Facilitation Wiki - User contributions [en]

Participants:Guidelines

2026-07-03T16:55:52Z

Wikiadmin: /* Guidelines on Inclusion */

Participants at Aspiration events are sometimes based in one geographic location, but more often come from many regions and countries spread across the globe, and in all cases, represent a broad range of experiences and viewpoints. So much of what we are trying to accomplish at each event involves building new relationships, and positive and constructive attitudes serve as the foundation for the work we will do.

While we do not want to dictate behavior or in any way unnecessarily limit expression, we provide the following guidelines as a starting point for collaboration and community building during all the events we co-design and facilitate.

These guidelines are put forward in a proactive stance of trust toward all participants, inviting each person to be their best self, and to help others have most positive meeting experiences.

These guidelines are employed within our practices for establishing [[Participants:InclusiveSafeSpaces | Inclusive and Safe Spaces]].

Participants who fail to honor and follow these guidelines may be asked to leave the meeting at the discretion of the meeting organizers.

= Guidelines on Respect =

'''Demonstrate respect for others at all times''': Effective sharing and learning can only take place when interactions are built on a foundation of mutual respect. It will never be acceptable to insult others or demonstrate disrespect, even in moments of philosophical disagreement and passionate exchange. In particular, we ask all participants to:

* '''Respect the schedule and the clock so we can stay on time''': When we take a 15-minute break, please be back and ready to go after 15 minutes, not off checking email or smoking a cigarette. Please attend to email and voicemail earlier in breaks instead of later, and arrive promptly for sessions so that others are not made to wait :^)

* '''Focus on listening''': While many participants are passionate about their work and may have much to say, it is in listening and understanding how others are thinking and experiencing, and any challenges they are facing, that collectively we can become stronger as projects, communities and networks. In particular, it is never ok to interrupt others while they are speaking, and please refrain from side conversations while others are speaking.

* '''Avoid excessive debate''': It is always OK to disagree and let others know you think differently on an issue or point. Participants may possess strong beliefs on matters of technology, justice, politics, philosophy and community. But live meeting time is precious, and extended debate is often time less well spent, especially for those who are placed in spectator roles. In moments of strong disagreement, whenever possible, we ask participants to seek shared understanding, compromise or respectful disagreement to move conversations forward, in order to stay focused on the goals of the session or discussion, and to prioritize addressing shared needs and shared opportunities. Where deeper debate or intervention is warranted, we encourage participants to pause and agree on a productive frame and process for further exchange of views; repeatedly asserting the same points is not such a frame :)

= Guidelines on Inclusion =

'''Actively strive to include everyone present in all facets of the event'''. Meetings should not be viewed as a competition to prove who is most knowledgeable, but rather as an opportunity to broaden networks of trust, skill, collaboration and understanding. Strive to ensure that no one is left out, and speak in language that is accessible to all. In particular:

* '''Utilize clear and accessible language''': Speak slowly and clearly for those who have English as a second or seventh language, and strive to avoid jargon and acronyms, using vocabulary everyone can understand. Where they do need to be used, please define acronyms and technical jargon when introducing them in discussion.

* '''Follow the "Rule of 1" and the "Rule of n"''':
** When you speak, make 1 point and then let others speak
** When in a group of "n" people, strive to speak "1/nth" of the time so that others have equal time to speak

= Guidelines on Creating a Safe Environment =

We are committed to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion or nationality. In particular:

* '''We do not tolerate harassment of conference participants in any form'''. Any such behavior will be addressed immediately and definitively, and those who harass or make others feel unsafe at the meeting will not be allowed to stay.

* '''Check your vocabulary''': Please refrain from using words or phrases that may offend or make other participants uncomfortable. This includes sexually explicit language, violent language, or language that makes assumptions or projects stereotypes about cultural, racial and gender norms.

* '''Meeting privacy and discretion''': Depending on the nature of the meeting, we may request participants agree to follow protocols such as the [https://www.chathamhouse.org/about/chatham-house-rule Chatham House Rule] in order to protect the privacy and anonymity of fellow participants. This request may also be extended to not taking pictures or documenting the event on social media. In general, we request that when looking to share or repeat non-public information obtained during the meeting, participants confirm what is acceptable with those from whom they gained the information.

