How To Run The Linux Anniversary Picnic and Barbecue (Picn*x)

This page describes how to run the picnic. (/Note: It is incomplete. Please add any missing items!/)

• Note:* This page is regarding the picnic events in general, and are not related to a specific year's event. Keep that in mind!

Timeline

February

• Pick a date
  • The date is typically set to the first Saturday following LinuxWorld Expo in San Francisco.

• Reserve the park
  • Call the Sunnyvale Baylands Park to reserve the date.
  • Reservation info. on City of Sunnyvale's website
  • Reservaction Application (PDF) on City of Sunnyvale's website
  • City of Sunnyvale ph# for reservations: (408) 730-7751
  • We prefer the 'wet' side of the park, if possible. (By 'wet' they mean that the grass is watered, and is therefore green in August, not that it's actually soggy!)

• Pay for the park
  • Payment must be made at the time of reservation, either by credit card, or by check in person.
  • Reservation cost and capacity breakdown: (as of May 2005, for 'wet' side)
    • Picnic sites: $425, 325 people ($85/site, 65 people/site)
    • Amphitheater: $70, 300 people
    • Total: $495, 625 people

• Keep the [BaylandsParkRules] in mind!

May

• Update website to announce date of event.
• Begin looking for sponsors. (See [PastSponsors])
  • It's probably best to not get an exclusive sponsor.
  • Focus on money (for the park, food, supplies) before other things (t-shirts).
  • In 2004 and 2005, LUGOD in Davis (a non-profit which has a bank account and PO Box) has handled accepting donations and reimbursing volunteers.
  • LUGs, UGs and other organizations are a special kind of sponsor, they are the "Event Organizers" (this generally means people involved in those groups are providing major time contributions to the event)
  • Sponsors should be mentioned prominently on the website and in marketing, where applicable
• Begin looking for [Volunteers].
  • We need volunteers for various categories:
    • general coordination of the event and all volunteers
    • dealing with the park
    • food purchasing
    • cooking
    • setup and breakdown
    • marketing the event
    • handling money

July/August

• Heavily market the event (see [MarketingPicnix])
  • LinuxWorld Expo
  • LUG and UG meetings
  • Newspapers
  • Online calendars
  • Online news sites (e.g. Slashdot)

Just before the event

• Purchase (there's a Costco nearby on Rengstorff near Hwy 101) ([Google Map)
  • Start with the best guess you can based on RSVP's. If we were on Slashdot, expect up to 1/3 no-shows. Otherwise plan for non-RSVP'ed arrivals to roughly cancel out no-shows.
• Get a canopy and/or tarps for shade
• Get ropes for setting up tarps
• Get the large (7'x3') "Linux Picnic" sign
• Get poles to set the sign up

 More needs to be written here

Carpool and Shuttles

• Send out confirmation to all those that requested shuttles and their contact ph# and alternate numbers, whom will come pick you up at the light rail station or bus stop
• Have folks that want to car pool together to have each others ph#

Event Set-up

(Arrive 1 hour before the crowds, to set things up)

• Set up 7'x3' Linux Picnic sign out front
• Set up registration table
• Set up t-shirt and give away table
• Put out games and entertainment stuff for the "kids." (See [Activities])
• Set up tarps for shade (tie ropes to tarps), shade especially for food items
• Clean grills (cooking crew)
• Set up communication table (HAM and first aid crew)
• Transportation crew ( shuttle to mass transit )

 More needs to be written here

During the Picnic

• Handle [GivingAwayPrizes]
• Thank sponsors
• Keep frozen meats frozen in the original boxes until needed. Costco will only take returns that have not been thawed at all. (And that's good.)
• Do the [Cooking]
• Keep an eye on the rate of consumption. Expect that some items may run low (especially since we have a wider variety of food choices this time.) Plan to send someone for another run to Costco during the picnic if needed.

 More needs to be written here

At the end of the event

• If possible, return unopened leftover food to Costco, or donate to a food bank (try to make arrangements ahead of time!)

 More needs to be written

Within a few days after the Event

• Thank sponsors
• Make sure volunteers send in reimbursement forms
• Reimburse the volunteers

 More needs to be written here

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Recent changes: Bill Kendrick, 2005.08.05 18:25 -- Added link to new [Cooking] page.
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