How to Organize Your Own Overclocking Event - Workflow Template

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How to Organize Your Own Overclocking Event – Workflow Template

Author: Timothée Pineau

In last week’s editorial we highlighted the fact that overclocking events can be organized by anyone. Hopefully we inspired you with the hints and tips to kick-start your own OC event. This week we follow up on this last write-up as we share a few tips to help you build your Event Roadmap.

1 – Define what you want to do

Before you make your hands dirty it’s important to know what you want to do. Pick an event type and put on paper the description of the event. Below you can find a shortlist of types of overclocking events.

  • Simple gathering friends
  • Open gathering with local overclockers
  • Live competition
  • Public OC demonstration
  • Public workshops (LAN party / stores)

Each of the options come with their own set or requirements, logistical challenges and benefits. As we mentioned in the previous editorial, start small and build up! Defining your event is very important. You don’t want to over-estimate yourself and organize a “we do everything”-type of event straight from the start. Keep it very simple, focused and sustainable.

2 – Make a plan

Now that you know what you want to focus on, write it down and start building. Below you can find a guideline on event planning with items placed in chronological order.

(source: Flickr)

Prepare with research

  • Establish event type
  • Decide on timeframe
  • Search of a location (don’t forget to compare prizes)
  • Define the budget for
    • Venue

    • LN2

    • Food

    • Accommodation

    • Evaluate power options and other logistics

    • Prepare documentation to inform participants how to join

    Propose the event

    • Prepare an event proposal for sponsors. Make a habit of “powerpointing” your activities even if there is no direct reason why. You will improve your reporting skill and it is a good way to structure information for yourself. Besides, in that case it’s ready for future sponsor requests!

    • Considered all aspects of the budget planning. Document the financial structure to determine the cost of your event. If turns out you are not even break-even, you may have to re-evaluate some parts.
    • Book the venue and accommodation
    • Organize logistics. For example, how will the LN2 arrive at the venue?

    Marketing and Production

    • Prepare the basic event marketing: banners, logos and title
    • Share your event! Forums, news posts, social media and everywhere else you think it’s relevant. Don’t hesitate to get in touch with administrators to relay the news. Here at HWBOT for example, we are very happy to broadcast your event!
    • Produce the event. Possibly best day of your life – expect sweat)

    So these are all the main elements that you have to take into account when preparing an event. A small gathering amongst friends won’t require a very detailed organization, but taking the habit of doing things right for any size of event will eventually help you scaling up.

    3 – Make sure to deliver

    Nobody wants to fail and end up with a bad organization. Don’t hesitate to ask for help and keep it focused. The participant’s experience is crucial.

    (source: Flickr)

    Pro-tip: it’s always a good idea to communicate about the costs to your participants. If you are charging a premium price, let them know what they are getting in return. Free liquid nitrogen, food and beverages, accommodation … anything that is part of the package.

    To end with I would like to point out that you should not underestimate the importance of a successful event, however small it may be. Don’t think “oh, I will do it properly the next time” but consider each event as an addition to your portfolio.

    Anything we missed? Feel free to share any personal experience in the comments below!

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