= Guidelines on Overall Participation =

* '''Don't just talk to your friends''': We encourage all present to make it a point where possible to talk to strangers and those you know less well, as they are hopefully friends you have not yet met.

* '''Ask your questions early and often''': Questions are the currency of collaboration; never suffer in silence when something is unclear. Asking questions is an act of leadership. The event is convened specifically for the benefit of those who need to know more about the topics at hand. Participants should feel free to ask any question at any time; there shall be no such thing as a "stupid question".

* '''Embrace a spirit of sharing''': We believe that everyone present has valuable knowledge and experience to share, and encourage each participant to please contribute their wisdom to the mix. All of us know something and none of us knows everything.

Participants:Guidelines

2026-07-03T16:53:23Z

Wikiadmin: /* Guidelines on Respect */

Participants at Aspiration events are sometimes based in one geographic location, but more often come from many regions and countries spread across the globe, and in all cases, represent a broad range of experiences and viewpoints. So much of what we are trying to accomplish at each event involves building new relationships, and positive and constructive attitudes serve as the foundation for the work we will do.

While we do not want to dictate behavior or in any way unnecessarily limit expression, we provide the following guidelines as a starting point for collaboration and community building during all the events we co-design and facilitate.

These guidelines are put forward in a proactive stance of trust toward all participants, inviting each person to be their best self, and to help others have most positive meeting experiences.

These guidelines are employed within our practices for establishing [[Participants:InclusiveSafeSpaces | Inclusive and Safe Spaces]].

Participants who fail to honor and follow these guidelines may be asked to leave the meeting at the discretion of the meeting organizers.

= Guidelines on Respect =

'''Demonstrate respect for others at all times''': Effective sharing and learning can only take place when interactions are built on a foundation of mutual respect. It will never be acceptable to insult others or demonstrate disrespect, even in moments of philosophical disagreement and passionate exchange. In particular, we ask all participants to:

* '''Respect the schedule and the clock so we can stay on time''': When we take a 15-minute break, please be back and ready to go after 15 minutes, not off checking email or smoking a cigarette. Please attend to email and voicemail earlier in breaks instead of later, and arrive promptly for sessions so that others are not made to wait :^)

* '''Focus on listening''': While many participants are passionate about their work and may have much to say, it is in listening and understanding how others are thinking and experiencing, and any challenges they are facing, that collectively we can become stronger as projects, communities and networks. In particular, it is never ok to interrupt others while they are speaking, and please refrain from side conversations while others are speaking.

* '''Avoid excessive debate''': It is always OK to disagree and let others know you think differently on an issue or point. Participants may possess strong beliefs on matters of technology, justice, politics, philosophy and community. But live meeting time is precious, and extended debate is often time less well spent, especially for those who are placed in spectator roles. In moments of strong disagreement, whenever possible, we ask participants to seek shared understanding, compromise or respectful disagreement to move conversations forward, in order to stay focused on the goals of the session or discussion, and to prioritize addressing shared needs and shared opportunities. Where deeper debate or intervention is warranted, we encourage participants to pause and agree on a productive frame and process for further exchange of views; repeatedly asserting the same points is not such a frame :)

= Guidelines on Inclusion =

'''Actively strive to include everyone present in all facets of the event'''. Meetings should not be viewed as a competition to prove who is most knowledgeable, but rather as an opportunity to broaden networks of trust, skill, collaboration and understanding. Strive to ensure that no one is left out, and speak in language that is accessible to all. In particular:

* '''Utilize simple language''': Speak slowly and clearly for those who have English as a second or tenth language, and always make sure to avoid jargon and acronyms, using vocabulary everyone can understand. Where they do need to be used, please define acronyms and technical jargon when introducing them in discussion.

* '''Follow the "Rule of 1" and the "Rule of n"''': When you speak, make 1 point and then let others speak, and when in a group of "n" people, speak "1/nth" of the time.

