Information Security meetings are a fantastic opportunity to raise the visibility of your organization by hosting or co-sponsor the local chapter. The Purpose of this document is to create a simple to understand checklist

HOSTING A MEETING

1  Hosting a meeting is SIMPLE. It’s all about location, size of the space and ease of access to the venue.

2. Best days to host a meeting:

a. The best days to host a meeting is Tuesday, Wednesday or Thursday.

a  Half-Day events are 11am-3pm or 6-10pm

b  Full day events are 10am - 4pm

1  Point Of Contact and Second Point of Contact - OWASP is to have two point of contacts for every venue a primary and a secondary. Complete with full name, phone numbers (mobile and office) and email addresses. Should the main POC not be able not to be contacted or does not reply in a timely manner, the second point of contact will be able to assist make decisions and rightly have the authority to do so. All POC will be cc:ed on all correspondences.

2. Speakers - OWASP is responsible for determining the theme and topic of the meeting and assigning all speakers. Venue has the option to have a speaker from their company present to provide a opening keynote. This must be brought to the attention of the OWASP representative in writing two weeks before the meeting so that it can be updated to the agenda of the meeting. All slide presentations are to be under common criteria licensing and will be posted to the website for the attendees. All presentations will have been reviewed and approved by the OWASP team prior to the meeting. Should any guest choose they would like copies of the slide presentations after they have been presented, the guest is to contact the speaker directly at the time of the meeting.

3. Seating - should be arranged to allow for the greatest possible attendees based on the meeting type. Presentations type meetings work well with a theater style and classroom for training. Food, table sponsors and exits should be easily accessible to everyone.

4. Co-Sponsors - Venue agrees to supply min (4) 6’ table and 2 chairs per each table.

5. Chapter/Co-Sponsors Shipping to the Venue - A complete address and instructions are requested for shipping of supplies to the venue as well as providing instructions for outgoing shipments if required.

6. Guest List - RSVP guest lists will be shared with the building security as requested needed 24hrs prior to the meeting typically in a .PDF format and it is also available online at the website.

a  NYC = http://www.meetup.com/OWASP-NYC/

b  New Jersey = http://www.meetup.com/OWASP-New-Jersey/

7. Restrictions - Any & All Restrictions should be discussed and made clear at time of booking the venue and when possible in writing.

8. Catering - If OWASP must use the venues in-house catering company, the venue must agree to send the food and beverage menu to OWASP as soon as possible after agreement to host a meeting or within (60) days of confirming the date. All catering situations must be finalized one (10) days prior to the date of the meeting. NO EXCEPTIONS! All service charges, clean up fees, tax, set up fees, server fees, linen fees, ect. must be clearly stated in writing with a clear dollar or percentage amount before menu is finalized. OWASP is not to be held responsible for any charges incurred that were not clearly stated on the menu in writing. Should OWASP be responsible for supplying food & beverages and they are not obligated to us the venues in-house catering, the food and beverages are of the local chapters choice.

9. Check-in Procedure - Venue and OWASP will discuss and agree to a procedure appropriate for the meeting to accommodate a speedy check in for the meeting.

10. Security - A complete description for security procedures and associated fees from venue is mandatory prior to booking a meeting at the venue. Description must include any and all fees, restrictions, procedures etc.

11. Name Badges - OWASP Foundation will provide the RSVP list of attendees. Building name badges if needed are not provided by OWASP.

12. Audio / Visual Equipment - podium, projector, microphone, screen or such that will serve the purpose of a screen. Should any of the above stated equipment not be supplied by the venue, it must be brought to the attention of OWASP within one (60) days of booking the venue.

13. Live Streaming - If there is an objection of the hosting venue to persons filming or live streaming audio and visuals of the speakers from the meeting this should be discussed when confirming the event.

14. Air Conditioning - Should there be an additional charge for the meeting to have air conditioning, OWASP must be notified within one (60) days of confirming date.

15. Set Up / Clean Up Fees - All must be clearly presented in writing within one (1) week of booking the venue.

16. Parking / Transportation - Venue is to advise OWASP of the closest parking garage and valid GPS physical address of the location. A complete list of train and subway information and any other public transportation is greatly appreciated as it is not uncommon for guests to be from all over the world.

17. Media Coverage - The meetings are open and free to the public raising awareness of application security.

18. Weather - It is between the venue and OWASP to use best judgement should there be a question regarding weather conditions to delay, postpone or cancel a meeting. If the meeting must be cancelled the chapter will alert the chapter members using email and the venue is requested to post a sign on the primary entrance.

19. OWASP is entitled to delay, postpone or cancel a meeting at any time. OWASP will not be held responsible for any fees incurred, should the meeting be delayed, postponed or cancelled.

20. In the case that the venue cancels, postpones or delays a meeting other than what was already agreed upon, it is OWASP’s right to collect 100% of all funds from the venue that have already been exchanged. Should OWASP have incurred any additional fees during this time, it is the venue who will refund OWASP 100% of the monies owed within ten (10) working days of the date the host cancelled, postponed or delayed the meeting.

21. Additional Fees - Any and all “additional” fees NOT noted above, must be brought to OWASP’s attention in writing after one (1) week of confirming date.