From PostgreSQL wiki
We don't have detailed guidelines laid out, but there have been a few email posts from those of us who have run PgDays.
The Italian group has most of their info linked from: http://wiki.itpug.org/PgDay
UK PUG ran a one-day conference recently: http://www.postgresql.org.uk/
PDXPUG wasn't as good about posting their notes :(
I think the basic outline is:
- Pick a day and location
- Universities are good places: talk to student groups or professors who you know and can sponsor you (free space!)
- try other government locations like Libraries and public meeting spaces (sometimes free!)
- talk to a local company that can help you (and maybe they can sponsor too)
- Ask 1-2 other people to help you organize and set up a mailing list to keep track of what you're doing
- These don't have to be technical people! Anyone wiling to help and you know will be reliable :)
- Getting non-technical volunteers to help can really be good because they will see things from different perspectives, and can get the added benefit of meeting a bunch of geeks that can help them with business and technical problems :)
- Mailing list helps you keep track of things
- Also create a mailing list for attendees to subscribe to so that you can give them information about last minute changes
- Recruit speakers -- send out a message to pgsql-general, pgsql-advocacy and your local mailing list asking for speakers
- Set up a web page
- You're welcome to use http://pugs.postgresql.org and set up unique pages -- talk to me if you need help
- You can also set up your own website!
- Ask local companies if they will sponsor your conference
- Sponsored items can include: breakfast (coffee, pastries, tea), lunch (this is expensive though - we usually do not provide this), posters, tshirts
- Remember that you don't really NEED sponsors though, you can just ask people to have breakfast before they arrive, and everyone can go out to lunch together.
- I also have potlucks sometimes - where everyone brings food and drink to share
- Choose your speakers, and announce your PgDay to mailing lists!
- Plan out your day
- Round up supplies - projector, computer, dry erase markers, paper, business cards, nametags, markers for nametags
- Make sure you have nametags (can just be "Hello my name is..." stickers)
- Be sure to bring markers even if you print out nametags ahead of time
- If you're not providing breakfast or lunch, make lists of places that people can go and have that printed out
- Arrange for a place at your conference site to greet people and give them nametags when they arrive
- Make a list of speakers and have a printed version for all attendees
- Ask for 1-2 volunteers to help keep the conference running smoothly
- Remind everyone 2 weeks, 1 week, and the day of your conference that it is happening!
- Have a great time :)