Meeting Formats

This guide outlines various meeting formats for Distributed Chaos groups and provides detailed guidance on running effective meetings.

Core Meeting Types

1. Lightning Talks

• Duration: 5-10 minutes per talk
• Format: Multiple short presentations
• Total Time: 1-2 hours

Structure

1. Introduction (5 min)
2. 4-6 lightning talks
3. Q&A after each talk
4. Wrap-up discussion

Tips

• Keep strict time limits
• Use timer displays
• Encourage diverse topics
• Record for documentation
• Prepare backup talks

2. Workshop Sessions

• Duration: 2-3 hours
• Format: Hands-on learning
• Participants: 5-20

Structure

1. Setup (15 min)
2. Introduction (15 min)
3. Guided practice (1-1.5 hours)
4. Independent work (30 min)
5. Show and tell (15 min)

Tips

• Test all prerequisites
• Provide written guides
• Have backup materials
• Plan for different skill levels
• Document common issues

3. Hack on stuff Nights

• Duration: 3-4 hours
• Format: Open project work
• Style: Casual and collaborative

Structure

1. Project pitches (15 min)
2. Team formation (15 min)
3. Work time (2-3 hours)
4. Progress sharing (30 min)
5. Next steps planning

Tips

• Provide basic tools
• Encourage collaboration
• Document progress
• Share resources
• Plan follow-ups

4. CTF (Capture The Flag)

• Duration: 4-8 hours
• Format: Security challenges
• Style: Competitive learning

Structure

1. Challenge introduction
2. Team formation
3. Competition period
4. Solution sharing
5. Learning review

Tips

• Vary difficulty levels
• Provide hints system
• Document solutions
• Encourage teaching
• Plan practice rounds

5. Social Meetups

• Duration: 1-2 hours
• Format: Casual networking
• Style: Relaxed and inclusive

Tips

• Choose quiet venues
• Plan ice breakers
• Include newcomers
• Share community news
• Gather feedback

Venue Considerations

Physical Space Requirements

1. Essential Features

   • Adequate seating
   • Power outlets
   • Internet access
   • Presentation space
   • Breakout areas
   • Physical accessability

2. Amenities

   • Restroom access
   • Water/Booze
   • Climate control
   • Storage space

Meeting Facilitation

Before the Meeting

1. Preparation

   • Confirm venue/platform
   • Test equipment
   • Prepare materials
   • Send reminders

2. Setup

   • Arrive early
   • Test systems
   • Prepare space

During the Meeting

1. Management

   • Time keeping
   • Flow control
   • Engagement
   • Documentation

2. Engagement

   • Include everyone
   • Monitor energy
   • Adjust pace
   • Handle questions
   • Support active learning

After the Meeting

1. Wrap-up

   • Summarize key points
   • Plan next steps
   • Gather feedback
   • Clean up
   • Document

2. Follow-up

   • Share resources
   • Send summary
   • Update docs
   • Plan improvements
   • Thank participants

Special Considerations

Accessibility

1. Physical

   • Venue access
   • Seating options
   • Clear signage
   • Rest areas
   • Support needs

2. Virtual

   • Platform access
   • Caption support
   • Recording options
   • Alternative formats
   • Technical help

Hybrid Meetings

1. Setup

   • Dual audio systems
   • Multiple cameras
   • Chat monitoring
   • Engagement tools
   • Technical support

2. Facilitation

   • Balance attention
   • Include everyone
   • Manage interactions
   • Technical backup
   • Document sharing

Documentation

Meeting Records

1. Content

   • Attendance
   • Key discussions
   • Decisions
   • Action items
   • Resources shared

2. Format

   • Written notes
   • Photos/videos
   • Presentations
   • Code/projects
   • Follow-up tasks

Knowledge Management

1. Organization

   • Clear structure
   • Easy access
   • Regular updates
   • Version control
   • Backup systems

2. Sharing

   • Public access
   • Permission levels
   • Update process
   • Archive system
   • Search capability

Remember

Meeting Formats

These formats should be adapted to your group's needs while maintaining the core principles of Distributed Chaos.