organizing a speakerconf

About 5 years ago I expressed an idea to Josh Graham.

Let's take the parts of traditional conferences that the presenters like the most, and make that an entire conference. Specifically, we should have plenty of discussion time with drinks available & we should have group dinners every night.

I'd expressed this idea to a few different people, and never done anything with it. Luckily, by the time I'd woken up the following morning, Josh had already set up the speakerconf website. Organizing speakerconf has been an interesting and enlightening journey. The past few blog posts have been about what speakerconf is, what presenters are responsible for, & logistics - this post is about how we got started and the organization and participation lessons I learned.

The Beginning
Once Josh created the website I knew it was time to see if we could actually make the event happen. I started by emailing my network to see who liked the idea and would attend. I always knew that 15 was the minimum number of presenters that I would want for a speakerconf, so I sent the emails and waited to see if we had enough interest or not - luckily we did. I also knew I wanted to have a group dinner every night, and the only way to convince 15 people to attend the same restaurant was to pay the bill - so I set out to find sponsors. The management at DRW is incredibly supportive and they quickly offered to sponsor. I also had a great relationship with Forward and they immediately offered to sponsor as well. With both of those sponsors committed, we had the minimum amount of money required to pay for the conference room and cover the cost of the group dinners. At that point there was no looking back, and we began building the hype via Twitter.

Quality, not Quantity
I believed that getting a commitment from a few high-profile speakers would cause plenty of other speakers to jump on board, but the speakerconf idea didn't really generate much buzz the first year (from my point of view). Once the idea became a reality, things changed drastically. The first event was a huge success. We had over 30 people sign up for speakerconf 2010 (in those days, if anyone you knew was going you could go as well). The second event was also a success, but we all agreed that 30+ was too many people. Following 2010, speakerconf became an invite only event and was limited to 25 people.

We were happy with 25 people at each speakerconf, but we ended up learning that less is an even better situation. speakerconf Aruba 2012 had 12 people cancel, which left us in a terrible place. Replacing a speakerconf presenter is extremely hard. The net result was that only 18 people attended, and it worked out perfectly. The collaboration, quality, and enjoyment all seemed to go up significantly. I believe it became a case of addition by subtraction, due to the interactions becoming much richer. After the success of Aruba 2012 Josh and I decided that future speakerconfs will have between 18-20 presenters.

Another Point of View
At speakerconf, your participation in discussion is just as important as your presentation. At the first few speakerconfs I had unreal expectations about people spending every waking minute participating. It was the center of attention for Josh and I, but for the presenters it was just a great event that they needed to responsibly balance with their other commitments. After the first 2 speakerconfs I learned that we needed to set aside time for everyone to take care of work and personal business. At this point, Josh and I allocate 2 hours before dinner each night where presenters can take care of non-speakerconf related issues.

You do not talk about speakerconf
As programmers, we like to optimize. Sadly, I've wasted countless hours and other people's time at speakerconf by discussing how to tweak speakerconf. My intentions were good, I wanted to improve the event. Unfortunately, there's two issues with this: We could be talking about technology instead, and it brings attention to any issues I'm noticing. I believe the old advice that the party takes on the mood of the host - and I don't want to bring speakerconf presenters into my perfectionist world that constantly focuses on otherwise unseen flaws. Plus, if I'm hanging out with some of the best from our industry, it's much more beneficial to hear about what they're working on these days.

I'm not going to lie, it's not easy to stop myself for asking for feedback while the event is running, but I do believe it's the right choice. I'm more than happy to discuss tweaks if someone else brings it up, and I definitely solicit feedback once the event is over; however, speakerconf time is for discussing technology, and the conference benefits when I remember that simple suggestion.

The Best, Last
The last 2 lessons are unquestionably the most important: be flexible and get a co-founder. Brian Goetz mentioned to me many times - get smart people together and let them figure out how to have a good time. Whenever people suggest we tweak something, Josh and I do our best to accomodate and see where it takes us. Above all else, we remove distractions and get out of the way, so presentations or ideas can reach their full potential. Occasionally that means letting a presentation run long, switching the presentation order, taking a quick break, or moving to open discussion ahead of schedule. The schedule always suffers, but the experience always benefits. At this point, Josh and I have learned to roll with whatever comes our way, as long as it enhances speakerconf.

speakerconf requires Josh. I hear it's true that start-ups need a co-founder, and I couldn't have done speakerconf without Josh. I tell him I'm quitting at least once a year. Josh seemed like he might quit last year. However, we carry each other when we need to, and I'm very proud of what we put out each year.

trust at speakerconf

Trust plays a very important role at speakerconf. speakerconf is known as a place where you can be honest without fear of repercussions. Every year we have several presentations that are confidential, and those are often some of the most interesting presentations. Josh and I have made several decisions that encourage a high level of trust, and this blog entry describes those choices.

