MM - 2013 March 20 Google Hangout summary
- Neal Caidin
March 20, 2013 meeting
Attending: Jennifer Cummings, Reba-Anna Lee, Neal Caidin
Meeting notes from the previous hangout, on March 7, with our goals defined -MM - 2013 March 07 Google Hangout Summary
We assume that attendance at the conference will be in the order of magnitude of hundreds of people. The question is how to handle this large a group and provide the matchmaking/speed dating environment we are hoping for?
General proposal
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Jennifer says that we will be in the lunch space with about 40 tables. Each table would represent a topic or a role which can be printed and displayed at the table. We will have three rounds, in each round everyone picks a table to go to. We would encourage no more than 10 people at a table. We would give them 15 minutes per discussion, to introduce themselves and briefly discuss the topic. Bell  - 2 - 3 minutes to pick the next table. Some time at the begining to settle in, and some time at the end for mingling (though as we are working through this the general mingling time seems to keep dwindling :-0) ).
Thoughts and questions
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* Does Matchmaking need to be linked to the stickers and badges idea? Not really. These can be independent efforts. Since we don't want to pigeonhole anyone we don't want to force them to choose a table based on stickers and badges. Instead, stickers and badges are a parallel effort and an easy way to have a built-in icebreaker, potentially, as people meet each other during the conference.
* How does this fit in with ad hoc meetings? We should provide an opportunity for attendees to schedule ad hoc meetings easily during the Matchmaking (or whatever we want to call this, when it goes on the schedule officially). However, we shouldn't assume that attendees will be prepared to do this at the Matchmaking event itself, since they may still be figuring out there schedule for the week. It is an opportunity to showcase how the ad hoc meetings will work. This makes me think as I'm writing this, that perhaps the first 10 minutes of Matchmaking (after food and short time for mingling or settling in) should be an overview of the Matchmaking process and related logistics?Â
* Should the table meetings be facilitated? That might have been nice, but given how many are going on at once it is not practical. Perhaps we should provide guideliness or help with the timing of the sessions (e.g. ring bell when introductions are complete, 2 minute warning for conversation wrap up, etc)?
* Is there a way to share contact information easily between people who meet? Â It seems like this could be one of the value adds of the matchmaking. A lot of times we meet folks but we don't remember to ask for contact information, or we don't all have business cards handy, etc. One idea we discussed was mini-directories. For example we could give each person a set of printed QR codes that respresent their contact information. At each table, which will be static and only represent one role or topic across the three speed dates, they can drop a QR code into a box. All the QR codes from the box would need to be collected at the end and a mini-directory created electronically and emailed to participants. This could be time consuming and/or require a bunch of us to volunteer to make it happen. The value would be greatest if the directories were sent the same day as this event so that they have that set of contacts throughout the conference. Perhaps the contact info on the QR code could also include Twitter account names?
* How do topics get chosen? Â Apereo Conference Planning team should come up with initial roles and topics. We might want to vett by larger communit(ies). Also considering holding 3 - 5 or more blank topics that can be decided upon by attendees at the conference! Â This needs more fleshing out.
* Have a game of some sort as an ice breaker. We had several ideas, one is to have each person write something unique about themselves, mix up the cards from the table and then have the group guess who each card belongs to. Only for the first meet up.
Strawperson Timetable for the session (based on discussion plus new thoughts as I write this)
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Previous session ends at 1:30 pm; Matchmaking starts at 2:00 pm
2 pm - Provide 10 minutes for people to grab some food. Chance to meander around tables and see topics. Will have provided instructions in advance (for the few who may read them ;-) )
2:10 pm - Announcement (need audio system to broadcast in room) - Describe purpose and process for the session including any process for ad hoc meetings, sharing contact information, switching tables between bells, timekeeping sounds (to help keep groups on track), etc
2:15 pm - First meet up. A few extra minutes to play whatever game we decide on.
2:35 pm - Bell. 2 - 3 minutes to find next table
2:40 pm (approx.) - Second meetup
2:55 pm - Bell. 2 - 3 minutes to find next table
3:00 pm - Third meet up
3:15 pm - Bell. but final 15 minutes is free time. Official end time is 3:30 . Next session starts at 3:45 pm so there is some free time.Â