 Okay, the next talk is Julius from the Shah conference organisers here that show us behind the scenes of a hacker conference So hi all Normally, I'm not on stage. It's for me. It's my first time actually so be aware For those that don't know anything about Shah just been here for the EMF Still hacking anyway, it's a big large conference 3600 attendees On the scouting land goods in back in Holland We had around The fastest internet on a camp possible at a time. I'm not sure how fast it is here, but it was for us down there It's a five-day festival. It's similar to EMF but it's way bigger and it also requires a lot of experience and well There's I'll tell you about it on What is gonna be? Who am I? My name is Julius. This is my best picture. They could get for me I'm the secretary of if cuts and just joined around the around December 2015 just when they really started to get off and I've been with if got ever since and Basically, I'm gonna tell you a bit about how things were gonna progress what we experienced the good parts the bad parts and everything else Bit of history If basically the Dutch hacker community goes a long way I couldn't find all the pictures of all the events the ones that I do know is her home and Shah at hard that was back in 2009 if I'm correct they had a red event and They wanted to start on 2013 But to start on 2013 the meeting it meant a lot of legal things a lot of Professionalism so eventually with own starting with own 2013. We had a proper foundation Some things did go wrong some things did go right at E at home and Because of that it took us almost five years to get still hacking anyway and the name refers a bit to the fact that No matter what goes in our path. No matter what happens. We're still hacking anyway But to say that organizing an event is easy no it's a lot of Things that will come in your way a lot of by chatting a lot of talking a lot of communication We have a lot of paperwork. You have a lot of things you cannot simply organize an event just like that For the organization we had around 35 teams all working together I Called them here so you can see a bit of what the teams are a bit like we had for example We had the bar food court vendors group together. We had the content decoration design Logistics was basically they split themselves up because they were too big We had the drama we had project lighting we had all kinds of people working on making sharp possible That also meant that some teams were completely filled with people Most of the time knock set. No, we have enough volunteers But it also meant that some teams were understaffed One of the things that I found out lay and just are just doing the event was that we had a Really short understaffing on qualified parking personnel So we either had to grab outside Professionals or I had to stand there 10 day in 10 hours in the full sun just making sure that traffic got directed where they have to be Communication and one of the things that you have to do at the camp is Communication that's basically the cue value if you want to know who is what doing what you need to communicate At show we had a lot of communications We had our own orga Ricky which meant that People knew who was in what team where the ether pads everything That was set on the member. They got written down on the meter pads. Everyone could change it Things a chopping list were put on a nature pads Well, basically all my my paperwork was mostly on ether pads We had an own mumble Because most people were outside the country. We had Germans. We had a Finnish guy who was helping out We had people here from the UK and to communicate with each other Well, we could use Skype but with more than 100 people on Skype. It doesn't work. So we used mumble for that For file sharing Similar issue we use C file some use the old-fashioned telephone some use the Skype if you could not Communicate you through ISE we just use those things A lot of emails. I don't know exactly how many emails that were sent to me and to others, but I believe Info desk got around 1500 emails just sent to them One of the good things was For our search team or basically our security team we used System called fear it's open source and it's basically a lightweight Kenban board where people could quickly put things on and For every incident that we had we could later see what was really going on Besides that we had many more things too many to list We had Kenban boards we had Google Docs There was just so many ways of communicating with each other it's yeah, sometimes it surprised me When you start an event first things first you need to get a field and when I say a field you need a field that gets big enough and And also you need to get the teams to get organized at Shao we Started they started here with own 2016 I know to know even before that they started at the CCC and Basically try to get a people together But getting getting people together doesn't work. You also need to get them out on the field Experience what it is on the field how it would look like where will think things be placed? one of the things we had for As an as an idea was to put an HQ down eventually we stripped it and just went for for basic equipment and tents You have to stick with a team the thing that We had and that will took a really long time was getting a good team together People were thinking then they got a shuffled around. I got five different stickers with five different teams on them And but eventually when you have a team you have a field and then you have a moment where you say well, you know This is the team that we have Will we be able to commit ourselves to actually build an event because you have ideas You have things but you have to have a go or no go moment. I took this picture. This one is for the from the deciding field day was August 2016 like less than a year from the event and