Venue Selection Protocol

Introduction

OSE plans to hire an event organizer as soon as we work out the details of the event marketing protocol.

Event organization of Extreme Manufacturing Workshops has these steps:

1. Research Suitable Workshop Locations based on OSE criteria for location, quality of space, qualities of host, cost, access, participant experience, etc.
2. Select a Workshop Venue]] based on OSE criteria
3. Create a Workshop Registration Page
4. Post a Workshop Event Announcement using OSE Templates including reg
5. Run a 3D Printer Workshop Publicity Campaign
6. Run the workshop and collect data on its performance - reviews from customers

Here we formalize procedures for securing a venue for a build of a 3D printer.

Steps

1. Understand general considerations regarding a venue
2. Understand Requirements for a 3D Printer Workshop Venue
3. Review a survey of workable Venue Types that are worth pursuing. Between libraries, schools, conference centers, churches, community spaces - and OSE's public mission - we qualify for space.
4. Identify 5 venues each from all the different categories in step 3. Using this list of 40, it should take 4 hours of calling to secure a venue.
5. Reach out to OSE community for assistance.

General Considerations for Finding a Space

Hints from [1]

• Audience and Size. First, consider your audience and size - how many people are expected to attend. Our audience is the maker, builder, entrepreneur - a proactive, constructive young at heart person. Are we holding a small event? Then space for 12 people will suffice.
• Space Requirements - we require a table, ideally 4x8' - for each team of 2 builders for a single 3D printer. For a small build of 1-4 printers - a single room of 500 square feet is plenty. For a build of 12 printers - see the 12 Printer Build Layout -
• Audio-Visual Support - is there a screen with internet - so we can show a presentation, the TED Talk, and instructional materials throughout the build - or demonstrate the software on a screen?
• Date and Time - consider whether a given venue can provide space for an 8AM to 8 PM full day - or a 9 AM to 5 PM, etc. The length of day requirement will dictate how much time will be available for the build of the Easy Build Kit vs time spent on other curriculum. We can offer complete builds in a day, or faster builds in 5 hours with 2 people if the modules are more prepared or a simpler version of the printer is built.
• Budget - as a nonprofit education 501c3 organization, we are prepaid and qualify for free space at many locations. Paid locations should in general not be selected because there are many free spaces available. Some venues may have food and beverage minimums. Going out for lunch is a good option.
• Reputation and Alignment - Consider how a venue reflects on the image of OSE. Requesting build space at the Wikimedia Foundation headquarters makes a lot of sense, but it may not be fitting for OSE to host an event at a club of the KKK due to mission misalignment.

Venue Types

1. Public Libraries - As community spaces - libraries are an obvious choice, and many libraries have meeting rooms suitable for workshops. Libraries do not charge admission, and we can be sure.
2. Community Spaces - there is a wide range of spaces, and many offer free space to nonprofits. This includes a wide range of spaces dedicated to public interest organizations - either owned by businesses or part of nonprofit organizations.
3. Universities - an in to Universities could be personal contacts and using the OSE network to find links
4. Churches - OSE is a secular, apolitical organization, but can collaborate with church groups. Setting up recycling programs in churches might be a way to develop a multiaith collaboration
5. Foundations - aligned foundations may provide space, even if they don't advertise space
6. Community Economic Development Organizations - meeting rooms may be available.
7. Civic organizations - these are in many different flavors.
8. Colleges, Community Colleges - definitely have space - a free+pay to take home a kit
9. Hotels, Event, and Conference Centers - These will be paid, but we can ask for free as we are already paid-for
10. Private Schools - finding specific interested teachers would be a way in
11. Homeschools - finding specific ones and offering free/paid workshops would be a way to involve students.

Positioning

OSE offers an immersion education proposition. Even if one does not take a machine home with them - many people will be interested in offering space because they get immersion experience out of the deal. Positioning our offer uniquely as Training people in Public Design of Real Goods is a good approach - and so is adding the component of training for incentive design challenges.

At the entry level - people learn to build a printer. But, we offer training in design and collaboration - so people can

Protocol

1. Decide on locations
2. Draw up Venue Spreadsheet with a page each dedicated to:
   1. Public libraries
   2. Community Spaces
   3. Foundations
   4. Businesses
   5. Churches
   6. Universities - via allied student groups or contacts
3. Include Entity, Contact Person, Contact Email, Contact Phone, Open Hours, Notes (meeting room size)

Working with Personal Contacts and the OSE Community

1. First, assess if you know any people at the Venue Types listed above - contact them. Day turnaround time.
2. Post a message at OSE Workshops FB group and OSE FB Page asking for assistance in locating a venue - day turnaround time
3. Obtain free space by leveraging 501c3 and free admission to the public
4. Public can also buy kits as a separate option

Relevant Links

• Bay Area Venues
• This page links from Venue Selection
• 3D_Printer_Marketing_Plan