  20. 20. Same as any engineering project: 1.Design it 2.Implement it
  21. 21. Designing The Conference
  22. 22. Why Design ? •Without knowing what you want to create, you cannot decide what has more priority •Extremely important to do this FIRST • https://medium.com/@lestrrat/what-do-you-want-your- yapc-to-be-5a5e15340239
  23. 23. WHAT is the conf. about? •Festival for all Geeks (regardless of the community they belong to)
  24. 24. WHO is it for? •Speakers: Professional engineers w/ interesting tech stories to tell •Audience: Engineers in any level •Should be enjoyable by Perl AND non-Perl folks
  25. 25. How Big? (WHERE) • Want: A big festival. • Last year: ~1400 • 2000 or more it is! • (But avoid being enterprise-y) • But venues of this size are scarce…
  26. 26. Costs (Ballpark) • We know from experience it costs about €70 per attendee • €70 x 2000 ppl = €140,000
  27. 27. $$ to be raised •From past experience: • €2,500 avg per sponsor • €25 avg from ticket sales per attendee • Ticket sales = approx €25 x 2,000 = €50K • Ergo: • €140K - €50K = €90K must be raised from sponsors • €90K / €2.5K ~ we need 40~50 sponsors
  28. 28. Where does this get us? • Now we know: • What kind of venue we should look for • What to tell potential sponsors and attendees (“What is this event about, and why they should care”) •The ballpark figure cost to run the event •…And therefore the number of sponsors that we need
  29. 29. Implementing The Conference
  30. 30. Team Management
  31. 31. http://www.quickmeme.com/meme/3ojt07
  32. 32. (ノ`Д)ノ彡 democracy •The main organizer(s) hold supreme executive powers •I am the benevolent dictator •I delegate power to core staff •But I ultimately have the final say
  33. 33. Why top-down ? • Building consensus first is good but it’s slow • Your staff are the most valuable resources you have •DO NOT WASTE THEIR TIME/RESOURCE •Implement good communication model •Make fast decisions •Maximize efficiency
  34. 34. Communication •We work remotely. We need good tools •We have engineers and non-engineers
  35. 35. Requirements ✓ Must be easy to signup ✓ Must allow easy mobile access ✓ Must be easy to work w/ multimedia ✓ Must not be intimidating (no black screen / CUI)
  36. 36. •Pretty much a no brainer choice in this arena ✓ Easy to signup ✓ Easy mobile access ✓ Easy to work w/ multimedia ✓ Looks pretty! (don’t laugh, it’s important)
  37. 37. • In 2015 people have much different expectations for tools like this. IRC just doesn’t cut it. YNOIRC?
  38. 38. •TODO lists (issues) • Weekly minutes
  39. 39. • Spreadsheets, PDFS, some public docs • All in one shared folder
  40. 40. • Did not use it at all for staff communication • Only used for external communication
  41. 41. The Venue and More
  42. 42. Requirements ✓ Combined capacity of approx 2000 ✓ Rooms must be close to each other ✓ Must have large room to have conference dinner for several hundred people ✓ Must allow us to build our own WiFi network
  43. 43. Reality ENOSUCHVENUE (Well, almost no such venue)
  44. 44. ACT EARLY!!!
  45. 45. Nobody expectsNobody expects 2000 engineers, each carrying multiple WiFi ready devices! 2000 engineers, each carrying multiple WiFi ready devices!
  46. 46. Sponsors, Money, Design
  47. 47. Goal Raise that €90K
  48. 48. Make it easy for non- engineers to grok your conference
  49. 49. Things We Prepared 1. Abstract/Purpose of the conference 2. Visual aids to compliment (1) 3. Comprehensive sponsorship menu
  50. 50. ✓ Logos ✓ Design for materials (site, handouts,etc) ✓ Photos Visual Aids
  51. 51. WAKE UP
  52. 52. ONLY the die hard fans will be interested w/o professional grade visual materials.
  53. 53. New generation of attendees are far more likely to get interested when your conference site/materials are pleasant to the eye.
  54. 54. Sponsors care about your site/material appearance: That’s the design they will be associated with.
  55. 55. Hire A Photogrpaher!
  56. 56. •Equipped with all of this, it s finally time to go talk to the sponsors •… All 50 of them :/
  57. 57. • Raising Money is NOT evil • More funds = more choices
  58. 58. The Content
  59. 59. Secret Ingredient:
  60. 60. ZOMG YAPC::Asia Tokyo is not a Perl Conference • We don’t focus on ANY language/stack • We are biased towards Perl, but that’s it. • We ask for interesting and fun talks.
  61. 61. Proposals • We immediately publish talk proposals -- before any selection takes place. • We ask authors to promote their talks via their blogs, Facebook, Twitter, Hatena Bookmark, etc. We DO take the number of shares into consideration. More shares = More attention.
  62. 62. Talk Selection • Quality of abstract • Because we deal with a wide range of topic/audience, an easy to understand abstract wins • Also, we get about 100 proposals for 40~50 slots. Better write good abstract! • Tie breakers: • Number of shares • Perl / no Perl
  63. 63. Other stuff • We don’t do tutorials/master classes. It just does not justify the costs…. • We do work with sponsors to hold special sessions, e.g. round table talks, etc.
  64. 64. Miscellanea
  65. 65. Website
  66. 66. no ACT;
  67. 67. • Giving access to non-engineers (e.g. designers, other staff) was too hard • ACT and myself became SPOFs :/
  68. 68. ✓ Since 2010~ ✓ Static content: Movable Type ✓ Dynamic content: set of PSGI apps ✓ Ticketing: outsources
  69. 69. Ticketing • Don’t reinvent: Just use an external service • It’s far easier to shave some yaks than to maintain one yourself. • We’ve been using Peatix, but there are plenty of other choices
  70. 70. Timing Is Everything •Schedule the CFP and Talk Schedule release so that it coincides with ticket sales •Always sell a little less than the maximum you can make available. •Sell it out. ALWAYS Sell it out. Then make really buzzworthy announcements. •TIME IT. TIMING IS EVERYTHING.
  71. 71. Balance sheet • Well organized B/S is extremely important • But I can’t make it public :/ • Come see me later if you’re interested in that sort of stuff
  72. 72. Wrap up
  73. 73. Grand Design
  74. 74. Staff
  75. 75. Communication
  76. 76. Outsource
  77. 77. Use the Web
  78. 78. Just Do It
  79. 79. Resources •The 10th and Final YAPC::Asia Tokyo • https://medium.com/@lestrrat/the-10th-and-final-yapc-asia-tokyo-6bf15dae1ab4 •What Do You Want Your YAPC To Be? • https://medium.com/@lestrrat/what-do-you-want-your-yapc-to-be-5a5e15340239 •http://yapcasia.org/2015/photos • (change 2015 to year of choice to get photos — only up to 2009) •YAPC::Asia Tokyo Videos • https://www.youtube.com/user/yapcasia/videos
  80. 80. Questions?

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