= Guidelines on Creating a Safe Environment =

We are committed to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion or nationality. In particular:

* '''We do not tolerate harassment of conference participants in any form'''. Any such behavior will be addressed immediately and definitively, and those who harass or make others feel unsafe at the meeting will not be allowed to stay.

* '''Check your vocabulary''': Please refrain from using words or phrases that may offend or make other participants uncomfortable. This includes sexually explicit language, violent language, or language that makes assumptions or projects stereotypes about cultural, racial and gender norms.

* '''Meeting privacy and discretion''': Depending on the nature of the meeting, we may request participants agree to follow protocols such as the [https://www.chathamhouse.org/about/chatham-house-rule Chatham House Rule] in order to protect the privacy and anonymity of fellow participants. This request may also be extended to not taking pictures or documenting the event on social media. In general, we request that when looking to share or repeat non-public information obtained during the meeting, participants confirm what is acceptable with those from whom they gained the information.

= Guidelines on Overall Participation =

* '''Don't just talk to your friends''': We encourage all present to make it a point where possible to talk to strangers and those you know less well, as they are hopefully friends you have not yet met.

* '''Ask your questions early and often''': Questions are the currency of collaboration; never suffer in silence when something is unclear. Asking questions is an act of leadership. The event is convened specifically for the benefit of those who need to know more about the topics at hand. Participants should feel free to ask any question at any time; there shall be no such thing as a "stupid question".

* '''Embrace a spirit of sharing''': We believe that everyone present has valuable knowledge and experience to share, and encourage each participant to please contribute their wisdom to the mix. All of us know something and none of us knows everything.

Participants:InclusiveSafeSpaces

2026-07-03T16:42:25Z

Wikiadmin: /* Overview */

= Overview =

Over the past twenty-two years, Aspiration has convened and co-organized almost [https://aspirationtech.org/events 1000 highly interactive events in over 55 countries across the globe].

Regardless of the topic or purpose of any event, our primary goal in all the meetings we help to convene is to establish an inclusive and safe space in which participants can collaborate and build trust relationships that strengthen organizations, projects, networks and movements.

Central to this approach are our [[Participants:Guidelines|Participant Guidelines]], which convey how all those present are expected to respect and interact with one another and within the meeting context.

We implement our Participant Guidelines within the following process for establishing and maintaining inclusive and safe spaces.

= Design considerations =

As a US-based NGO working globally, we strive to be mindful and avoid acting in ways that unproductively project our values and norms into other cultural contexts, communities or regions.

Because we work with a diverse set of communities and types of participants, our guidelines are constructed with attention to a number of factors:

* Simple, clear and easy to both understand and apply, for native and non-native English speakers.
* Humanized and personable, and explicitly phrased to avoid sounding legalistic or authoritarian. This is in particular out of sensitivity those who identify with oppressive or authoritarian regimes, or who have been victims of police and legal systems.
* Easy to localize, in order to support participation in multiple languages and ease the work of those who serve as interpreters.

We approach our efforts to establish inclusive, safe and open meetings as an ongoing learning effort. We update our guidelines and associated processes whenever we identify issues or areas for improvement.

We welcome anyone with comments, questions, and other feedback to contact us via [mailto:info@aspirationtech.org info@aspirationtech.org] or [https://aspirationtech.org/contact our contact page].

= Implementation =

When organizing events, we operationalize the [[Participants:Guidelines|Participant Guidelines]] with the following steps:

* We review the guidelines with other organizers and partners, in order to confirm that they are both complete and culturally appropriate. When working with partners and communities operating within other governance models, values frameworks, or codes of conduct, we work to harmonize and unify what is presented to meeting participants.

* We work to make sure participants are aware of and understand the guidelines both before and during the meeting.

* We identify points of contacts for participants to engage regarding the guidelines and the event. This includes explicitly identifying meeting organizers, working groups and/or specific participants who will serve as those points of contact.

* We also make sure to provide at least one secure messaging option, and welcome all involved to propose or request additional communications options.