... it's who you know
Josh and I don't tend to keep people we can't trust within our networks. Therefore, when we began inviting people to speakerconf we already knew we were assembling a group of people that could be honest with each other. I believe the speakers had mutual trust with Josh and I, and that trust was easily extended to other people that Josh and I trusted.

After the first year we started inviting people using a simple rule: 75% of all invites will go to alumni. speakerconf alumni will already have existing relationships with other alumni, and they'll be more willing to share - due to their previous experiences at speakerconf. We always want new people and fresh ideas at speakerconf, but we don't want to lower the trust level by throwing in a larger group of people who haven't yet built strong relationships. We've experimented with inviting less alumni and never been happy with the results. For speakerconf 75% seems to be the magic number.

These days, Josh and I only invite new people to speakerconf based on alumni recommendations. Alumni recommendations are often for people from various backgrounds; which is perfect, as Josh and I prefer to have presenters with diverse experiences. I believe the key to embracing diversity while not compromising on trust is to focus on presenters that have mutual respect for each other despite their backgrounds.

Encourage relationship building
Every speakerconf begins with a meet & greet networking session. This session is usually at a hotel lounge area, and it's only purpose is for each of the speakers to get a chance to meet each other. Following the meet & greet, everyone is invited to an "unoffical" dinner. It's not required or covered by the conference, but it allows people to continue to get to know each other, if they like. Very rarely do any presenters skip this opening dinner.

During both the dinners and the open discussions we provide conference sponsored drinks - to get the honest discussions flowing. I'll be honest, when I'm stone cold sober I can be a bit shy. I get the impression that other speakers sometimes share this personality trait. The open discussions do often begin a bit timidly; however, after a round or two we quickly move to pulling no punches and diving head first into whatever interests us the most.

Off the record
At speakerconf, we don't even provide the option to record your talks. It would be great if we had some material that we could put on line for the rest of the community to benefit from, but we're not willing to sacrifice any level of honesty for the sake of information sharing. We've surveyed the presenters and they've unanimously agreed that they do not want their presentations to be recorded, and they would likely change what they said simply if a camera were present in the meeting room.

It's obvious, but we also remind everyone that if their presentation contains any sensitive information then they should begin by asking the audience not to repeat anything from the presentation. Also, at the beginning of every speakerconf we ask all the speakers to refrain from repeating (e.g. tweeting) any information without first consulting the source of the information.

Network
We don't wear nametags at speakerconf, and we don't go around the room and introduce ourselves. I personally hate nametags, and we found the introduction-go-around to be a bit dry and awkward. Instead, before every presenter speaks, Josh stands up and provides several facts about a person, and a single lie. It's up to the audience to decide which statements are which, though it's generally obvious due to the lie being the statement that caused everyone to laugh. It's fun, and turns the traditional awkward introduction into something you look forward to at the beginning of each presentation.

We don't officially organize seating for lunch or dinner at speakerconf, but we do encourage people to rotate who they sit with while they're dining. We found that the level of trust goes up greatly after you've taken the time to break bread with someone, and we want to encourage that trust building in anyway possible. Like I said, we don't organize anything specific here, we just lead by example; we try to pick our company for our next meal based on who we've spent the least amount of time with.

That's about all we do. There's nothing revolutionary about our methods; however, the result is an environment where trust goes a long way towards helping a presentation reach it's full potential.

scheduling, travelling to, and dining at speakerconf

Convincing 20 industry leaders to set aside 4-5 weekdays to come to a conference is not an easy thing, especially when said conference is also very hard to describe to the person (or people) who are approving the time off, travel, & expenses. With this in mind, Josh and I designed speakerconf to appeal to programmers who work very hard, and are often on the road.

Weekdays. I strongly hold the opinion that conferences should not be on weekends [more info]. Most of the people who attend speakerconf work very hard on an average week, and I don't want take a weekend away from them, their friends, or their family. I'm a very firm believer in work / life balance, and I don't want to be part of tipping the scales even farther in the 'work' direction. Additionally, it makes sense as a conference organizer. I want people showing up to speakerconf rested, refreshed, and ready for several days of intense collaboration. It's not enough to give a great presentation at speakerconf, you need to be on your game for 10-12 hours a day and you need to be able to do it for 3-5 straight days.

