Events at HackerDojo is run by a process that is still being smoothed out, but is being designed to deal with future growth.  Here's how it works:

 

You want to host an event at Hacker Dojo! About The Event Application Still need help?

 

You want to host an event at Hacker Dojo!

1. Figure out when you want to have your event, what room(s) it will be in, and who you want to come.
2. Check the Event Calendar to see if there's already an event planned - if so, think about if you want to have another event going on at the same time. It's ok if you do, but something to think about.
3. Check the Staff Availability Calendar to make sure there will be a keyholder there to supervise your event. If not, it's your job to find someone to be there for your event.
4. Fill out an Event Application for your event.
5. The Event Coordinator will check out your application, make sure there's no conflict, and put it on the Calendar and List. If there is a conflict of time, space or something else, you'll be contacted so that a solution can be found. If you want it, an official Hacker Dojo branded facebook Event will be made for your event. (Ooh, ahh!)
6. On the day of your event, try to arrive a bit early to set things up, if necessary. If you need a whiteboard or projector, you may need to ask for help, but we should have these things around, especially if you've asked for them in the application.
7. Remember to have your guest to park only in Hacker Dojo parking spots - they don't want to get towed!
8. Have your event! Whee!
9. Don't forget to clean up :D

 

About The Event Application

The event application is not meant to be scary, but it does ask you for some serious information. Here's some explanation of the items it asks you for:

 

Intro: Dojo space and time is on a first come, first served basis.  Submit this form no less than 7 days (1 week) in advance of the event, 14 days (2 weeks) if you expect more than *15* people to attend. See this page on the wiki if you need help with the Application: http://hackerdojo.pbworks.com/Events-Information

An email is sent out once per week about events going on that week, generally Saturday or Sunday. If you don't apply on time, we may not have time to figure out if everything will work together, and will ask you to pick a different day. For larger events, we also need to make sure that we have enough space and time before it's approved, hence the 2-week request for larger events.

 

Host: Must be a paying Hacker Dojo member in Good Standing

Hacker Dojo is a membership-run space, and as such, members have privileges like being able to throw events. We want to include others, of course, but if you aren't a member, you can't throw an event here without a member of Hacker Dojo sponsoring you. So make some friends!

 

Email: If this is your first event, please add your email address. This will be used to get in contact with you regarding your event

Sometimes it's hard to find new members on the Members List, and sometimes non-members sign up for events without a sponsor. If there's anything that needs to be clarified, it's nice to be able to get in touch with you :)

 

Date of event: Pretty self explanatory

Start Time: Pretty self explanatory

End Time: Pretty self explanatory

 

Headcount: How many people you expect, not invite. Will you be setting a limit on attendees?

We'd like to know how many people will be coming for several reasons. If for example, we don't have enough chairs for a large, sit-down event, we need to let you know that. If you put an open invite on Facebook and tell us 20 but don't know for sure, we'd like to be able to plan for the possibility of more people.

 

Purpose: Name of event, what you're planning to do, will this be a repeated event, is this the first time the group has been to the Dojo

We'd like to know what's going on at the Dojo :) What you're doing will let us know whether to expect a crazy party, or some people hanging out with their laptops, possibly gesticulating wildly. If it's an event that you plan to have often, let us know so you don't have to apply each time! And if it's the first time any of these people have been to the Dojo, let us know so we can take people on a tour, or have information about the Dojo available for them to check out.

 

URL of group Information about event or group

This lets us check out what's going on a little better, and also provides a place for interested Dojo members to go to see if they'd like to go to your event as well. If it's a facebook event or something similar, we can also check on how many people have said they would attend.

 

Area of Dojo needed: Rooms can be found http://hackerdojo.pbworks.com/First-Floor-rooms and http://hackerdojo.pbworks.com/Second-Floor-rooms

We need to know what part of the Dojo you're going to have your event in. For one, we need to make sure to reserve that room for you, so people aren't using it when you get there. This also helps us plan multiple events simultaneously, because they won't be in the same place at the same time.

 

These are the reservable areas:

• ENTIRE First Floor
• Cave
• Cubby 1
• Cubby 2
• Cubby 3
• Savanna
• ENTIRE Second Floor - 4x carpet
• Deck - recently floored
• Sun Room - carpeted
• Green Room - carpeted
• Lounge - carpeted
• ENTIRE Whole Dojo - 4x carpet

 

Rooms like the Kitchen, Atrium and Parlor aren't reservable, because they're public areas where anyone can be. We recently leased the adjoining space, 140B, and after we put in some elbow grease, you will be able to reserve this area as well.

 

Deposit: Would you like to put down a deposit of $100/carpeted room to allow food and drink at your event in carpeted areas? If you decline, you and your guests will not be allowed to consume items other than water in the carpeted areas of The Dojo. Concrete areas are fine for food and other drinks. If you have not reserved a carpteted room, you do not have to put down a deposit.

This deposit is only required if you have your event in a carpeted room (mentioned above) AND you want your guests to be able to have food and drinks-other-than-water in those rooms.  The deposit can be made in the form of a check made out to Hacker Dojo, Inc., and should be for $100 x number of carpeted rooms you're reserving. If nothing gets spilled, sweet, you get your check back at the end of your event. If something happens and there's a spill on the carpet, we'll use the money you gave us to get it cleaned. The Deck has recently had nice flooring installed, and it will count as carpeted in the deposit sense.

 

Entrance fee: If Yes, how much

We recognise that some people may want to throw events where there's an entrance fee, to pay for a speaker, or materials, or sheer profit. Just let us know - we're still working out if Hacker Dojo should get a cut from these types of events, but as of now, there isn't one.

 

Facebook Event: Do you want a Facebook event made for your event, with you as an admin?

If you want, the event coordinator will set up a Facebook Event with the info from this application and make you an Admin so you can invite your friends on Facebook and publicise it at your will. I recommend you include your email address to the application so that you can be invited to the event.

 

Special Notes: Anything extra you need to mention - bringing delicate equipment or materials, need a lot of chairs, projector, etc. Wifi is provided free of charge :)

This is where you ask for a whiteboard, projector, some chairs, let us know that you'll be bringing stuff that definitely needs to be This Side Up, or anything else that doesn't really fit anywhere else in the application. If you have a question about something, bring it up here and we'll make sure it's resolved.

 

Host Responsibilities:

1. Make sure a keyholder will be there to unlock and lock the Dojo

2. Enforce parking lot restrictions

3. Remove disruptive guests

4. Clean up after your event

5. Replenish any Dojo supplies used

6. Repair or pay for any damage that happens at your event

By submitting this application, you accept the responsibilities you have as Host.

 

These things are your job as the host of the event. The other Hacker Dojo members aren't your personal support team, so don't rely on them to pick up your slack. Generally, we will try to have a Staff member there to help supervise your event, but ultimately these are YOUR responsibilities. Take them seriously, and everything will be fine. Disrespect the Dojo and its Policies, and don't expect to throw another event anytime soon. 

 

Still need help?

Please direct any and all questions, concerns and brilliant ideas to Casey Greene, the Event Coordinator, via email (casey at hackerdojo.com) or on Facebook.