Tech Events are NOT as cool as you think (from an organizer perspective)
Tags: discuss, techtalks, braziliandevs, frontend
Published: 2023-09-13 18:08:10

Hello everyone! 

My name is **Keit**, aka [@k8dev](https://twitter.com/k8adev), I'm Brazilian and, besides being a programmer, I've been organizing technology events for 8 years. 

I'm currently responsible for **several technology** events, one of which is the renowned **FRONTIN Sampa**, one of the largest and most **traditional** technology events here in **Brazil**, which has a great influence on the **dev community**. This event takes place **annually in July**, in the city of **São Paulo**, where we cover a wide variety of topics related to front-end development and related areas.

However, we face significant **challenges**, as many people **don't recognize** the **value** of this type of event, and this isn't just **limited** to the developer **community**. If I had to **list** my **main frustrations** as an **organizer**, they would be the following:

* **Difficulties** in securing sponsorship.
* **Maintaining engagement** before and after the event.
* **Managing partnerships** and communities.

The event **FRONTIN Sampa** has always been an **iconic event**, even before I took over the organization in **2016**. However, it's important to note that without adequate **financial resources**, it's **impossible to provide a high-quality environment**, **good speakers** and a **competent team** to hold an event of this size. Here on this side of the globe, **companies even show interest** in participating in events, but the **offered sponsorship** values they want to give as sponsorship often **barely cover the costs** they have with **their own infrastructure** on the day of the event.

As an example, the last FRONTIN Sampa generated approximately **100,000.00 BRL (20,368.26 USD) in sales**, while **sponsorships only amounted to around 12,000.00 BRL (2,444.04 USD)**, without taking barter into account. Exchanges alone are **often unequal** to what we deliver during the event and on social media. Even with excellent sales, if we do a **quick calculation**, it's clear that the **equation doesn't add up**. Organizing events like **FRONTIN Sampa** requires not only resources for the day of the event, but  there are **efforts and resources** needed before and after the event that are usually not accounted for. Here at FRONTIN, the company I set up to manage events, we have a number of needs such as:
* Social media management
* Graphic design
* Sales
* Content production
* Marketing
* Subscriptions to services such as Mailchimp, Google Workspace, Figma, Canvas, among others
* Event management
* Partnership and sponsorship management
* Public relations
* Accounting management

And so on and so forth.

It's **almost a year of planning and execution**, with **monthly costs** that are **impossible** to meet **without sponsorship** or personal investment. And yes! Sometimes the organizers **have to take money out of their own pockets** because, once again, **the equation doesn't add up**. We're talking about around 10,000.00 BRL or more to maintain the structure and team needed to produce the event, monitor social media, manage the community, communicate and other activities.

We're talking about around **170,000.00 BRL or 34,000 USD** to produce FRONTIN Sampa this year!

On the other hand, we have an **audience** who often **complains about the ticket prices**. We **always** try to offer extremely **affordable tickets** — which are usually **not compatible** with an **event** of such **high standards**, specially in the middle of a recession. We implemented **strategies** such as **selling tickets** in advance and **offering half-price** tickets to make the event as accessible as possible. However, it's not uncommon to come across people who don't recognize the hard work behind organizing the event and make unconstructive criticisms publicly.

When it comes to **partnerships**, **communities** and tech **influencers**, many of them are more **interested in the coupons and free tickets** they receive **than in actually helping to publicize** events and build an **environment** where people can **learn**, **share** and **have fun**. What's more, managing these partnerships is often complicated, as it involves an exchange relationship. Once again, **the lack of financial** resources affects our ability to give proper attention to these partnerships and to follow up on the fulfillment of obligations on both sides.

This year has been **particularly challenging**, with **few financial resources** and **many** events to be held to meet the **community's expectations**. It was so **difficult** that I was **forced** to put practically **ALL MY MONEY** into FRONTIN to **ensure** that all the **events took place** even though I didn't raise **enough funds**. This has **made me rethink several times** whether it is **worth continuing to produce these events**.

I'm looking **forward to hearing the perspective** of other people who **actively or voluntarily work** on **tech events**. I'd love to talk to you and maybe find some **motivation** to keep going, or even companies to be joining us in the next event. I believe that our work is fundamental to **creating an environment** where people can connect and I truly don't want to give up.

Thank you!