My opinion is not universally held - some people can't or don't want to be away from the office for that many days. While I see their point of view and note the benefits of switching to starting on Sunday, I simply don't believe that the trade-offs are a net win for speakerconf. Therefore, the best thing that Josh and I can do is ensure that speakerconf is such a "don't miss" event that people believe it is unquestionably worth being out of the office for a week.

Select an easily accessible location. Easily accessible has always been a requirement of mine for speakerconf. Like I mentioned, speakerconf presenters are often on the road - the last thing I want to do is require an additional connection or an extended drive. Aruba is a direct flight from many cities in the US, and the speakerconf hotel is a 15 minute drive from the airport. Aruba was great for the first few speakerconf events; however, when Josh and I created speakerconf we never anticipated that we would draw so much interest from people in Europe as well. Sticking with our ideals about easy accessibility, speakerconf now rotates between a location that is a direct flight from most US airport hubs and a location that is a direct flight from most EU airports.

Select an isolated location. Running a speakerconf in Rome really drove this point home - last February I asked if 2013 should be in Austin, SF, NYC, or Aruba. The majority preferred Aruba, and, more importantly, those that preferred Aruba were also the ones who were most excited about returning in 2013. Many presenters pointed out that if we were in an actual city they would be more likely to be distracted. The final dinner in Aruba proved their point. In Rome in 2011, 1/3 of the presenters went out to dinner* on the final night. Conversely, in Aruba 17/18 presenters went to dinner and all 17 continued their discussions at the hotel bar for many hours following dinner. The isolated location provided fewer distractions, and seemed to facilitate much deeper interactions.

Select a location with a concentration of restaurants. speakerconf takes a very different approach to dining. Josh and I aim to not only host an amazingly educational event, but to also provide the best dining experience of any conference. We don't provide conference center food for breakfast or lunch, instead we select hotels that are near great local restaurants that serve reasonably priced breakfast and lunch options. Dinners are done at some of the highest rated local restaurants - and we require the ability to select from several different options.

Dine well. Josh and I love food & wine, and our preferences definitely show in our dinner selections. The conference sponsored dinners at speakerconf are generally at restaurants that I prefer to take my wife to when we visit those cities on vacation. The dinner wine selections are usually done based on what Josh has loved drinking in the past. As an example, the conference dinners in Munich are at Boettners & Vue Maximilian, the number 1 & number 3 rated restaurants in Munich according to zagat.com. I could go on and on about the type meals that we aim to provide at speakerconf, but sometimes a picture truly is worth a thousand words - here are the 1,000 that describe a dinner at speakerconf.

Group dinners are better if you split to tables of 3-5. Many people loved being part of a large, group dinner table, but the conversations did suffer a bit. In 2011 we began making dinner reservations for "a party of 20, but we would like 5 tables of 4", and the conversations became longer, deeper, and more productive. As a side benefit, the restaurant staff seems to find this easier to manage as well - which means less issues with 19 people having their food, and awkwardly waiting for the 1 meal that didn't come out right.

On the surface it may look like speakerconf is a week off work, in a vacation location, dining like a king; however, if you look closely, each of those choices is based on a practical choice. The scheduling is a net win for everyone involved. The location facilitates distraction free, deep collaboration. The dining enhances the event by allowing the attendees to focus on collaboration while Josh and I worry about location selection, providing food that meets all dietary restrictions, and ensuring that the cost of dinner doesn't deter attendance. The result (or sum) is also greater than the parts - we provide an easily accessible, deeply educational, & enjoyable experience, which encourages some of the best of the industry leaders to attend, who's attendance encourages more of the industries leaders to attend.

* The final dinner is neither required, nor sponsored - thus it's completely fine for people to opt-out.

a typical day at speakerconf

At this point, speakerconf has run 5 times in 4 years - in Aruba and Italy. Josh and I are happy with what we've created, and a few follow up entires will list the attributes of speakerconf that make it a unique and successful event. This post, however, should serve as a quick view into what a typical day is like at speakerconf.

the morning
Each day begins unofficially at breakfast. There's no assigned meeting time, but people generally start appearing around 9:00am. There are no assigned tables, and people usually just break off into small, ad hoc groups of 3 or 4. It's rare to find one of these tables not talking about what interested them from the day before, or what they're looking forward to discussing that day. Following breakfast, people begin filling into the conference room, and presentations begin at 10:00am sharp. Each presentation generally takes between 10 and 30 minutes. There's usually a ton of questions that go with each presentation, thus the variable talk time-slot. We attempt to get 4 presentations done each morning, and usually end up leaving 'late' for lunch.

the afternoon
Lunch generally lasts an hour, and is done at one of the local restaurants (not in the conference room). Attendees break into small groups and go to different restaurants. Most often, people go to lunch with someone they want to discuss a specific idea with, or someone they haven't previously dined with. After lunch everyone makes their way back to the conference room for 4 more presentations. On a good day, we'll be done with presentations by 3pm; however, (due to the q&a for each presentation) we're usually done with presentations between 3:30pm and 4:00pm.

