The LugFest How-to

What is a LUGFEST?

A LUGFEST is usually an annual gathering of Linux User Groups from a particular region.

Why have a LUGFEST?

A LUGFEST will help to advocate Linux, spread public awareness on a large scale and educate. Commercial and private acceptance of Linux is at an all time high, and it is steadily growing. The profound effect any one person, group, or convention can have on this trend is nothing to be taken lightly. It is also a great way to meet fellow open-source enthusiasts, public figures and just have an all-around good (and geeky) time.

Committee/Participants needed

Treasurer

Advertising/Marketing

Presentation Director

Web/Graphic Designer

Web Host

Fund Raising

Audio/Visual Engineer

Delegation of Authority (Don't wait)

While most major decisions should be taken to a vote or at least OKed by the president, encourage the committee members to make most decisions on their own, and present them for review at the next meeting. This will keep productivity up. Keep in mind that most decisions can be changed or reversed at a later date if necessary. However, if committee members do not make decisions independently, they will tend to halt progress in order to wait for approval of something that is often trivial to the grand scheme of things. This approval process could delay productivity for weeks depending on the circumstances. Advise members to keep a list of topics and approvals to discuss at each meeting.

Regular Meetings

It is very important to hold committee meetings often in addition to regular LUG meetings. Meeting at a restaurant, or another social environment. will generally encourage committee attendance. Votes on major decisions such as logo design, badge layout and official event T-shirts can be held at the regular LUG meetings to give all members a sense of contribution.

Motivation/Incentives

Team spirit is an integral part of the planning process. If neglected, productivity will suffer. Try to keep a positive attitude at all times, and make a point to notice when members go above and beyond to help. If need be, consider using incentives such as hardware, prizes, gift certificates or special recognition for LUG members who contribute and/or organize workshops and presentations.

Fund Raising/Sponsorship

Hardware auctions, whether public or private, are a great source of revenue. Encourage members to donate any hardware they can spare to the “cause”. Remind members often during the auction to be generous. Make clear that the purpose of the auction is to raise money for the event, not necessarily about buying hard drives for one dollar. Try to focus on the auctioning and keep swapping to a minimum.

Most LUG members work technical jobs and will have some influence at their place of employment. Regardless of your trade, encourage business managers/owners to donate $200-$250 in exchange for advertising on the event website, at the event and on the fliers. If you work in a technical field, remind your potential sponsors that they will be directly reaching their target audience through this advertising. Present this same advertising strategy to local computer/networking shops and facilities. If all else fails, elect a member to do cold calling and possibly door to door sales. Keep in mind that nos aren't personal, and remember the 10 to 1 rule. If you approach 100 potential investors, you are likely to find at least 10 takers, yielding $2,000-$2,500 for your cause.

Have a fund-raising dinner where guests can dine with and meet special guests/speakers. Attendees and admission proceeds will depend directly on you marketing efforts. Take into consideration how many members are in your LUG and any surrounding LUGS you have invited.

Advertising

Coffee Shops and Internet Cafes are great places to reach your fellow technical brethren. Almost all of these establishments will have a bulletin board for fliers and business cards. If not, buy a cheap plastic sign holder to place on a counter top. Convincing coffeehouse owners and managers to let you advertise is fairly easy, especially when you point out that your organization is comprised of volunteers and is not a business. Also, I have found that most of these people are not particularly fond of the “evil empire” and will be glad to help you.

The same goes for most public libraries. They usually have plenty of community bulletin board space. Talk to a manager and explain again that your organization is made up of volunteers and is not a business. Explain that your sole purpose is to educate the general public about free and open-source computer software alternatives.

College/Junior College technical buildings (CS/CIS) also have prime bulletin board space.

A small amount of money spent on a classified ad briefly describing the event, including a website address, can go a long way. Place this ad in the technical classified section(s) of your local and surrounding newspapers to further allow you to reach your target audience (Computer hardware, services, networking, consulting).

