How to Host OpenCon Satellite Events in Indonesia

Since 2015, Open Access Indonesia has been regularly hosted OpenCon satellite events in Indonesia. OpenCon satellite events are local activities that combine themes, content, and ideas from the OpenCon flagship meeting, which is annually held by SPARC (Scholarly Publication Association and Resources Coalition) and The Right to Research Coalition. You can find more information about OpenCon here: https://www.opencon2018.org/

Some students asked me how to initiate OpenCon satellite events in Indonesia. So here, I provide guidelines on how to start OpenCon satellite events in Indonesia. You can find more comprehensive information from this website: https://www.opencon2018.org/satellite. The information listed here is only information that is generally related to organizing at the local level in Jakarta, Indonesia

1. Plan the theme and concept of the event. If you don't have a clear idea about the event, you can explore the designs by visiting this guidelines website: https://www.opencon2018.org/designing_a_satellite_event_agenda

Usually, Open Access Indonesia hosted satellite events in the form of seminars with three speakers. After three speakers finished their talk sessions, we divide participants into three groups and discuss Open Access, Open Data, and Open Education. Since 2018, Creative Commons Indonesia has been the main facilitator of this discussion session.

2. If you have found an idea of an exciting event concept, submit the event plan on the following page: https://www.opencon2018.org/plan. After that, you need to wait for a few days until your plan accepted by the main organizer of the flagship meeting: SPARC and The Right to Research Coalition.

3. Use existing resources. You can also find tools and resources such as certificate design, posters, speaker database, planning checklists, etc on the following page: https://www.opencon2018.org/satellite_resources

Precisely, at the local level, here are the steps that Open Access Indonesia usually takes when hosting satellite events.

1. Prepare a budget. Open satellite events are independent events, so most of the funding comes from local organizations. So, if Open Access Indonesia did not get sponsors for satellite events, we charge most of the costs to the participants. Usually, IDR 100,000 (USD 7) per person, and often, we had 100 participants per event.

2. Collaborate with organizations that have the same principle of open access, open data, and open education. We have been regularly invited members of Open Science Indonesia and Creative Commons Indonesia as speakers and discussion facilitators of the event.

3. Collaborate with the campus. Working closely with the university becomes very important in running the event, and they will help you in logistical and bureaucratic issues such as booking a venue or finding speakers.

4. Promoting. We do promotions through posters posted on the campus bulletin board and also through social media. Besides, we share the registration information and advertisement to the Open Access Indonesia community in WhatsApp groups.

Even so, there are no permanent rules for hosting OpenCon satellite events in Indonesia. You can do it with a variety of different formats, agenda items, and creativity. For instance, organizing a satellite event in an open space and/or more focus on the discussion.

If you want to host OpenCon Satellite Events in Indonesia and need help and more information, you can contact me, Maryam Qonita, via WhatsApp +16462553912.

Bagaimana Cara Menyelenggarakan OpenCon Satellite Events di Indonesia

Sejak tahun 2016, Open Access Indonesia secara rutin mengadakan OpenCon satellite events di Indonesia. OpenCon satellite events adalah aktivitas lokal yang mengombinasikan tema, konten, dan ide dari OpenCon flagship meeting yang setiap tahunnya diadakan oleh SPARC (Scholarly Publication Association and Resources Coalition) dan The Right to Research Coalition.

Beberapa mahasiswa bertanya kepada saya bagaimana mengadakan OpenCon satellite events ini di Indonesia. Jadi di sini saya akan memaparkan guidelines bagaimana cara mengadakan OpenCon satellite events di Indonesia tersebut, meskipun sebagian besar teman-teman bisa peroleh informasinya dari website ini: https://www.opencon2018.org/satellite. Informasi yang dicantumkan di sini hanya yang secara umum banyak berkaitan dengan penyelenggaran acara dalam level lokal.

1. Rencanakan tema dan juga konsep acara. Jika belum memiliki ide yang jelas dengan acara yang akan diselenggarakan, kalian bisa mengunjungi website berikut: https://www.opencon2018.org/designing_a_satellite_event_agenda

Biasanya kami mengadakan dalam bentuk seminar dan mengundang tiga orang pembicara. Lalu setelah tiga orang pembicara selesai menyajikan materi mereka, kami membagi peserta menjadi tiga kelompok lalu berdiskusi tentang Open Access, Open Data, dan Open Education. Semenjak tahun 2018, Creative Commons Indonesia merupakan fasilitator utama dari sesi diskusi ini.

2. Jika teman-teman sudah menemukan ide konsep acara yang menarik, daftarkan plan tersebut di halaman berikut: https://www.opencon2018.org/plan. Setelah saya mendaftarkan OpenCon 2016 Jakarta melalui formulir tersebut, saya menunggu beberapa hari sampai acara lokal tersebut di terima pengajuannya oleh penyelenggara flagship meeting, yaitu SPARC dan The Right to Research Coalition.

3.  Manfaatkan resources yang ada. Setelah itu, penyelenggara akan lebih sering mengirim beberapa resources dan tools yang bisa kita manfaatkan untuk menjalankan acara. Teman-teman juga bisa menemui resources seperti sertifikat, poster, speaker database, planning checklist di website berikut: https://www.opencon2018.org/satellite_resources

Dalam tingkat lokal, berikut adalah langkah-langkah yang Open Access Indonesia lakukan sebelum mengadakan satellite events.

1. Menyusun anggaran dana. Open satellite events acara berjalan dengan mandiri, maka pendanaan sebagian besar berasal dari organisasi lokal (Open Access Indonesia sendiri). Jadi jika kami tidak memperoleh sponsor, kami secara umum lebih sering membebankan sebagian besar biaya acara kepada para peserta. Biasanya Rp 100.000 per orang. Sementara jumlah peserta secara umum sering mencapai 100 orang.

2.  Bekerjasama dengan organisasi yang mengusung keterbukaan. Biasanya kami mengundang Open Science Indonesia dan Creative Commons Indonesia sebagai pembicara maupun fasilitator diskusi.

3. Bekerjasama dengan pihak kampus. Bekerja sama dengan pihak kampus menjadi sangat penting, hal itu akan sangat membantu dalam masalah-masalah logistik dan birokrasi yang lain seperti penyewaan ruangan maupun mencari pembicara.

4. Melakukan promosi. Kami melakukan promosi melalui poster yang ditempel di mading kampus dan juga melalui media sosial. Selain itu kami menyebarkan informasi seminar ke grup-grup WhatsApp komunitas Open Access Indonesia.

Meskipun begitu, tidak ada aturan baku untuk mengadakan OpenCon satellite events di Indonesia. Anda bisa mengadakannya dengan berbagai format dan kreativitas yang berbeda. Seperti mengadakannya di ruang terbuka atau lebih memperbanyak diskusi.

Jika Anda ingin mengadakan OpenCon Satellite Events di Indonesia dan membutuhkan informasi lebih banyak, bisa menghubungi saya, Maryam Qonita melalui WhatsApp +16462553912.