How to set up your reserved table at the Linux Picnic

We have an entire "large picnic area" at Sunnyvale Baylands Park for the Linux Picnic. Of 48 tables, 9 are for the food crew, 2 for welcome/registration and 25 reservable by Open Source projects and groups for demos, displays, technical meetings or social gatherings. Non-profit Linux distributions and Open Source OSs may reserve two adjacent tables, or even three with an explanation of how they'll use it. We have recommendations on this page on how to set up your table(s).

How to reserve a table

Just let us know that your Open Source related group or organization is interested. The following types of organizations may apply for tables (listed from highest to lowest priority):

• non-profit Open Source projects
• companies with Open Source related products, which show support for their Open Source communities. (Sponsoring the picnic is not required to reserve a table - but we request the help.)
• non-profit technology groups which depend on sharing information similar to Open Source development
• informal Open Source geek social groups

Contact us on e-mail, IRC, Twitter or Facebook. Linux distributions and Open Source OSs may reserve up to 2 tables, 3 with an explanation how you'll use it. All other groups are limited to 1 table.

See the Picn*x 19 Table Layout and Assignments list.

Put a canopy over it

Photos of picnic setup including free-standing canopies and stringing tarps from the picnic area's shade structure

A canopy provides shade for your group through the day. It also visibly says that something is going on at your table. One common brand of self-standing canopy which works well is called an "EZ-Up".

A shade tarp can be hung from the picnic area's steel shade structure. However, there's often a problem where to tie down the outside end of a large tarp. Park rules won't let us tie anything to trees. Stakes 6 inches or less can be used in the ground to stake down poles. Free-standing canopies can hold one end of a shade tarp.

Post a sign

Photos of picnic setup including signs on tables to show guests what's going on there

Post a sign saying what the project or group at the table is about. This serves as a beginning for conversations and possibly recruiting new users or members for your project.

This idea came up when Haiku (the Open Source derivative of BeOS) asked if it was OK to hold their developer meeting at the 2008 picnic. We welcomed them and the idea they gave us. We want to host this kind of gathering for more Open Source groups, and have been encouraging it since.

The Linux Picnic has 5 acrylic sign holders which will accommodate an 8-1/2x11 paper. You can also get your own locally at Tap Plastics and probably many other retail stores.

If you have a vinyl banner, they're allowed and work well. Sign shops everywhere can make them.

Make sure your group follows the park rules

The Linux Picnic as a whole and all the groups participating within it have to be good guests at the park. 2010 marks our 10th year holding the picnic - and it has been at Sunnyvale Baylands Park each year. We want to make sure we continue to be welcome again each year. Please make sure everyone in your group observes these park rules:

• The park does not allow anything to be attached or tied to trees. If you need to tie down a sign or shade tarp, use table legs, stakes and/or the poles of a self-standing canopy.
• Stakes can't be more than 6 inches deep in the grass, in order to avoid damaging irrigation pipes.
• Possession and consumption of alcohol must be strictly limited to adults age 21 and over. Park rules require that alcohol may only be consumed as part of a meal.

In addition to the park rules, each reserved area's project or group must have some form of leadership present who will maintain lawful and civil conduct within that area as necessary. (This has never been a problem. But as part of the event, you have a piece of keeping it that way.) Leave your table(s) cleaned up at the end of the day.