Determining Fees

Of course this will depend on the specific event, but $10 seems to be the going rate. Let all of your local LUG members know from the beginning that they will need to pay admission as everyone else. Even event coordinators should be expected to pay their way.

Event Facilities - Accommodations

Possible event locations could include: hotels, businesses, school meeting rooms, public libraries, municipal conference rooms and any other suitable rented space. Many public facilities will lend their meeting spaces free of charge. It is important to provide a sufficient amount of lodging for both speakers and guests. In order to do this, you must have a fairly accurate projection of attendees. Speak to designated lodging facilities at least two months in advance of the event to secure a special group rate. Notify guests of predetermined lodging via email and/or website as soon as it is secured. Guest speakers should not be responsible for any out of pocket expenses. Funds should be raised in order to subsidize guest speakers' accommodations.

A/V Requirements

Projectors are a great thing to have and may be essential for some guest speakers. Chances are someone in your lug will have a projector they are willing to lend. If not, many companies have projectors for employee presentations. If such a situation exists, have a LUG member(s) ask a boss or manager if they may borrow the company projector(s), accepting full responsibility.

Microphones and a PA system with speakers will be necessary for an event of substantial size. If the location where you are hosting the event, or a willing LUG member, does not have this equipment available, it may be rented at any local music store.

Contact Info (Web Site)

Have a website up as soon as possible with a link to pay via Pay-Pal or other payment gateway.

MC's

Be sure to elect good speakers from your LUG to introduce the guest speakers and make announcements.

Guest Speakers/Special Guests

Securing notable guest speakers will require research and diligence. Browse the web for forums, chat rooms, CVS repositories and IRC channels frequented by the Linux authority figures you wish to invite. If possible, send your chosen figures an email explaining the event and offering them the opportunity to help support the LUGFEST cause. Explain to them that all expenses will be covered. If they are unable to attend, ask them to spread the word to their peers.

Events - Swaps/Auctions/Workshops/Pizza Party/Presentations

It is important to plan all events well in advance in order to make the best use of your allotted time frame. Guest speakers should be notified of the schedule well in advance and a printable itinerary should be downloadable from the event website. It should be readily available at the main event entrance. Most LUGFESTS tend to have a pizza party and hardware swap the Friday night prior to the event. A LAN party or a trip to a local Internet Cafe could also be a suitable way to kick off the festivities.

Admission ( Staff/Tickets/Receipts)

Be sure to have presentable volunteers to collect admission, hand out receipts, and make badges/name tags. It is important to be able to issue legitimate receipts, as many attendees will want to write the trip off as a business expense for tax purposes. Others may be sent to the event by employers and will need proof of attendance in order to be compensated for the trip.

ID Badges

Any event should have decent identification badges that cannot be easily forged.

Food & Beverages (Coffee!)

Food would be nice, budget permitting, but above all, have an abundance of coffee. I repeat, do not run out of coffee!

Internet Connectivity

Provisions for wireless Internet connectivity should be strongly considered for the event. However, connectivity should be suspended in the meeting room(s) during all major presentations and seminars. It may be advisable to prohibit access in the presentation rooms altogether. Many guests will need Internet, but all of them will want it.

Door Prizes

These can be cheap, but should generally be new/unused merchandise. PC case stickers, stuffed penguins, general technical paraphernalia (branded pens and screw drivers), hard drives, WiFi cards, T-shirts and caps are some examples. Drawing for door prizes every 30-90 minutes is an excellent way to keep the crowd attentive, happy and present.

Designated Smoking/Socializing Areas

Depending where the event is going to be held, some consideration should be made for the public appearance of the location(s) hosting your event. More than likely, the establishment hosting your event will not appreciate a large pack of black-eyed computer hackers, engulfed in a cloud of cigarette smoke, standing around the front door. Find and designate smoking areas. Make your attendees aware of them from the start of the event. It is not totally unreasonable to ask your guests to smoke in their cars if in an extremely “high-profile” location.

2005-05-05T18:15:38