Once the presentations end we move out of the conference room and into a space that allows us to have many smaller discussions. The split is ad hoc once again, and, just like lunch, is often based on digging further into a presented topic or meeting a new person. These discussions often begin with most of the presenters in attendance, and people only seem to leave if they have personal or business matters to attend to. These smaller discussions end (or rather, are put on hold) at 6:45pm at the latest.

the evening
Dinner is always at a local restaurant (outside of the hotel), and usually begins around 7:00pm. Just like every other meal, attendees break up into unassigned, smaller groups of 3-6 people. Dinners are usually at least 3 courses, and offer plenty of time to dig deep into whatever subject drove you to select your dinner companions. Once dinner is complete everyone heads back to the hotel, and those that still have the energy to have further discussions generally make their way to the hotel bar. It's not uncommon for those that have already completed their presentations to stay out past 2am - and still get themselves to the 9:00am breakfast the following morning.

That's a pretty typical day at speakerconf. If it doesn't sound exhausting, then I haven't done a very good job of describing it. However, it's equally exhausting as it is inspiring, and the days at speakerconf are some of my favorite days of the year.

How To Get Invited To speakerconf

Every year it seems that someone is disappointed (or even insulted) that they didn't receive an invite to speakerconf. If you haven't gotten an invite at this point, contrary to popular belief, it's not because Josh and I hate you. There's actually very little magic that goes into receiving a speakerconf invite, so it probably makes sense to put the formula out there.

I'm not a big fan of receiving spam, and while I consider speakerconf to be a great event, I'm sure some people will consider speakerconf related email to be spam. With that in mind, I generally don't like to email people I don't know out of the blue. Along the same lines, some people are going to politely decline every invite I send their way. The less I know you, the less likely I am to continue inviting you, simply because I don't want to bother you. If you say to me "please keep me in mind in the future," I will. If you don't, I'll likely default on the safe side of not bothering you until you show some interest.

So, if you haven't gotten an invite lately (or ever) it's likely only because I don't want to bother you.

With that out of the way, here's roughly how we select who to invite to speakerconf:
speakerconf needs sponsors to run in the way that Josh and I want to run it. If you've previously attended a speakerconf you can guarantee yourself an invite if your company is willing to become a sponsor. If you've never attended a speakerconf you can also guarantee yourself an invite by getting your company to become a sponsor and getting an endorsement from any one of the speakerconf alumni (list available at http://speakerconf.com/speakers). If you are interested in discussing specifics, drop me an email (jay@jayfields.com).

If you're not interested in sponsoring, your invite depends on space or endorsements. If you've previously attended a speakerconf and you'd like to return, all you need to do is let me know. If we have space at the next event, I'll gladly extend you an invite. If we don't have space, I'll extend you an invite to the following event.

Future speakerconf events will likely have a maximum number of 20 attendees. Approximately 15 spots will be reserved for alumni, and the remaining ~5 spots will be available to anyone who has never attended a speakerconf. If you would like to grab one of those spots, all you need to do is get as many alumni as you can to email me and endorse you. They don't need to send a long email, something as simple as "you should invite Josh Graham to the next speakerconf" will do. Then, approximately 6 months before an upcoming speakerconf I will invite the 5 most alumni endorsed new comers.

That's it. If you want to join us all you need to do is to utilize your network or become a sponsor. Hopefully this view into the invitation process will help avoid any disappointment in the future.

Staying Current: A Software Developer's Responsibility

I have a personal hatred for weekend conferences*. To me, a weekend conference ensures that I'll be "working" for 12 straight days.

I understand that opinion isn't universal.

Some people have problems getting time "off" to attend conferences. These situations feel like a fundamental misunderstanding of a software developer's responsibilities. Part of your (software developing) job is staying up on current technologies. That means doing some research during your day.

(almost directly stolen from Ward on technical debt)
If you spend your entire day coding and never looking at new things, you accrue productivity debt. In the short term (say the last week of a release), it makes sense to take on a little debt. However, in the long term, assuming little or no payment, the interest (where interest equals the gap between your skills and the current solutions) will render you a NZPP (Net-Zero Producing Programmer). In a typical organization you can coast as a NZPP for around 6 months and slowly transition to a NNPP.