By then we said, okay, are we going to do it or are we not we went to the field down there We had a camping where people slept there We measured the whole field out. We said eventually We asked then everyone like yeah, would you like to be on this field and everyone just said yes but When you have when you have all these things always expect the unexpected because You think everything goes smoothly until we have issues or things that just go wrong Later on that When you have a field and you have an agreement you need to go official on the on the right side, that's our That's our lead guy He went to the municipality. He said well, you know, we want to make a fear and we want to make an event Yes, we can All kinds of things and the first thing you had to do was sign a paper and then things get official As soon as you sign a paper, there's a 12-week Marker starting where the municipality will ask you a lot of questions where you have to prove that you can Actually start an event where you can show that you have known about all kinds of things about vendors about About safety plans about tents where they're going to be We send a lot of agreements with vendors We had to send licenses for broadcasting. We had a radio channel down there. So they had to get licenses. We had the Special radios the touch for our phones. They needed to get licenses For the lasers we need to get a no-time. So another organization had to do had to look into it We had sponsors The batches they had to do and you had to pay import taxes. So we had to send the letters to various people basically a lot of Paperwork is just sending stuff to the two municipalities to governments and saying yes, we are doing it. Yes we are official and When they have questions, you have to answer them within three or four weeks else your Stuff doesn't get through and you have to try it again But we got there Also one thing that we had to get was official licenses for the people that were on the parking If you wanted to stand on the public road, you need to get a license And for that you need to speak Dutch and you need to do all kinds of things. So yeah, we had 16 people signed up and Out of the 16 people only three actually went to the whole process of actually being out there and standing around and be happy Well, another thing you have to do besides all the paperwork is a promotion. You want to make people known. So Everyone was basically doing a big sweatshop sending out paperwork We sent I think 100 of these boxes all the way to Germany We send them all the way around the world every hacker camp basically got one of these boxes and We got a lot of feedback from them When you want to promote yourself Make sure that people know where you are when the diet and when you start and Also when the ticket sale starts because I heard people saying yeah, well I know you were doing a ticket sale, but you were already sold out when I heard about it and One time in one moment when everything starts falling together You start to go more and more you start basically start to feel the stress out The thing is You will see that the Event will basically you just get some sort of momentum going The more and you go into that event the more you see The things that you're gonna do the more and the closer you get The more stressful you get because if something goes wrong the deadlines are coming closer and closer I'm we're happy that we got badges all the way from China. They are really great They got them arranged and someone flew all the way to China just to get make sure that they were actually being made The teams were showing results at this one this picture was from the last The last meeting that we had they had a really nice design They had everyone was showing off the badges and the batch prototypes Decoration was showing these lights were eventually later seemed to be working until the the scene and until everything called wets and We also had merchandise coming up So we could have a final check on what's going doing what what has to be done and The good thing about it is the closer you get to the event the more cohesive the teams are gonna be so When you ask it when I asked for example to the info desk well, I want to have a map with all the villages listed on it Within an hour. I got a map with all the villages listed on it when I asked the batch team Can you give me this and this application? They said okay? I will give it and an hour. I got it so the teams were really focused on their specific job their specific task and Things were basically rolling. Well, and we're doing great and Then the bike second is shedding happens We this is one of the many bike sheds that I had to deal with as an if cut team leads This thing is a sauna originally They wanted to import the sauna all the way from Finland with Basically building the whole thing down Tearing the whole thing down in Finland Building it up for Shah and then five days later get it back shipped out Logistic didn't like it so much because that meant too much trouble for them And it also meant that they would have wasted various resources on it so the the thing from Finland got scrapped then they wanted to build a huge tent and basically build Yeah, basically build a sauna out of it Safety didn't like it so much They were like afraid that if the time a tent got on fire Yeah, well, you have people inside the burning tent and they were not fireproof and they had to be registered with the permit so yeah God scrap that one too and then they said well, you know, we're gonna bring We're gonna bring our own sauna, but it has charcoal in it. Well We had an issue with charcoal on the field you're gonna only were allowed to use gas or electricity, so yeah Safety send the message again then came back to project lighting then came back to me And then I had to say sorry guys, you're not gonna do it, but there was