Dough: split up text, expanded note about local businesses

2016-03-17T07:49:40Z

split up text, expanded note about local businesses

Dough: broke up blocks of text

2016-03-17T07:48:37Z

broke up blocks of text

Dough: Initial dump of notes

2016-03-09T06:24:29Z

Initial dump of notes

New page

== Rough Schedule ==
'''Friday'''
* Social events to organize people, also a travel day for some

'''Saturday'''
* All-day summit stuff
* Party

'''Sunday'''
* All-day summit
* Some sort of after-party

== Things you need to run a summit: ==
* Places to have events
** Main venue
** Venue for the big party, different in style and shape than
** Alternative places for other parties (as needed)
* People
** Attend
** volunteer
** (It also helps if you have a city that people want to go to)
* Early Announcement
** Travel and housing assistance (bulk of SEA budget was travel assistance)
* Food
** Breakfast
** Lunch
* Parties
* Alcohol
** Something that can be had a parties
* Swag

== Timeline ==
Helps if you start about 9 months in advance, getting funding assistance. The longer runway you have, the easier it is to get starters
Planning events long-term is essential!

=== Sponsorship ===
In all fairness, didn’t go great in Seattle
Bailouts are not a sustainable way to do business
Put together a letter talking about the summit, what the foundation is, had tiers of sponsorships

== If you want to run a summit ==
* Have a project manager and a schedule
* Have a bunch of people to do the work
* Would have been great: have somebody who could do scheduling and resource management
* Helps to know what people are good at

Every summit is a little smaller than before--first summit in Boston had 200, New York had 100, Ottawa had 50, Seattle had 67

Second time we ran the summit, extra day of external-to-Foundation partners, was a little weird because it wasn’t quite an Awesome thing, may be a backburner thing

=== Donations ===
MailChimp has historically donated money
Historically it’s been local businesses
Chapters that are equipped to run a summit may not be equipped to fund a summit (Unsolved problem across multiple foundations)

=== Other options ===
Running a “New Philanthropy” conference on the side: happened for the New York Summit had that but it was problematic
* Winning the next summit
* Presentations to IHAS
What opportunities are there to NOT have it in North America?
* Or what about multiple summits for various countries? Stable established chapters are all in North America, for better or worse right now
* The travel assistance alone for Europe would be crippling

== Timeline of Summit Preparation ==
=== 9-12 months in advance===
* Hey, we’re having an event!
* (The event choosing process that we have right now doesn’t really give it enough runway: what if we announced the next two bids?)
* Start asking for money and venues, follow up weekly
* Used Proximate to get the registration site up and running
* Get trustees to add their registration to the site

=== 6 months in advance ===
* Everything nailed down
* Confirm travel assistance confirmation (Seattle had about 12 needing assistance)
* Travel and housing assistance can take many forms, some were PayPal sending of message
* Decide what kind of in-kind donations you might want

=== 3 months in advance ===
* Start working on housing assistance
* Start booking hotels in advance

=== Inside of 3 months ===
* Not planning, executing on plan
* Designs complete, printing complete, ideally weeks in advance to avoid rush fees
* Any in-kind donations done by 2 months
* If you want things from a major brand or a local brand that has been acquired by a local brand, leadtime is helpful there
* Relationship with Kind began when they wanted to send stuff to Awesome Foundation

=== Two weeks out ===
* Food for lunch
* Take advantage of Costco memberships

=== Day Zero===
Have the Summit!

=== Post-Summit ===
Recovery

== Documents to create ==
# Brands that are worth reaching out to
# Kinds of letters sent to people

== Deciding the program ==
* Decided partially because the exact same conversations happen in the same order almost every time
* Breakout sessions are the things that people normally want to talk about
* Having facilitators is helpful
* Think about making a bit more Unconference style with pre-filled boxes

== Questions / Thoughts ==
* Why are we not pulling together a super-committee of Awesome Summit folks?
* Can we reach out to designers outside of the chapters, for example?
* Not everybody has been to every conference, would be helpful for people to have some knowledge
* Documenting the experience--sometimes the stuff from the conference ends up in the New Chapters Handbook
* How do we take the gems of stuff and transfer it over to the working committees?

== Awesome Summit Audiences ==
Two audiences for Awesome Summit:
# New people who have never been to one before
#* Approach the summit with the wild optimism of Awesome
#* Meeting new people
# Old hands who have been to them before
#* Don’t need to go to the “what challenges to chapters face?” meetings because they’ve lived those questions before
#* Value is to see old friends, make new ones
#* Get tactical things done

Would be great to have some sort of way for people to make an opt-in to contact people

== Post-mortem ==
Had access to the budgets, verbal communications
But that was about it

@@ Line 53: / Line 53: @@
 === Donations ===
-MailChimp has historically donated money
+MailChimp has historically donated money to help run the Summit
 Historically it’s been local businesses
 Chapters that are equipped to run a summit may not be equipped to fund a summit (Unsolved problem across multiple foundations)

@@ Line 37: / Line 37: @@
 === Sponsorship ===
 In all fairness, didn’t go great in Seattle
 Bailouts are not a sustainable way to do business
 Put together a letter talking about the summit, what the foundation is, had tiers of sponsorships

Working Group: How to host Awesome Summit - Revision history

Dough: split up text, expanded note about local businesses

Dough: broke up blocks of text

Dough: Initial dump of notes