Gathering Planning - Tokyo - 12-Sep-2025

[yuhattor]

Important

🤝 This is YOUR Gathering

First things first: This is YOUR community's event. You know what your local InnerSource practitioners need better than anyone. The Marketing WG is here to support and amplify your efforts, not to direct how you run it. We do have a few guidelines to ensure consistency across ISC events - please check those below.

Gathering Success = Your community connects, learns, and keeps the conversation going beyond the event.

New to organizing? Let's schedule a kickoff call to discuss your vision and how we can help. Just reach out in #local-community on Slack.

Gathering - Tokyo - 12-Sep-2025

Event Details

📆 Date: 12-Sep-2025
🗺 Venue Address: Docomo R&D OPEN Lab Odaiba (https://docomo-openlab.jp/about/)
🧙‍♀️ Your Organizing Team:

• InnerSourcerer 1
• InnerSourcerer 2
• InnerSourcerer 3

Your Gathering Roadmap

Use this as a guide, not a rulebook. Every gathering is unique.

8-24 weeks before - Setting Your Foundation

• Choose dates that work for your target audience
• Book a venue that fits your community's needs
• 🔴 REQUIRED: Let @OliveCannon know once confirmed (so we can start supporting your promotion!)
• Consider if you need sponsors (we can share templates if helpful - venue sponsors or catering sponsors are common options)
• Create a Call for Proposals form if you want community-submitted sessions (you can also use an invitation-style approach instead of CFP)
• Start building your speaker/facilitator network
• 🟠 PLEASE SHARE: Open registration when you're ready (ISC officially uses EventBrite, but you can use local platforms too - please consult us about account management)

7 weeks before - Building Your Program

• Shape the agenda based on your community's interests
• If going multilingual, Marketing can help with translations for social media posts (if needed)
• Confirm major sponsors
• 🟠 PLEASE SHARE: Update registration page with speaker/schedule information (if you need help creating a page, Marketing can support you)

6 weeks before - Practical Details

• Arrange refreshments that work for your group (if you have food sponsors - Please make sure to provide options for those with dietary restrictions)

5 weeks before - Final Format

• Confirm your chosen format (conference, workshop, panel, unconference, etc.)

3 weeks before - Engaging Your Community

• Reach out to registered attendees with what to expect
• Sort out technical needs for your venue
• Finalize catering based on numbers (if you have sponsors)
• Get everything organized for the big day
• Brief any helpers on how they can support

2 weeks before - Almost There

• Walk through your venue to spot any issues
• Final push to fill remaining spots

1 week before - Ready to Go

• Check in with speakers/facilitators
• Prepare materials and signage
• 🔴 REQUIRED: Review ISC brand usage if using our logos (quick check with Marketing)
• Send final details to attendees
• Have a backup plan ready

Day of Event - Make It Happen

• Lead YOUR community gathering
• Capture the energy (photos, key insights, quotes)
• Connect people and facilitate discussions
• Enjoy this moment you've created!

1-2 weeks after - Keep the Momentum

• Thank everyone who contributed
• 🔴 REQUIRED: Share a brief report on gatherings site
  • What kind of event was it?
  • How engaged were the participants?
  • What did your community learn?
  • Photos that capture the spirit
  • Tips for future organizers (please share your experience to help the next organizer)

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How Marketing WG Supports YOU

We're here when you need us:

When you're ready to announce

• We create your event page on the global gatherings site
• We amplify through our newsletter and social channels
• We provide templates and materials you can customize

Leading up to your event

• We can ship ISC stickers and materials (just ask 3-4 weeks ahead)
• We continue promoting to help you reach your audience

After your success

• We showcase your gathering to inspire others
• We share your insights with the global community

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📋 The Essential Three

While we want you to have freedom in organizing, these three things help us support you and maintain the InnerSource Commons community standards:

1. Tell us when it's happening and what you're planning - So we can promote and support you
2. Check brand usage - Quick review if using ISC logos/name
3. Share your story - Brief report to help future organizers

Everything else? That's up to you!