TimeLine
The timeline will be updated for each PechaKucha. It’s designed to keep us on track.
If you have a Google Email address, you can edit the Timeline. Edit Timeline
If not just send suggested changes to Remo Campopiano.
THIS SIDE: How it works.
THIS SIDE: Is reusable content.
STEP #1: Start Process & Send Invite Email
Instructions
We start by:
- Choosing a topic;
Should start before or around time of the last PechaKucha. - Setting a date;
We have been doing them quarterly but would like to do them every other month. - Scheduling a venue;
We’d like different venues each time if possible. - Making a list of participants to invite.
This is done during a committee meeting or two.
Inviting Participants:
We start inviting participants via email about one month before, and no later than one week before before the scheduled event. Within a few days of the email invite we follow up with a phone call.
Several committee members are tasked with sending out the invite email and making the followup phone calls. Who does the inviting is determined at committee meetings. When possible invite should come from people the participant knows.
The Invite Email for the last PechaKucha is here →
Invitation to a NE Pecha Kucha 20×20
Greetings!
HATCH is inviting you to be a presenter at our next PechaKucha Night. The topic is “Art in Service to the Environment.” The event will be at ArtForce, 1400 Van Buren St. NE, Mpls, on Sunday, April 7th, from 6 – 8pm.
What is HATCH? HATCH is a community of artists and organizers convened by the Northeast Minneapolis Arts District. HATCH is exploring the feasibility of establishing an arts center –whatever that means– in Northeast Minneapolis. We hope to develop a virtual art center and a facility with exhibit space and meeting rooms.
What is PechaKucha? It is a presentation format where the presenter shows 20 images, each for 20 seconds. The images advance automatically and the presenter talks while images move, for a total of 6 minutes. These are informal gatherings for creative people to share ideas. (Pecha Kucha was invented by a group of Japanese architects and literally means chit-chat.)
We are inviting artists to participate as a way of getting to know the creative people in our neighborhood. NE Pecha Kucha 20×20 is a fun way to gain visibility, and exposure to a new audience without hauling and hanging the art. We also hope to find artists interested in offering classes through HATCH or getting involved once the Art Center is up and running.
Your Participation. If you agree to participate, a blank Google Slides presentation will be created for you to add your images. We will send you an email with access to the blank, along with instructions on how to create your folder. If you have any questions, Remo Campopiano is available to help either by email or phone. For examples of what a HATCH PechaKucha looks like visit the PECHAKUCHA link on our website: http://northeastminneapolisartsdistrict.org/archives/pechakucha-archive/pechakucha-6
During the event, presenters will go one after another. Each slide gets 20 seconds. At the finish of all ten presentations, there is time for open discussion and refreshments.
FYI, the presentation does require some preparation in order to acclimate to the rapid pace of viewing and discussing your work. We suggest you write down your thoughts and practice to meet the 6 minute time constraints. But you don’t need to read.
We will promote the event, and the event will be open to the public.
Deadlines. We need confirmation of participation in this event by March 1, 2019. Your PechaKucha slide presentation will be created during a 7-day period start March 30th through the 5th of April. By the 5th all presentations must be completed. Remo Campopiano is your technical contact. remocampopiano@gmail.com 651-494-4078.
For more information contact Loretta Bebeau – lorettabebeau@msn.com (612) 462-3270 [/read]
STEP #2: Setup PechaKuchas & Send Tech Email
Instructions
Caution: This is a long process that takes about 8 hours over several days and needs to be tightly coordinated with the committee members doing the inviting. There is a lot of room for embarrassing missteps.
Set Up PechaKucha Presentations
In the HATCH Google Drive:
https://drive.google.com/drive/folders/1ndQiMoISnKBvhsDlVxD7A2ER6X0_OrUj
- Create a new folder entitled Xst PechaKucha.
- Copy the _BLANK PechaKucha from the previous folder into the new one.
- Duplicate it about 10 times.
- Insert invited names and rename from _BLANK to their full name, i.e. Remo Campopiano (It’s ok to have a space between names.)
Send Tech Email
When Accepted: When a participant accepts their invitation, an email will be sent by the tech person including a link to their Google Slide Presentation and instructions on how it works. This email will include a phone number and email address of the tech person in case participants need help. Most do not need help.
The latest version of this email is here →
Setting Permissions: Immediately after sending out the Tech Email, their starter Google Slides presentation must be shared using the particiapants email address. If they have a Gmail address, use it over any other email address they may have.
Tip: Make sure you send the Tech Email first then give permissions.
NO GMAIL? When the participant does not have a Gmail address, add the following note to the share dialog box when you share:
Hello Xxxx…do you have a Gmail address? If so please email it to me. If not I will have to give you access with another method.
STILL NO GMAIL: If they do not have a gmail account, the easiest way to give access is by setting the share permissions to “Anyone with Access can Edit.” Its not the best solution, and you will need to remember to change permissions back to “Anyone with Access can View” the morning of the event.