an alternative somehow The guys finally managed to get a sauna on the field, which they promised the safety guy You know, here's a sauna you can use it for the night and we don't talk about it this sauna was rented out and Yeah It was rented out. It was on electricity and yeah things still happened anyway Yeah, it doesn't matter how good how many bags that you do still If you want to have it done you will have it done And another thing that we had to do a lot of by chatting with was the coin vendors the coin machine we got a basically our second no our treasure got a message five days before the event That the coin vendor would not supply the coin machines because they feared that someone would enter the machine hack them and then They could not use the machine on other festivals anymore so basically it meant a lot of bike shedding front and back and messages Why are you not supplying we paid for it and and then Then our treasure said well, you know, screw it I cannot deal with with with vendors that that don't want to have a free I can say free test of the sort of the stuff so we can we can just get another supplier and Go link to the email Send it out and yeah, never got a reply of it again So the competitor deliverance And we had one key When we got the machine we got around 25 keys when the machine left Left the the site so apparently someone was really busy with cloning keys Although it was a good machine we had a problem with it originally we wanted to have red and blue coins for the nominations but The machine couldn't handle the red coins and was spitting out basically all its It's tough. So we had suddenly had red coins Distributed everywhere and then we had to change it to another to another coin The vendor didn't like to have All those coins they didn't have those coins they had to made them just just for us we had We wanted 150 K in the end we got 100 K yellow coins and then After the first opening talk, I was sitting behind the machine Constantly refilling the machine because it could only handle two thousand coins and everyone wanted to drink and have food and have happy time So yeah, the mission basically the machine Broke down twice during the day one because it just simply could not handle all the All the coins being true put it through there after that We found out the coins were also static. So they clitted to each other So every three to four hours Someone rang the door and someone rang the doorbell. I had to go out Give it a good knock on the machine a spray some lubricant in there and then the thing would get rolling again and When I was behind the machine people would use the machine and then Stick the hands in because they were afraid that the coins would fall out and then I tickled them and and Yeah, sometimes I got a really Yeah, and then you hear on the front side. He isn't like the machine is live and Yeah, we're pretty well, and then sometimes they came through the back in Security said how you kind of enter because someone busy down there, but and then they're like, oh, yeah That's what happens. It's just not the machine is alive with a lot for Sean No, there's just a human in there refilling the machine When you get to day day There's a lot of things to do and also a lot of things you don't expect For us the thing we didn't expect was our the family village totally under the water We had a lot of thought about it, eventually we set to the orga fields and we put all the family village to the orga fields and Left the family village basically untouched In the end it was a good sign because the order fear and the order people would mingle in with the rest of the villages On the other hand We had to do some, you know shot and shuffling of teams All the way around The pictures I know that I have here their pictures that I took during the build-up phase Which was basically almost day minus Six or day minus seven when we just arrived there and I have to say the picture on the right That's the only one with the full that had basically had the full gear on them the rest were just wearing high-fast suits and steel to steel booth Some other pictures I got from from the safety crew They bought a lot of because we were in a harbor and the harbor team had to supply from the municipality Fast swimming fast or some equipment for those that couldn't swim So they bought like I think they bought the whole store out Just to make sure that That they got enough stock We had need to have special safety vests for during the night When we're directing traffic Every stage needed to have some sort of loudspeaker, so we had a lot of microphones The municipality required that we had 300 meters of fire hose So we bought it We had a special sticker move your car or it will end up in a ditch. I Don't think we did it actually but I know that logistics was very happy to do it to some old cars In the middle police came they saw all the nice funny things on our on our buggies and they wanted some unfortunately it they ran out and This was the only thing they had left During the event itself Wonderful event. I have not seen everything most of the time. I just was behind stage These pictures Are mostly memories that they put on flicker The tune one from what I heard they basically tried to details the machine They tried to details the machine just to get the picture on screen Knock has a nice write-up about it the shower logo They go just did a fantastic job on getting everything on time And especially on some very short time where we Sometimes thought, you know, this is not gonna happen and it still happened anyway The aftermath yeah after you have the event You know you have you have to do the clean up everything. I left when I started When I started walking around First thing I did was go to the pock tent and recover my clicker. I was wondering how many mosquitoes and vermin they actually destroyed