How-to: hakken.irl

This page explains all the steps necessary to organize a hakken event. Most of this guide assumes the event takes place at MiOM, if this is not the case, extra planning for tables, chairs, food, etc. might need to be done.

Planning

• Decide when to hold hakken. Usually, this will be part of the normal schedule
• Decide where to hold hakken. Usually, this will be MiOM.
• Get in touch with the org/peeps responsible for the space, announce your intentions and ask for permission.
  • Announce to the MiOMis
  • Announce to the Gewächshaus community
• Block the meeting room in the Gewächshaus calendar for the duration of the event.
• Ask people if they have certain ideas for hakken (e.g. a LEGO-play area), and make sure to reserve space for it.
• Add the hakken.irl date to the pub.solar website

• A few weeks before the start, create a post on mastodon with the @crew account announcing the next hakken!
• Share this post in other community channels like Matrix
• Ask people to bring the following:
  • A bit of money for donations
  • Snacks
  • Their laptop ;)
• If people need places to sleep, ask around the community. Usually @teutat3s, @b12f, and other MiOMis can help you figure out the bettenbörse. There's also a couple of places to sleep @ Gewächshaus / MiOM.

Preparations

• Make sure the drinks are filled up at the start. Important are the following:
  • Mate
  • Beer
  • Prosecco
  • Sugary goodness like lemonade
• Make sure there's a box for donations
• Make sure there's a stickerbox
• Change around the tables so that community spaces are created; move tables together into sets of 3 or 4, with chairs on the outside so people are facing eachother.
• Make sure every table has enough power sockets. A good amount is 1.5 per chair, tho 1 per chair can also work fine
• Remove private stuff & screens from tables, and store them in a non-hakken area.
• Add special party lighting around the room. MiOMis know where the lights are stored. This can also be done later in the night when it's getting dark so you have a better idea of how it looks. A good rule of thumb is that you generally want the room to be dark, but not so much people trip over cables. It's a hackathon, not a rave ;)

During the event

Friday

• Make sure someone is at MiOM even during Critical Mass so there's someone watching the space and taking care of people that are arriving.
• In the evening after CM, officially open hakken.irl by writing the ToDo List
• In the evening after CM, make sure someone orders pizza for everyone at a place that allows for vegan options.
• If nobody sleeps @ MiOM, make sure all windows are closed & the door is shut when the last person leaves

Saturday

• Saturday afternoon, go shopping for the vegan chili. Most basics should already be available at MiOM, so take inventory before buying everything thrice.
  • Canned tomatoes
  • Canned chili beans
  • Canned corn
  • Canned pineapple
  • Garlic
  • Onions
  • Carrots
  • As a meat alternative, get either vegan mince or brown mushrooms (or both)
  • Dark chocolate (at least 70%)
  • Rice
  • Spices; paprika powder, cumin powder, extra chili peppers
  • Basics: vegetable oil, salt, pepper
• Make sure someone does the cooking, starting on Saturday at around 18:30 so diner is ready at around 20.
• Make sure someone does the kitchen-cleaning after the cooking.
• Make sure the kitchen is clean enough for people unrelated to hakken to use on sunday morning. This usually requires the following:
  • Store leftover food in the fridge (usually you can just put the pot of chili in there)
  • Empty the dishwasher if it is full of clean plates
  • Fill the dishwasher with the next load
  • Hand-wash any larger pots and pans
  • Wipe the table and kitchen surfaces clean
• If nobody sleeps @ MiOM, make sure all windows are closed & the door is shut when the last person leaves

Sunday

• At 16:00, go over the todo-list once more, and close any done items :)
• After 16:20:
  • Put all furniture and personal belongings back to where they came from
  • Remove all special lights, and store them away properly
  • Make sure any special areas (e.g. LEGO-play-area) are restored to their original form
  • Remove any leftover bottles
  • Go over the kitchen again the same way as on saturday night
  • Vacuum clean or sweep the kitchen & offices
• Make sure all windows are closed & the door is shut when the last person leaves

Post-event

• Update this How-To
• Update the website, remove the hakken
• Make sure the drinks are paid
• Write a big thanks to everyone on Mastodon, and share it on community channels, you've done great!