SQL Saturday #67 is now in the books. We learned from the first event and made some changes and I think the result was better. Here are some things that we changed:
Core Team
Last year:
Last year the event was organized by Ted (blog | twitter), Wendy (blog | twitter) and myself. This was our first event and we were learning as we went.
This year:
This year in addition to Ted, Wendy and myself, Norm (blog | twitter), Bill (twitter), Bob (blog | twitter) and Rich (twitter) also were part of the planning with Jes (blog | twitter) stepping up at the last minute to help with the T-shirts. Having the additional people with additional contacts was an absolute boon. Responsibilities were able to be delegated and just removed from the list of concerns as well as conversations and creativity was improved (hey 8 heads are better than 3 ).
Venue
Last year:
The event was at a hotel with 5 rooms that could accommodate between 75 and 200 per room. Two of the rooms were able to be combined to allow for 350 or so. The 2 main challenges we had were:
1. Moving between rooms was almost an impossibility due to 350+ people trying to navigate through the same 20’x20’ area at the same time
2. Screens in the largest 2 rooms weren’t large enough for entire room to see them easily.
This year
The event was at DeVry with 8 rooms that could accommodate between 30-75, and the common room. This solved the 2 problems from last year by allowing more space to move between rooms as well as each room was already equipped with a projector and whiteboard. Awesome. There were a couple more challenges that we had to overcome such as we didn’t have a space that could accommodate all the attendees at the same time. Plus due to some of the class sizes being smaller, some of the rooms had people sitting on the floor or standing along the walls. We tried to limit these challenges with better scheduling.
Schedule
Last year:
Last year we scheduled 4 rooms with eight 1 hour sessions each. Personally I loved because when I go to an event like this I go to seep all the learning I can out of it. However feedback we received was it was a little too hard core and people were just brain dead with a session and a half to go. Secondly last year we made the mistake of “assuming” time in between sessions. We scheduled sessions at an hour figuring presentations would last around 50 minutes which would allow 10 minutes to move between sessions. However due to Q&A, longer sessions and the problems moving between sessions mentioned above, this ended up being a huge oversight on our part. Lastly we had many speakers giving multiple sessions and tended to give MVP’s or other community leaders more speaking time.
This year:
This year we scheduled 8 rooms with five 1:15 session each. We also provided a 15 minute windows to move between rooms explicitly. This allowed for a much more relaxed feel throughout the day, people didn’t feel rushed and were able to have more conversations and connect with each other. I saw a lot more community interaction this year. Also in regarding to scheduling we had something around 50+ speakers submit over 140 sessions. However this year we decided to go back to the basic tenet of SQLSaturday:
We focus on local speakers, providing a good variety of topics, and making it all happen through the efforts of volunteers.
So we decided to only allow a speaker 1 timeslot and pick some people that aren’t as well-known as speakers. In fact we had at least 1 first time speaker Christina (blog | twitter).
Food
Last year:
Last year we wanted to do a breakfast, lunch and afternoon snack. However we were limited in finances as well as the venue not allowing us to bring in food. So we ended up going predictable and easy – we had the hotel do coffee in the morning, water through the day and a pizza buffet for lunch. Everyone loves pizza right? There were some time challenges in the buffet line as it just takes time to build up your plate.
This year:
With the venue allowing us to bring in outside food plus having a little more freedom in our finances this year we were able to do more. For breakfast Keith (blog | twitter) was gracious enough to order and pick up bagels, donuts and coffee. For lunch we consciously made the decision to not do pizza. We didn’t know what we wanted to do, but we wanted to do something else. Then Norm the idea of using Meatyballs (blog | twitter) a lunch truck in Chicago by Chef Foss. In addition to that Bob and Wendy were also able to bring in food from Aldi’s and Costco to supplement throughout the day.
Registration
Last year:
We had a single area with separate lines dependent on last name. Due to limit in financed we were unable to print out name badges and had attendees write in their own name tags.
This year:
Speed PASS = awesome. I’m not going to go into the nitty-gritty you can see that here. We had around half the attendees or so sign up for SpeedPass which significantly reduced time at the registration tables. The process is highly recommended. Rich, who was unable to actually attend the event, did all the programing and emailing of the Speed Pass process, please be sure to thank him if you liked it.
Room for Improvement
I felt we still missed on a couple things. Most notably in my opinion was the session and event evaluation process. This process needs to be easier, period. Also while the event allowed more time and space to travel between rooms, due floor plan on the building, some people were confused. Better directional signs as well as room signs identifying what sessions are in which room would also be an improvement.
Final Thoughts
Overall I felt the event was much better this year. In the end it was more volunteers, more sessions, more speakers, more time for discussions, in essence; more community. Thanks to the SQL Community for having another successful event.