* We insure participants are clear on how to contact meeting organizers and escalate any issues with both problematic or inappropriate participant behavior as well as to discuss the guidelines themselves.

* We agree with other organizers on how issues that are raised will be responded to, addressed in timely manner, resolved and communicated to all involved parties.

* We debrief after the meeting to review any issues as well as how the overall process worked.

Logistics:Venue Checklist

2023-07-04T20:55:25Z

Wikiadmin: /* Security */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
*** No tables for use with chairs; if space permits, shallow tables around the edge of the room can be good for participants to place belongings and supplies
*** No cords, cables or power strips taped to the floor
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Menu should support all dietary needs, including, potentially, vegetarian, vegan, gluten-free, Kosher, Halal, as well as allergies (e.g. peanuts or fish)
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"
* Tables for participant laptops

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Are there security cameras in the space?
*** If so, where and how is the data stored? How long is it kept, etc.?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.

==Security==

When security needs and event threat model dictate, is the venue willing to discuss and support security needs, including:
* Supporting anonymous/pseudonymous participation?
* Genericizing any event signage?
* Limiting access to the meeting room?

Logistics:Venue Checklist

2023-07-04T20:54:39Z

Wikiadmin:

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
*** No tables for use with chairs; if space permits, shallow tables around the edge of the room can be good for participants to place belongings and supplies
*** No cords, cables or power strips taped to the floor
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Menu should support all dietary needs, including, potentially, vegetarian, vegan, gluten-free, Kosher, Halal, as well as allergies (e.g. peanuts or fish)
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"
* Tables for participant laptops

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Are there security cameras in the space?
*** If so, where and how is the data stored? How long is it kept, etc.?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.

==Security==

When security needs and event threat model dictate:
* Is the venue willing to discuss and support security needs, including:
** Supporting anonymous/pseudonymous participation?
** Genericizing any event signage?
** Limiting access to the meeting room?

Logistics:Venue Checklist

2023-05-28T15:09:21Z

Wikiadmin: /* Flexible dining options */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Are there security cameras in the space?
*** If so, where and how is the data stored? How long is it kept, etc.?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.

Logistics:Venue Checklist

2023-05-28T15:08:04Z

Wikiadmin: /* Things to obtain for venue comparison */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Are there security cameras in the space?
*** If so, where and how is the data stored? How long is it kept, etc.?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.

Logistics:Venue Checklist

2023-05-28T15:07:34Z

Wikiadmin:

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
*** Are there security cameras in the space?
**** If so, where and how is the data stored? How long is it kept, etc.?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.

Logistics:Venue Checklist

2023-05-28T14:46:43Z

Wikiadmin: /* Participant experience */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** These factors have wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:46:15Z

Wikiadmin: /* Participant experience */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:45:39Z

Wikiadmin: /* Participant experience */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Additional questions we have learned the hard way to ask...
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
** Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?
*** It is useful to find out if e.g. a new big building is going up nearby
*** Ask even though the venue is not highly like to know the answer very far in advance :)
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:42:14Z

Wikiadmin: /* Participant experience */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* External noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:34:10Z

Wikiadmin:

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs and related policies==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
* Insurance requirements
** Does the venue require any type of insurance coverage?
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
*** If so, what does it cost?

* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:31:00Z

Wikiadmin: /* Costs */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the venue?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:29:33Z

Wikiadmin: /* Open, simple meeting spaces */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:29:11Z

Wikiadmin: /* Open, simple meeting spaces */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:28:39Z

Wikiadmin: /* In particular, an optimal venue for a participatory event has... */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:27:44Z

Wikiadmin: /* The basics */

=The basics=

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:27:19Z

Wikiadmin: /* The Basics */

=The basics=

Ideally, a suitable meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:26:57Z

Wikiadmin:

=The Basics=

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has...=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed...=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Main Page

2023-05-28T14:17:34Z

Wikiadmin: /* Acknowledgments */

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including the [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Wireless Best Practices|Internet Access Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''FabRiders''' (Stroud, UK, https://www.fabriders.net), who provide us with ongoing joy, inspiration and insight as our closest and longest-term co-conspirators;
* '''The Ruckus Society''' (Oakland, California US, https://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, https://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''Blue Oxen Associates''' (Menlo Park, California, US, https://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, https://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:17:10Z