It is your responsibility not to become a NZPP (or NNPP). Most talented software developers refuse to work with NZPPs. At the point that you become NZPP, you usually have to declare bankruptcy (with regard to software development). You generally have two choices: take a much lower paying job where you can learn new things or move into another role. If you want to be a software developer, neither of these outcomes is desirable.

Luckily, you have the power to avoid becoming a NZPP. Most employers will happily buy you technical books and send you to technical conferences. In my opinion, whether or not you took advantage of these benefits should be noted on your performance review. Not staying current as a software developer, especially when the opportunity is offered to you, is software malpractice.

I once created a list of things I look for in potential team-mates.

• Have you tried Test Driven Development? Can you name something you liked and something you disliked?
• What language(s) that are gaining popularity, but not yet mainstream, have you written Hello World in?
• Do you read books or blogs looking for new ideas at least (on average) once every two weeks?
• Do you at least attempt to learn a new language every year?
• Have you ever run a code coverage or cyclomatic complexity tool against your codebase?

A commenter said something along the lines of

Not everyone has the personal free time to dedicate to doing all of these things

And, that is the fundamental flaw. Employees (and even some employers) seem to think that these are activities that should be done in your off time. I can't disagree more. These are things that a responsible developer needs to do as part of their job, thus it can be done during work hours.

20% time isn't something Google invented, it's just something they named, formalized and made popular. The activity itself is something good software developers have been doing for years. I applaud Google for making it a standard, thus ensuring that it's employees always have the opportunity to stay current. However, your company doesn't need to standardize on 20% time for you to stay current.

It's your responsibility to make time in your day to read a book or a blog.

You should also take advantage of a company sponsored trip to a conference. If you've attended conferences before and derived little value, I highly suggest the QCon conferences and JAOO.

Once you start doing research as part of your job you'll find that conferences are just like work, except the focus is 100% on research. And, it's not something you want (or should have to) spend your personal time on, it's just another productive day of doing what you have a responsibility to do.


* Which is why Josh and I run SpeakerConf Tuesday-Thursday. You can travel to, attend and travel home without missing a weekend day.

Ruby/Rails Conferences

Today I was browsing the web for Ruby/Rails conferences to submit speaking proposals to. Unfortunately there doesn't seem to be a list of Ruby/Rails conferences anywhere (that I could find). Hopefully this list will save some time for anyone else looking for a similar list.

• Scotland On Rails
• Ruby En Rails
• Rails To Italy
• Ostrava On Rails
• Confrencia Rails
• Ruby Conf
• RailsConf
• RailsConf Europe
• Ruby Fools - Copenhagen
• Ruby Fools - Oslo
• Acts As Conference
• Ruby & Python Conference
• Paris On Rails
• The Rails Edge
• RubyKaigi
• eRubyCon

U. S. Regional Conferences

• Mountain West Ruby Conf
• Gotham Ruby Conference
• Ruby East

What other Ruby/Rails conferences have I missed?

Werewolf is the best conference session

Several months ago Charles asked Is Werewolf Killing the Hackfest. Obie responded, noting that the open communication and friendliness in the community is a good thing. Obie was on the right track, but I don't think he hit it on the head.

It's very easy to forget that People Matter Most. A Hackfest might bring about a JRuby version of Mongrel, but a game of Werewolf with Charles ensures that I will feel comfortable contacting him with JRuby questions in the future. Those relationships are much more likely to ensure that my project succeeds than any framework would.

I love attending conferences, but I usually dislike conference sessions. There's generally 2 kinds of sessions: beginner and very specific. The beginner talks always put me to sleep because they cover what I could read in a blog entry in half the time. Conversely, the specific sessions rarely cover things I care about. It's very rare that I need to include a framework in my application and at the same time I happen to be at a conference where the framework is being shown. The specific sessions are good at showing what's available, but they are too detailed. Most framework sessions are better off as lightning (5 minute) talks.

So why do I love conferences? For the informal conversations that always occur. Happy hour used to be the place that I actually heard what the industry leaders were looking into. Happy hour is good, but industry leaders aren't always approachable. However, Werewolf puts you in a game where you are forced to interact with someone you may otherwise be apprehensive about talking to. Building relationships with industry leaders is the number one reason I attend conferences and Werewolf is the easiest way to expand your network.

While Hackfests are about building software for our community, Werewolf is about building the community itself. Because I believe that people matter most I also believe that Werewolf is actually the best way to spend your conference time.

Conferences: Presenting at GoRuCo

I'm happy to announce that I will be presenting at Gotham Ruby Conference 2007. The conference is already sold out, but you still have time to add your name to the waiting list.

The topic I will be covering is Business Natural Language Ruby Systems.

A Business Natural Language is a Domain Specific Language where subject matter experts use natural language to represent business logic....