Planning wiki for Drupal booth at SCaLE - 10th annual So Cal Linux Expo; January 20-21, 2012

Are you interested in helping to spread the word about Drupal? We need your help! SCaLE 10x is coming and LA Drupal is hosting a booth! SCALE 10x, the premier Open Source Community conference in the South Western United States, has a new venue at the Hilton Los Angeles Airport. Plus, the first 8 people that can commit to at least 4hrs of booth & get me their contact info will receive a code for free FULL COnference Pass Admission to SCaLE 10x! See details under the signup form. After these are gone, there is a GDOLA discount code (groups.drupal.org/la, get it?) that you can use to get 50% off your ticket price.

Following are some of the planning details, and at the moment this post is a STILL a skeleton, but not for long. It is a WIKI so please feel free to add corrections and additional information.

There are many interested LA Drupal members with great ideas about the booth for this year. Who are you, and what exactly are you thinking of? PLEASE give the details about your contribution to the booth, or your contributed idea about the event that can be implemented or expanded upon to turn this into a tremendous example of who we are at LADRUPAL!

Want to Volunteer?

1. Step 1: signup
2. Step 2: commit to a time slot on the schedule and send Mike Stewart your contact info and I'll send you a code to register.
3. Step 3: edit this wiki with information everyone should know

The easiest thing to do is to volunteer for a time slot at the booth, so edit the Schedule below to pick your times.

Sign up here with your contact info and how you'd like to contribute:

Step 1: Signup

IMPORTANT: Key coverage times are during session breaks, when there is atypically a surge on the floor. Please make an effort to help us cover questions at these times: 11-11:30a, 12:30p, 2:30-3p, 4p-4:30p, 5:30p

• [[http://groups.drupal.org/user/1324/contact | Mike Stewart]] (www.MediaDoneRight.com) I'm the contact person! If you've committed to 4+hrs of volunteer and want/need free admission, contact me and I'll email you "the code."
• Peter Benjamin
• Cary Gordon
• Chris Charlton - Stauffer New Media Development
• kathyh
• Chris Stauffer - Stauffer New Media Development
• mcfilms (Jerry Witt) - Motion City
• Hilario Saavedra
• Jeffrey Sorgen
• Scott Vanderbilt
• Tom Bauer
• Michael Thorne (going to split my time between the Drupal booth and the RiotGames booth on Sunday)
• John Romine
• John Arroyo
• Ashok Modi
• Tom Friedhof
• Christefano
• Your name here (website) < --- copy, paste above this line, and edit

Step 2: Schedule

Add yourself to at least one time-slot on Saturday &/or Sunday in the schedule below. replace the text help! or optional with Your Name (& preferably a link to your user profile).

IMPORTANT: Key coverage times are during session breaks. At these times there is typically a surge of people on the floor. Please make an effort to help us cover questions at these times: 11-11:30a, 12:30p, 2:30-3p, 4p-4:30p, 5:30p So how this plays out, is there is often some degree of flexibility throughout the day for volunteers to wander the floor. But 1-2 people should always be at the booth, and please be cognisant to be at the booth during these times.

Sat Jan 21

Note: It's good evening for dinner and maybe a get-together at the SCaLE party. Checkout this event post: http://groups.drupal.org/node/202543

notes

The expo floor closes at 5pm. Cleanup is the quickest for Saturday since the booth just needs to be setup for the next day and important or expensive items must be hidden away, covered, or taken home to be brought back the next morning 8am. Electrical equipment should be turned-off and/or unplugged.

Sun Jan 22

notes

The expo floor closes by 4pm. Cleanup takes way less than an hour if everyone helps. If there any boxes (of anything) left then someone needs to take them home. Any LA Drupal booth manager can help you know who can or should take what home. The booth area must be clean and the two chairs we were assigned must be left within our booth.

Ok, Now what? Booth Details: Badge Pickup, Dates, Times, Location, etc

Questions? Contact info?
1. Booth #(s): 34
2. Contact: Mike Stewart with YOUR contact info. I need a cell/txt and hopefully email in case I need to get ahold of you before or durning the event.
3. Fun: Be prepared to have fun: http://groups.drupal.org/node/202543
4. Prepare: Please be prepared to evangelise Drupal. Please add some recent links to resources (below) about recent marketing material, awesome Drupal sites, etc. There will people that have never seen/heard of Drupal. There will also be experts and everything in between.

Tasks

things that need to happen in order for us to have fun & be cool when promoting drupal
1. Edit this wiki!

What about the slide show?
Chris Charlton - Normally a group slideshow is updated and shared on a USB key at the event. We should look at having some git branch for the group photo portfolio and tag each year allowing anyone to branch off of it and submit a pull request to add photos - while forcing them to learn basic Git. :)

What about the recipe cards?
There was a box of them but who currently has them?

What about the printed material?
Chris Charlton - I can order the generic LA DRUPAL business cards and a tri-fold pamphlet that contains tons of links and info about LA Drupal such as our upcoming events.

What about extra signage LA Drupal sandwich board or vertical sign? Can someone sponsor these? (for this we're ask only LA Drupal branding be on the design since it would be used more than once)
Chris Charlton - I have the large white banner printed for last year; I'll also bring zip-ties. We always need something to hold it up well each year but never plan for it before, let's try to figure it out prior to the event if possible.

Conference & Booth Info

information about booth location, prizes, etc
If you are registered and are confirmed to be registered then you can pick up your badge at any time before entering the expo floor. There is self-checkin stations at the expo that make it really easy to claim your printed badge. Since our booth is only for Saturday & Sunday, there should be no issue picking up your badges the day before (Friday). All of this will need to be confirmed, but I am going off of my experience from previous years. - Chris Charlton

Resources

1. Projector (donated by Stauffer New Media Development; will be brought by an LA Drupal booth manager - Chris Charlton is volunteering)
2. Large Banner - Chris Charlton
3. Mini-PC (perfect for projector) - Chris Charlton
4. Zip-ties - Chris Charlton
5. Stickers - Chris Charlton
6. Half box of T-shirts - Chris Charlton
7. Hand sanitizer - Christefano
8. Bottled water - Christefano
9. What else?

Find last year's resource list at the old SCALE 9X Wiki: http://groups.drupal.org/node/120859

That link is from last year's event. May be outdated. If anyone has updates, please add. Variety of links to Drupal marketing & educational material. good info to know in order to prepare yourself for questions:

• drupal event organizer kit is a great resource for marketing & educational collateral for the booth
• great promo materials explaining: What's Drupal?.
• Planet Drupal - review prior to show to be up to date on latest news in the Drupal world

Last Year's planning wiki: http://groups.drupal.org/node/120859/edit