Wikiadmin: /* Acknowledgments */

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including the [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Wireless Best Practices|Internet Access Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''FabRiders''' (Stroud, UK, https://www.fabriders.net), who provide us with ongoing joy, inspiration and insight as our closest and longest-term co-conspirator;
* '''The Ruckus Society''' (Oakland, California US, https://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, https://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''Blue Oxen Associates''' (Menlo Park, California, US, https://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, https://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:16:58Z

Wikiadmin: /* Acknowledgments */

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including the [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Wireless Best Practices|Internet Access Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''FabRiders''' (Stroud UK, https://www.fabriders.net), who provide us with ongoing joy, inspiration and insight as our closest and longest-term co-conspirator;
* '''The Ruckus Society''' (Oakland, California US, https://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, https://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''Blue Oxen Associates''' (Menlo Park, California, US, https://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, https://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:16:29Z

Wikiadmin:

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including the [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Wireless Best Practices|Internet Access Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''FabRiders''' (Stroud UK, https://www.fabriders.net), who provide us with ongoing joy, inspiration and insight as closest and longest-term co-conspirator;
* '''The Ruckus Society''' (Oakland, California US, https://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, https://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''Blue Oxen Associates''' (Menlo Park, California, US, https://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, https://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:13:47Z

Wikiadmin:

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including the [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Wireless Best Practices|Internet Access Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''The Ruckus Society''' (Oakland, California US, http://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, http://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''The Tactical Technology Collective''' (Brighton, England, http://www.tacticaltech.org), whose [http://www.tacticaltech.org/source_events Source Camps] have served as excellent fountains of insight and experience in the facilitation of productive sessions and events, and whose wisdom in convening diverse international gatherings is unparalleled;
* '''Blue Oxen Associates''' (Menlo Park, California, US, http://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, http://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:12:38Z

Wikiadmin:

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including [[Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Internet Access Best Practices|Wireless Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''The Ruckus Society''' (Oakland, California US, http://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, http://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''The Tactical Technology Collective''' (Brighton, England, http://www.tacticaltech.org), whose [http://www.tacticaltech.org/source_events Source Camps] have served as excellent fountains of insight and experience in the facilitation of productive sessions and events, and whose wisdom in convening diverse international gatherings is unparalleled;
* '''Blue Oxen Associates''' (Menlo Park, California, US, http://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, http://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Main Page

2023-05-28T14:12:02Z

Wikiadmin:

{|
|- valign="top"
|
Welcome to the [http://aspirationtech.org Aspiration] Facilitation wiki! We invite you to have a look around, leave a comment or three, and check back soon for more content! This wiki describes processes, details, considerations, and logistics for organizing and facilitating Aspiration Style events. For more background, see [[Facilitation.aspirationtech.org:About | About This Wiki]].

You can also check out the event documentation work we are doing with [http://www.mozilla.org Mozilla] at https://wiki.mozilla.org/Drumbeat/events/kit

|
'''ALERT: Due to ongoing spam problems, we have had to disable anonymous editing and self-service account creation. We ABSOLUTELY welcome contributions to this wiki; please contact [mailto:info@aspirationtech.org info@aspirationtech.org] to request an account. We apologize for the hassle!'''
|- valign="top"
|
'''Event Design'''

[[Agenda:Index|Agenda]] addresses the various options and trade-offs extant in building structure into live events.

'''NEW''': [[Agenda:Hacking|Agenda Hacking]] explains how to dynamically generate well-curated agenda topics. [[Agenda:Session Design|Session Design]] offers guidelines on how to design and structure individual sessions at an event.

See our paper on [http://www.aspirationtech.org/papers/creating_participatory_events Participatory Events], commissioned by the [http://www.shuttleworthfoundation.org/ Shuttleworth Foundation].
|
'''Collaboration and Knowledge Sharing'''

[[Collaboration:Index|Collaboration]] discusses the potential and tradeoffs of using wikis and other online tools to enhance the event and document the proceedings for posterity and those unable to attend.
|- valign="top"
|
'''Facilitation and Participant Engagement'''

[[Facilitation:Index|Facilitation]] details facilitation tools, structure of the elements of an event (group exercises, plenary sessions, break-outs) and offers guidelines to facilitation.

