SFD 2014 Kitchener-Waterloo: Organizing

Volunteer Jobs

Please contact sfd at kwlug.org to sign up for one or more of these jobs. You can do the jobs without signing up if you insist.

Jobs to be done in the next few days

• Help publicize the event by posting to different online and offline events listings. See "Publicity" section for list.

Jobs to be done soon (in the next week)

• Distribute posters and brochures. (Martin, Paul, Robert, Hazel) You can pick up some colour printouts of the poster from Charles at Computer Recycling (66 Queen Street) now. Brochures will hopefully be available Monday night.
  • We have 100 posters printed, so although we do not want to be frivolous we can distribute posters widely.
• Once the Facebook event is up, send invitations to your friends and others who might be interested in attending.
• Get the word out to organizations like schools, libraries, Communitech, etc.

Jobs to be done soon (over the next couple of weeks)

• Help prepare machines for our Installfest. (Hazel) They need to be sorted and collected and cleaned out. This requires coming down to Computer Recycling. If people want we can organize a work party for this.
• Get 64 bit installers working for Xubuntu

• Collect materials for the Free Culture Disc. (Paul, Laurel) This can consist of music tracks, podcasts, or other audio provided that you genuinely like it and find it high quality. Laurel has a big list of free culture resources here: http://laurelrusswurm.wordpress.com/free-culture/ and find the music tracks of last year's disc here: http://wiki.softwarefreedomday.org/MusicSamplerSFD2013

• Compile a list of "best of breed" FLOSS for Windows and Mac. We can make this software available for the Installfest. There is a list to start with here: http://www.theopendisc.com/ (which has not been updated for a few years, and is obsolete).

• Prepare a list of resources that we can make into a leaflet. This can include references to other Free Culture and Free Software resources (online and especially locally)
• Print out the "What is Free Software" and "What is Free Culture" PDFs from last year and glue them to bristol board. (I have these PDFs and can make them available.)
• Design and print instructions for the installfest: what people have to do in order to build a machine and get GNU/Linux on it. (We will probably have a few different options here.)
• Design a label for the Free Culture disc and arrange to print labels (we have some labels and can purchase some more).
• Burn a bunch of Free Culture Discs (and maybe some software discs) and get labels on them, once the Free Culture Disc exists.
• Help get networking and computer equipment (maybe laptops) ready for the workshops

Jobs to be done shortly before the event

• Prepare signage to direct people to the correct locations for different activities

Jobs to be done during the event

• Set up before the event. (Keefer, Kyle) This involves preparing rooms, setting up A/V equipment, hanging up signs and banners, laying out snacks, setting up giveaways.
• Greeters. (Berleine) We need some people to greet people in the different areas, help people find the activities they want to attend, take tallies, and keep an eye that people are not wandering into inappropriate places. We probably need at least a couple of greeters.
• Timekeeper and A/V person for the presentations. Somebody needs to keep the presentations on schedule (shaking the "Danger tamborine" if necessary) and make sure that the recording equipment is working (we hope to record many of these presentations to post later).
• Installfest volunteers. (Keefer, Martin, Pascal, Peter, Kyle) We may need lots of these to help people put together computers and install distributions. We will probably have some quicker automated installation methods, but some people will also want to install weird things, or install normal things the long way.
• Teardown at the end of the event. (Peter, Kyle)

Completed Jobs

• Proofread the brochure. This is especially helpful if you are presenting something.
• Finalize the brochure and print it.
• Fold the brochure. (Hazel, Paul) I am wondering whether we can get together a group of volunteers to help with folding on Monday at 6pm or so. Who would be able to help with this?

Publicity

Materials

• Poster (Inkscape format): sfdkw-poster-v10.pdf sfdkw-poster-v10.svg

• Brochure (Scribus 1.4 format): sfdkw-brochure-v09-styling.pdf sfdkw-brochure-v09-styling.sla

• Facebook event: https://www.facebook.com/events/841426132534331/

To do

• Mailing lists where the posting would be relevant
• The Community Cord
• The Kitchener Post -- Submitted
• WPIRG mailing list
• CBC
• CTV
• Rogers TV -- Submitted
• Conestoga College (they found out about us last year)
• TWC events calendar
• TWC front page
• Downtown Kitchener calendar -- Submitted
• Communitech Calendar -- submitted

Done

• The Record "Nightlife" section -- Done? http://www.therecord.com/waterlooregion-events/date/20-09-2014

• Snapd magazine -- Done: http://www.snapkw.com/?option=com_sngevents&id[0]=712250

• Kijiji -- Done: http://www.kijiji.ca/v-events/kitchener-waterloo/software-freedom-day/1013017381

• Good Work News at TWC (not going to bother)

• Facebook page -- Done! SFDKW

• Twitter feed -- Done! @SFDKW

• Fediverse -- Done! @SFDKW@sn.jonkman.ca

• Student Life Centre at UW (4 posters)
• Your Neighbourhood Credit Union, Waterloo branch (1 poster)
• WPL, main branch (2 posters)
• KPL, all branches (5 posters)

• aroundkw.com -- Done: http://aroundkw.com/events/display-item.php?eventid=839

Outreach

Some organizations to consider approaching:

• Communitech
• Open Data Waterloo
• KPL (is Makerbot FLOSSy enough?) -- Done by Sergiane. They are doing Word on the Street this year.
• WPL - Done by Sergiane. Probably not this year.
• Cities: Kitchener, Waterloo, Cambridge, Guelph
• Computer Science Club -- Attempted by Nick.
• School boards
• Chamber of Commerce
• Local tech companies (Google? Others?)
• Small business advisory board
• Bits and Bytes club -- Done

Lessons for the future

There are a lot of events which conflict with the third Saturday in September:

• Open Doors Waterloo
• Royal Medieval Faire
• Android Hackathon at UW (one-off event?)
• Word on the Street
• KOI music festival

Future KW events should be held a week earlier or a week later.

Topics for the future:

• Contributing to FLOSS projects
• FLOSS-friendly art show
• Running Linux off a thumb drive

Want to help?

We also do some of our planning on mailing lists.

• Kitchener-Waterloo SFD-Planning list: Contact sfd at kwlug.org to get subscribed

• Global SFD-Discuss mailing list