Just to jump on this thread, i'll add my thoughts on the small parts i contributed to organization: the booklets and the big schedule. I covered these inmy blogpost here:
http://www.ryanlerch.org/blog/flock-2016-krakow/

This year, we put the schedule in the booklets (as we have done in all years past), and we also had a big schedule posted up on the wall for each day (as well as the same thing out the front of each room, so people could easily see what was going on in that room at that time) From watching people, itseemed that many many folks used these, and they were very useful. The format of having each talk on a single strip of paper was useful also, as we could move, remove and add talks when things changed.

One thought that Josh and I were throwing around was to not have the schedule in the booklets at all (as this can get out of date when talks are moved or cancelled). But at least one person on my blog pointed out that it was still useful, even if it might have been out of date.

cheers,
ryanlerch


On Sun, Aug 14, 2016 at 5:53 AM, Josh Boyer <jwboyer@fedoraproject.org> wrote:
On Sat, Aug 13, 2016 at 3:07 PM, Rafal Luzynski
<digitalfreak@lingonborough.com> wrote:
> Hi,
>
> I'd like to share few of my post-Flock thoughts mostly
> focusing on what we did wrong. Please take it as my
> personal feedback in order to improve organization of
> the future conferences. First of all, I must admit that
> most of the things went OK so these nitpicks are really
> minor and small.

Thanks for the feedback.  Always good to have constructive things to
work on.  A few questions below.

> 0. If you offer your phone number as an emergency number
> for the conference attendees make sure the phone is always
> charged and you always carry it with you. According to
> Murphy's law, whenever you leave your phone at your place
> or let it be discharged one person gets lost or needs
> your help for whatever reason. :-)
>
> 1. We should have issued a "ticket" system for the buses
> to the Browar Lubicz party. We ordered two cruises of one
> bus for two reasons: first, 250 people were not supposed
> to fit into one bus, second, the minimum order of a bus
> is large enough to make 2 or maybe even 3 cruises.
> It turned out that the second cruise took only 7 passengers

Are those numbers representative of the buses on the way to the
brewery, or on the way back to the hotel?

> while the first one was full. One bus should take about
> 160 passengers. Unfortunately, there is no system which
> stops more passengers to enter the bus. According to what
> we nicknamed Student's theorem during my university years,
> every bus can take one more student. :-) I guess we managed
> to fit 240 people into the bus. Alternative explanation
> is that there were only 170 people at the party. There

I'm fairly confident we did not have 240 attendees at Flock in
general.  170 people sounds much closer to the overall attendance
number that we estimated after the first two days of registrations.

> 2. IMHO we should not also worry about splitting all
> attendees into 2 separate groups during the ship cruise.
> Originally we were trying to make sure we are all
> at the same place and it led us to the problem that there
> was no large enough ship in Krakow to take 250 people
> for a cruise. The aim was to ensure we all integrate.
> But we actually were split and I don't find it was
> a problem. You can't integrate with 250 people at the
> same time. You can integrate with 10 or 20 or slightly
> more but even 100 is impossible.

That's a good observation, but it is going to vary based on whatever
the evening activity is, the location flock is in, and the attendance
numbers.

> 3. The last official conference event was the wallpaper
> hunt, attended by 8 people only. We took a long walk
> to the tram balloon loop and now I think it was an
> unnecessary waste of time. It would be better to spend
> one more PLN and take a bus from the hotel to the tram
> stop. Also it would be better if one person collected
> the money and bought tickets for everyone instead of making
> a queue and letting everyone to buy tickets for oneself.
> The system I proposed would be good if we were a group
> of 10-20 people and bought one group ticket. OTOH I hope
> the attendees enjoyed the tram ride.

This was not an official conference event.  It was a workshop.  It was
supposed to be self-organized by the people interested in attending.
I'm not sure who or how people thought it was equivalent to an
official event, but it was definitely not supposed to be.

josh
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