[[Participants:Index|Participants]] details the participant guidelines as well as [[Participants:Pre-Event Questions|Pre-Event Engagement Questions]].
|
'''Logistics and Event Planning'''

[[Logistics:Index|Logistics]] details the little things that make a big difference, including [[https://facilitation.aspirationtech.org/index.php?title=Logistics:Venue_Checklist|Venue Checklist]] and [[Logistics:Internet Access Best Practices|Wireless Best Practices]].

'''Documenting at Events'''

[[Documentation:Index|Documentation]] covers how to capture the proceedings, including [[Videographer Best Practices]].
|}

== Acknowledgments ==

The foregoing facilitation and agenda ideas have been collected and developed over years of working with various organizations who convene technology gatherings for the non-profit community. Particular thanks are extended to:

* '''The Ruckus Society''' (Oakland, California US, http://www.ruckus.org), whose Action Camp model, facilitation techniques and agenda structure have inspired many of the ideas in this document, and where we learned "[[Facilitation:Spectrogram|Spectrograms]]" and "[[Facilitation:Strong_Wind_Blows|Strong Wind Blows]]";
* '''Mozilla''' (Mountain View, California, US, http://www.mozilla.org/) and [https://commonspace.wordpress.com/ Mark Surman] whose [https://drumbeat.org/ Drumbeat] program has provided diverse new contexts and scaling opportunities for our models and techniques.
* '''The Tactical Technology Collective''' (Brighton, England, http://www.tacticaltech.org), whose [http://www.tacticaltech.org/source_events Source Camps] have served as excellent fountains of insight and experience in the facilitation of productive sessions and events, and whose wisdom in convening diverse international gatherings is unparalleled;
* '''Blue Oxen Associates''' (Menlo Park, California, US, http://www.blueoxen.org) and Eugene Eric Kim, for guidance and mentoring in the use of wikis and other collaborative tools for both live events and virtual communities;
* '''IDRC's Telecentre.org''' program (Ottawa, Ontario Canada, http://www.telecentre.org) for serving both as a primary reviewer and catalyst of these documents as well as an early and frequent contributor to the development of the Aspiration model.

----------------

This site is maintained by [http://www.aspirationtech.org Aspiration]

Logistics:Venue Checklist

2023-05-28T14:06:41Z

Wikiadmin: /* Basic collaboration infrastructure */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:06:04Z

Wikiadmin: /* Catering */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
* Is there a fee for using non-approved caterers?
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:05:49Z

Wikiadmin: /* Costs */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Are there any situations in which some or all of the deposit would not be returned after the event?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:05:20Z

Wikiadmin: /* Costs */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* What kind of deposit is required to secure the space?
** Is there any situation in which some or all of the deposit would not be returned?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:04:03Z

Wikiadmin: /* Things to obtain for venue comparison */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Confirm hours of access
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
* Information about access to meeting space and building security
** Do participants have to sign in or pass through any security to enter?
*** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?
* Any other venue guidelines, policies or constraints to be aware of

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:02:45Z

Wikiadmin: /* Things to obtain for venue comparison */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time
* Information about access to meeting space and building security
** Do participants have to sign in to enter?
** Is any biometric data collected (including pictures)?
** Is it easy to go outside for a smoke or fresh air?
** Are there other access protocol considerations?

