HackUB (Hackathon Ulaanbaatar) - Organizing event

Everything starts with something, and there is always first time. So this August with bunch of friends we decided to organize an event. And possibly biggest event for Mongolian IT crowd. We never actually organized any event though. All had none to small experience about organizing anything. But anyhow we started planning it.

So as usual this is reminder for me.

  1. Even event is fully planned, all the speakers even the most responsible one could cancel out last minute. So always follow up speakers and prepare plan B C for them, as replacements. And if that happens just casually change speaker and be truthful to audience. They won't panic as much as you do.
  2. Be prepared for stuff. For this event everything came to in place on last minute. Printing, venue, even funding got accepted on last minute. So try to reduce those LAST MINUTE things. Those things will break your schedule and leave a huge impact. At least try to print materials that won't change as soon as possible. 
  3. Get volunteers asap. In the beginning we thought volunteers won't be needed at all. What a dumbest thing to think. Get your volunteers ASAP and try to involve them into action ASAP too. That way you'll save tons of time and things will be way faster with them. Without them our event could've gone south. Try to assign 2 - 3 people to one task. Keep task shared in case some of them leaves the group. 
  4. Get help of media. Without photos, videos your event has no meaning. So find the media or at least find a fund for media. This year we had great support from professional team. And be sure have your volunteers create media as well. Also store all the medias to shared folder, use google photos or something. Otherwise it will be hard to find some photos from the event on given time.
Will add more later, update on system got finished

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