in their in the things and they set around four thousand eight hundred Was again four thousand eight hundred wasps that were exterminated through their Yeah, to the electronic disposal units We got a lot of fantastic positive press I Talked with Jenny from hackaday and she said well, you know, I love how you run the event show us this year the MF how you actually did it because People have to know how these camps are actually made. So that's how we got here We had a great event no real difficulties after with people burning out or we had some things people that were like Borderline, but I'm have to be happy that I had a really great team working on that event And for the rest, yeah, well, I haven't seen any talk all I did was just walk around Make sure that things were delivered on time. Make sure that people were going around You don't have any moments during your whole event to watch something. I haven't seen John T's around I've seen Russ running and Screaming and yelling and making sure the things were good delivered and yeah You don't see anything and unless you go on YouTube or something like that I Did meet a lot of people a lot of people when I just walked from A to B or when I had to do something else You meet a lot of crew. You need a lot of people you make some new friends This year for example, I'm running the the postal office with some some people from England After the event basically, yeah You do a lot of things And you think well, you know, you just pack it up a ship it out you tear it down completely and After that the the grass is green and nobody will ever notice that there was an event at all but Things don't always go to plan when especially after an event. You still as a secretary you still got things to do This was a nice picture that I had taken From the logistics team. They said well, you know, we turn everything because After we wanted they kept track of what get went out and what went back in And they said no hoarding because we were limited on equipment and They said we turn everything even duct tape. Well No The still 17 this is the list of things that still got missing around 40 bags of tie wraps 17 walls duct tape which People just ignore the sign and just got rid of it some radios This legal card so basically for the horeca never got returned umbrellas markers lost and found items and One of the thing was my inflatable unicorn That I bought there. It was like a two Gigantic two meter big unicorn and I gave it to they go and later it disappears and most likely they go got rid and got it because I was looking at hackaday and then suddenly I saw this So appear apparently someone found it found it in the deco shat and transferred it to the next Congress and Hackaday might then made a nice picture out of it I don't know where it is now, but I do know that the police actually liked these things so much that Got a picture last I think two or three weeks and this one where they actually Got a hold of 35 Unicorns inflatable unicorns. So next time I'll when we talk with the with the police I'll ask if they still need some more unicorns on their on the car Yeah, besides that After events Things still have to be done by By the by the by the By the foundation We got three speeding tickets all from the same guy who sped around I think was 57 in a place where he was supposed to be driving 50 So we got three tickets of that. Unfortunately, we don't know who it was, but If you know if you have seen yourself in the mirror with the white flash, please do come We'll my will make arrangement for that We got a lot of spammers mostly TP tens Promotion materials I Had to shut I had to ask knock to shut down the infodesk mailing list because it was just getting Totally spanned with all kinds of commercial items that I could think of We had our taxes when you do an event like this you always have to have taxes and Luckily enough Most of the taxes they got back from this year so we made a Bit of Yeah, so let me say we could get some money back out of it And we had lost and found people always lose the stuff Most of the things got returned. There were a couple things that we couldn't find Yeah, fortunately We don't know where where they went and I always say someone dropped in TARDIS and went off with it You always get when you planning an event like this Always get some overstock things that won't get sold We had these t-shirts. We had all kinds of sizes. We thought, you know, we were making a lot of them so that we can supply them I Still still getting some overstock from From people that say well, you know We have an act in batch that's broken or we have something and yeah, we're lucky this year we basically got rid of everything and Also, most of the things were donations to hackerspaces. I know some hackerspaces Especially all hackerspaces in Holland currently have a full You know, I'm gonna say a full back full of Plastic cups so nobody was ever insured it's of cups All the things that we had in logistics We cannot store them. So they went all as donations to all the hackerspaces. We Could fund a whole new hackerspaces with all kind of equipment just to get them up Well, I learned a lot of things with it The main things I put over here Some of the things is like have a good support of family friends and other things Don't try to overdo yourself And communication is key Things I should improve on This was basically a couple of things that people said to me. Yeah, well, I should do it for the next event and I will take that advice that that the teams gave us into consideration for the next event and Yeah, well the question I get asked is would I ever do it again and When I when people are people will ask me that question. I say Yes, and I hope you also do the same thing Thanks The next talk is coming up soon. So questions will be In the bar later. So thank you. Thank you very much