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T14:00:39Z

Wikiadmin: /* Participant experience */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space?
** If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:59:38Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”?
** Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using the same or adjoining space, consider:
*** Can meeting conversations be overheard by non-participants?
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:55:41Z

Wikiadmin: /* Flexible dining options */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated/seated serving
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:55:17Z

Wikiadmin: /* Flexible dining options */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:54:54Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

==Flexible dining options==
* Ideally meals happen in a different location than the main meeting room
* Meals should not require setup/take-down in the main room or other critical meeting spaces
* Buffet-style or boxed serving is preferred over plated
* For buffet-style, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:51:32Z

Wikiadmin: /* Participant experience */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Natural light is always a plus
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:51:10Z

Wikiadmin: /* Accessible and inclusive design */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:50:03Z

Wikiadmin: /* Basic collaboration infrastructure */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates.
* Both wall-mounted and movable whiteboards and pinboard
** Fabric-based pinboards are not useful

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:46:32Z

Wikiadmin: /* Open, simple meeting spaces */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:45:37Z

Wikiadmin: /* Costs */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
* What is the base cost for the venue?
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there taxes or other local usage fees not included in the base cost?
* Are there any fees for internet access?
* Are there any other potential costs we should be modeling or anticipating?
* Are any discounts provided to nonprofit/NGO organizations?
* What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:44:15Z

Wikiadmin: /* Accessible and inclusive design */

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:43:16Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design==
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:42:37Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

==Open, simple meeting spaces==
* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
** No columns in the main meeting area that block views across the room
* Ideally 1 breakout space/room per 10-12 participants
** Breakout rooms are easy to get to from the plenary space (on the same floor, in the same building)

==Basic collaboration infrastructure==
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.

==Internet and audio basics==
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones

==Accessible and inclusive design=
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
* Natural light is always a plus

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:39:54Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
* Ideally 1 breakout space/room per 10-12 participants
** Are the breakout rooms easy to get to from the plenary space (on the same floor, in the same building)?
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* No columns in the main meeting area that block views across the room
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.
* Natural light is always a plus
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:39:14Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
** Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Are the breakout rooms easy to get to from the plenary space (on the same floor, in the same building)?
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
* No columns in the main meeting area that block views across the room
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.
* Natural light is always a plus
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T13:38:24Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
* Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Are the breakout rooms easy to get to from the plenary space (on the same floor, in the same building)?
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
* No columns in the main meeting area that block views across the room
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.
* Natural light is always a plus
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

==Costs==
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
*** Are there taxes or other local usage fees not included in the base cost?
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

==Catering==
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
** Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

==Policies==
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

==Transit==
* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

==Participant experience==
* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Any potential usage conflicts within the space?
** If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?

Logistics:Venue Checklist

2023-05-28T02:03:30Z

Wikiadmin:

Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

=In particular, an optimal venue for a participatory event has:=

* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
* Permission for organizers and participants to move chairs around during the event
** Easily movable chairs: lightweight and not inter-connected.
* Ideally 1 breakout space/room per 10-12 participants
** Are the breakout rooms easy to get to from the plenary space (on the same floor, in the same building)?
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
* No columns in the main meeting area that block views across the room
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
* Multiple cordless microphones
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.
* Natural light is always a plus
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?

=The following are not needed:=
* Projectors, screens or any other "presentation" technology
* A stage of speaker platform
* Any setup or arrangement for "panels"

=Things to obtain for venue comparison include:=

* A floor plan that shows what space we have to work with, ideally with
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time

=Other considerations include:=

* Catering:
** Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
** Is there a fee for using non-approved caterers?
* Cost:
** What is the base cost for the venue?
*** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
*** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
** Are there any fees for internet access?
** Are there any other potential costs we should be modeling or anticipating?
** Are any discounts provided to nonprofit/NGO organizations?
** What forms of payment are accepted?
* Can supplies be shipped to the venue in advance?
** If so, is there any charge for storage or handling?

* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?

* Public transit: how reachable is the venue
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
* Bike parking/storage: is there space for bicycles to be parked and locked?

* Does the space have a “good vibe”? Does it feel like a warm and inviting space to meet?
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
* Ask about any potential usage conflicts within the space. If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
* Noise issues: Another question we have learned the hard way to ask, even though the venue is not highly like to know the answer very far in advance:
** "Is there any construction or any other noisy activities (tree trimming, etc.) scheduled for the event days?"
** This would mainly be to find out if e.g. a new big building is going up nearby or loud trains or planes pass by outside.
** This has wrecked events in the past.
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?