Adapt

Taken from here

Input

• CCCamp23 Reiseleitung Retro
• Janis' notes
• 38c3 CCCamp23 Retro
• Obsidian's Thoughts

Overall Mood and Sentiments

• Pride and Gratitude
  • Many participants noted satisfaction with achievements like the stage talks, Whiskyleaks, the coffee dome, and the infodesk. There was a general sense of pride in the community spirit and the improvements over previous events.
• Frustration and Burnout
  • At the same time, there were recurring frustrations around volunteer shortages, poor role definitions, last-minute changes, and high stress during buildup and teardown. Some volunteers felt burned out by the end.
• Motivation to Improve
  • Despite challenges, there’s a strong desire to make Milliways more welcoming, organized, and sustainable, particularly by clarifying roles, building better documentation, and setting realistic expectations.

Key Themes

Volunteering & Roles

• Volunteer Shortages
  • Despite running a larger camp, total volunteer hours were lower than hoped. Many tasks (kitchen, teardown, etc.) struggled to find enough helpers.
• Expectation vs. Reality
  • Both newcomers and veterans had mismatched assumptions about how much work certain roles would require. Newcomers felt overwhelmed; veterans felt exhausted.
• Ownership & Commitment
  • Emphasis on the idea that once someone volunteers, they “own” the task, yet they shouldn’t shoulder it alone. Having clear boundaries and delegating smaller chunks to others can prevent burnout.
• Structured Shift Sign-ups
  • People suggested an Engelsystem-like tool or a physical board with explicit shift commitments. This would make volunteering more transparent and prevent confusion about who is responsible for what.

Communication & Documentation

• Need for a “Guide”
  • A single reference document (or “Milliways Traveller’s Guide”) is under development. It should clarify norms, social expectations, volunteering guidelines, and roles.
• On-Site Signage
  • The need for real-time, visible information (e.g., “kitchen volunteers needed at 5pm”) was consistently mentioned. Flyers, signage, or a chalkboard might help people quickly see where help is needed.
• Newcomer Orientation
  • Ideas like tours on Day 0 and Day 1 or a “newbie flyer” were proposed, something that quickly conveys how to pitch in, where things are, and how to find tasks that need volunteers.

Infrastructure and Physical Spaces

• Stage
  • Widely praised for being consistently busy and offering high-quality talks. Audio/video setup was at its limit, but overall the stage ran well. Suggestions include better orientation away from the sun, a second display for accessibility, and a more structured plan for teardown.
• Dome & Rummery
  • The dome sometimes went underused or was finished too late to attract bigger workshops. The rummery tent, similarly, did not see much use (although it was reportedly very successful at other events in the past).
  • Key Takeaway: Don’t bring large or complex structures unless there’s a clear plan and enough people to build, host activities, and tear down.
• Coffee Dome
  • People loved the coffee but recognized issues with power, dome stability, and water supply. Next time: more robust infrastructure, better signage, and a plan for leftover supplies.
• Infodesk
  • Having a central, manned infodesk was a huge success for information sharing, collecting donations, and orienting newcomers. People want to keep improving it, perhaps with a better physical design and a 24-hour rotation or at least a known schedule.

Kitchen & Food

• Food Quality
  • Food was generally tasty and appreciated. However, there was a mismatch between the amount of food cooked and how many people actually showed up at mealtimes, leading to occasional waste.
• Volunteer Coordination
  • Kitchen tasks often ran short on reliable volunteers. Clearer shift times, training, and recognition for kitchen helpers were proposed (e.g., meal leads, sign-up sheets).
• Dietary Preferences
  • Discussion arose about whether Milliways should remain a “meat-friendly” kitchen despite many volunteers being vegetarian/vegan. Some suggested focusing more on flexible or vegetarian menus to reduce complexity and waste.

Build-Up & Teardown

• Understaffing & Chaos
  • Both build-up and teardown were stressful, with key people leaving early or unclear handovers of responsibilities. Many large items (like the stage, dome, rummery tent) required significant labor.
• Better Planning
  • People want a designated build-up team with a known chain of command and a teardown team that’s willing and able to stay until the end. Additional emphasis on volunteer welfare (e.g., ensuring teardown teams have transport, rest, and food).
• Documentation
  • Having a teardown plan is critical, knowing what goes where, who is in charge of each portion, and how to store or return rented items.

Social Norms & Inclusivity

• Respectful Culture
  • Strong emphasis on fostering a welcoming environment that balances inclusivity with zero tolerance for harassment or hateful content. People want clearer guidelines on how to handle conflicts or troublemakers.
• Navigating Cultural Differences
  • Specific mention of Germany’s strong stance on Nazi symbolism or “edgy” references; the “Traveller’s Guide” is meant to help visitors avoid unintentional infractions.
• Awareness Team & Authority Figures
  • Tension arose with on-site “awareness” or “anti-harassment” teams. People want a better relationship with those teams, including a more constructive approach to issues like music volume or potential conflicts.

Proposed Action Steps

• Create a Core Documentation (“The Guide”)
  • Outline volunteer roles, responsibilities, and expectations.
  • Provide country-/event-specific cultural norms and “don’ts.”
  • Include a quick-reference for first-time volunteers and visitors.
• Define Core Roles & Understudies
  • For major areas (kitchen, stage, dome, etc.), designate a primary lead plus two understudies who can step in or share tasks.
    • Prevents burnout and ensures continuity if someone leaves early.
• Shift Sign-Up System
  • Implement or adapt an Engelsystem or a physical sign-up board so people can easily commit to specific tasks at specific times.
  • Keep volunteer roles clearly scoped
    • (e.g., “Kitchen help Thursday 11:00–13:00”).
• Scale Down Equipment (When No Plan Exists)
  • Only bring large structures (like the rummery tent or dome) if there’s a clear plan and team to operate them.
    • Minimizes unnecessary setup/teardown work and volunteer overwhelm.
• Improve On-Site Communication
  • Use signage, daily stand-up announcements, or short orientation tours on Day 0/1.
  • Provide a simple flyer for newcomers listing the main spaces, who to contact, and how to help.
• Reward and Acknowledge Involvement
  • Offer small perks (e.g., faster access to meals, T-shirts, freebies) to volunteers who fulfill a certain amount of shift hours.
  • Encourage social bonding, some volunteers mentioned how great it is to meet new people or “hacker celebrities” while helping.
• Formalize Build-Up & Teardown
  • Have a list of who’s staying until the end, who is managing storage, and how to handle rentals.
  • Emphasize pre-event planning for both build-up and teardown to avoid confusion, especially around “who owns” or “who returns” equipment.
• Clarify Approach to Food
  • Decide on a meal strategy (e.g., more vegetarian/vegan options to reduce waste, smaller or more flexible portioning).
  • Align recipes with volunteer capacity and the event’s overall food offerings.