Expectations: The tech person should expect some back and forth emails with most of the participant and a few phone calls should also be expected. About one third of the participants will wait until a day or two day before the deadline.
TIP: Keep an up-to-date text file with the participants names, email address , edit URL, published URL and any comments. It makes this process a little easier.
Below is an example of a text file used to keep tract of participant names, emails, edit URL, published URL and comments.
- To add an image, drag it to the big white space on the right.
(Or you can click Insert>Image from the drop-down menu, or just click the Image icon.) - You can resize images by dragging their corners.
- You can center an image with the dropdown: Arrange>Center on page.
- Feel free to add text, but you do not need to.
- Feel free to add more than one image to a slide.
- View your presentation by clicking View>Present from the dropdown menu.
- 20 SECOND TIMING: I will set the timing and publish your slideshow the day of the presentations. The timing will be set to 20 seconds per slide. That means your whole talk will be 6.66 minutes long. That is the definition of PechaKucha. We strongly suggest you prepare talking points and practice keeping under 6.66 minutes. It’s not easy–it’s quite a rush.
- GMAIL: If you have a Gmail account (and you are not using it for this email) please tell me what it is. It makes life easier for both of us.
- EXAMPLES: If you want to see an example of a HATCH PechaKucha, go to this web page and click any artist listed: https://hatch-arts.org/pechakucha
- LINKS: Once published, your presentation is visible by anyone with the web link. That means you can create a link to your PechaKucha on your own website.
- PERMISSIONS: Immediately following this email you will get another email giving you permission to edit the Google Slides Presentation. It all links to the editable presentation.
- DEADLINE: All presentations must be completed by (enter date – 3 days before event).
STEP #3: Publishing Finished Presentations
Instructions
When a participant has completed their PechaKucha presentation (or when it is close to done), the presentation needs to be published and the timing set.
To Publish A Presentation
- In the edit mode of the Google Slides presentation, select File > Publish to the web.
(A dialogue box will appear) - Leave the two check boxes UNCHECKED.
- Click Publish.
- Copy the Published URL and save it in the text file along with the participants Name, Email and Edit URL.
- Close the dialogue box.
How to Set the 20 Second Timing
In the text file with all the participant’s name, email address, edit URL and the just added Published URL, do the following:
- Locate the Published URL.
- Change the last 4 digits from 3000 to 20000.
- Make sure it is changed for all the published URLs.
Explanation: The last digits set the timing to 20000 milliseconds, which is 20 seconds.
STEP #4: Send Second Tech Email
At this point this URL can be sent to the participant with an encouragement to practice their presentation.
The latest example of this second tech email is here →
- Notice, the 20000 means 20000 milliseconds or 20 seconds. You can change it on you own site to any timing you like.
- You can change the start=false to start=true to make it start immediately.
- You can change the loop=false to loop=true to make it loop continually.
If for any reason you do not want this presentation to be public after the PechaKucha event, just let me know.
Thank you for participating,
remo
STEP #5: Email PR Info
Several days after the Tech Email, a PR Email will be sent to the participants and a similar one to the Committee members.
Hello folks…remo here on another PechaKucha task…PUBLICITY.
We’ve done our part to publicise this event. We’ve Send out over 100 press releases, set up a facebook page and made phone calls.
You can help too, by doing the following:
- Go to our facebook event page where you can:
https://www.facebook.com/events/398480400939600/- Say you’re going
- Share as Post
- Invite Friends
- Send an email with the attached flyer
- Make a couple of phone calls to friends that have been asking about your work.
The best way to get attendees is a personal invite. If each presenter can bring in 5 people we will have a decent crowd.
At the very least do facebook.
Thank you.
STEP #6: 3rd & Last Tech Email
Instructions
A day or two before the event the final email is sent out. This email may be augmented with timely information.
It will includes the Editing URL and the Presentation URL (note they are different).
Around this time the presentation URLs will be put on the website and tested.
The night of the PechaKucha event someone will need to start each presentation when the presenter is introduced.
Title: Last Minute Notes on PechaKucha Night
Hello PechaKucha Participants,
Thank you for participating in our PechaKucha Night.
A few things to note:
The event starts at 6pm, Sunday January 20th at Art Force 1400 Van Buren St. NE. Please arrive about 10 minutes early and plan to stay the duration. There will be wine and light snacks.
A discussion period will follow the presentations, during which you may be asked questions about your work or teaching practices. Feel free to ask your own questions, especially if they are about art education.
I’ll be attempting to video record the entire event. This is not my forte but, with today’s technology I just might pull it off.
Sunday morning I will be creating a link from your name on our web page to your PechaKucha presentation. The web page is here: xxxx
Again thanks for your participation.
STEP #7: Documentation
Instructions
Starting with the 4th PechaKucha we will be video recording the presentations. A smartphone with a directional microphone will be setup at an appropriate place to record.
Depending upon the quality these recording may be used as video or the audio may be integrated into the Google Slides presentation after the PechaKucha Night.
In addition, someone should be taking still images of the audience.
Hello,