Tech Community Triumphs: Tackling Challenges at DWeb Camp 2022
At DWeb Camp 2022 in Northern California, over 500 innovators from across 6 continents convened to explore the decentralized web, foster collaboration, and shape the future of the internet.
In this case study, I invite you to join me on a behind-the-scenes journey as I share 5 of the greatest challenges I encountered and overcame as the Associate Producer of DWeb Camp 2022.
Being an associate producer for an event like DWeb Camp is no easy task. However, with a solid team led by the event producer, Wendy Hanamura, anything is possible.
That being said, here are the top 5 challenges I faced -- all of which tested my skills, adaptability, and creativity.
Challenge 1: COVID Preparedness
Before the main DWeb Camp event, participants took part in micro-gatherings, including a sleepover at the Internet Archive, bus trips, and shared transportation. As an associate producer, I was responsible for ensuring safety and COVID compliance from these preliminary activities all the way to the camp.
Many participants were jet-lagged upon arriving to the Internet Archive for a sleep over on the days before the event. Being empathetic in those moments and giving attendees the space to express their agitation made things go smoothly.
On the day of the event, it was a beautiful experience to see the entire DWeb team in person, working to check attendees in the gate and communicate with event partners to verify COVID tests for 500 attendees.
Only four campers came down with COVID and we helped them return home preventing widespread transmission. In addition, our post-camp survey respondents reported zero cases of post-camp infection!
Challenge 2: Alternative Payment Solutions
Navigating payment restrictions in different countries was a significant challenge we encountered during the ticket purchase process.
To overcome this hurdle, we implemented a range of payment options to accommodate individuals who were unable to use commonly used applications like PayPal. Additionally, we conducted in-depth research to understand the reasons behind payment restrictions in various countries, allowing us to assist attendees in resolving payment issues and providing guidance before resorting to alternative solutions.
Managing nearly 1,000 ticket purchases from buyers across different time zones posed an additional challenge. With transactions occurring at all times of the day, I continuously monitored the process to resolve payment any payment issues that arose.
In response to the growing demand for cryptocurrency payments, we also worked closely with our finance team and our technology lead to develop a streamlined process for accepting digital currencies. This involved extensive listening so that I could learn and communicate processes involved in cryptocurrency transactions, including the management of crypto-wallets and the integration of various funding options for our international fellows, such as an quadratic funding.
Challenge 3: Complex inventory arrangement
Another key challenge I faced was integrating our online inventory with the inventory management systems utilized by our event collaborators. As some collaborators preferred to use their own systems, reconciling the inventories closer to the event date posed a significant challenge.
My role involved making continuous updates and ensuring the alignment of databases, even amidst changes in attendees and names up to the last moment. This included meticulously matching attendee names to specific bunk beds, tents, vehicles, campers, or those choosing to sleep in their own accommodations across 80 acres of open land - including 27 children.
With the event being held across more than 80 acres of open land, it was important to know and locate every person on the property at all times - even in the dark of night. Given that the event was sold out from top to bottom, there was no margin for error. We scored 100%!
Challenge 4: Facilitating shipping event materials and high-technology
Another challenging aspect of my role involved managing logistics related to international shipments of high-tech equipment and specialized inventory items, such as specialized tents and equipment for our Hacker's Hall and mesh network. In addition to managing the logistics of sophisticated technology, a there was a need to coordinate the needs of many participants from diverse sectors who required specific equipment to showcase their innovative projects.
This aspect of my work involved actively participating in numerous meetings to familiarize myself with the terminology and handling procedures for various technologies, both before and after the event. Additionally, I maintained close communication with our inventory manager to ensure meticulous tracking of every item, from its initial packaging and transportation to the designated locations leading up to the event, setup arrangements, and repackaging and safe return off all items.
I'd like to mention Megan Jean Wong who maintained a master inventory over all things coming and going from the camp.
As complex as my responsibilities were, I marveled at the complexity of Megan's work. She designed and implemented an inventory flow process that ensured everything could be tracked, even the markers used to mark the boxes. A huge feat when you think about the many trucks, vehicles, storage facilities, volunteers, and diverse equipment needed to make this event happen - in the middle of a redwood forest in the California heat.
Challenge 5: Community engagement and maintaining a high comfort level for everyone
As part of my role, I prioritized creating a welcoming and inclusive environment for the approximately 85 volunteers involved in the event. From setup to breakdown, I ensured that everyone felt comfortable and collaborated effectively, even in shared sleeping arrangements with unfamiliar individuals.
In addition, we embraced the participation of Indigenous communities, artists, academics, founders and aspiring innovators, representatives from eleven global nodes, and individuals from diverse high-tech backgrounds. Therefore, it was essential to foster inclusivity and understanding among this diverse group.
Moreover, the event faced the challenge of breaking down silos caused by the pandemic. After a year of isolation, the event brought together a global community that had been operating independently. Overcoming this obstacle required innovative approaches and a commitment to creating connections.
A challenge we faced within the event was the arrival of volunteers in two waves, two days apart. This meant that while the first group had already settled in and formed connections, we needed to ensure cohesion and integration when the second wave of volunteers arrived.
While it took a team for us to succeed in making everyone feel connected, I would be re-missed to not mention Custom Camps' Director, Brady Gill and its CEO, Ben Hannah and their entire team. There's a reason they are the best at customizing retreat experiences off-site. What a privilege it was to learn and listen-in on their strategic conversations and planning. They are profoundly amazing!
As you can see, the production of this event offered some steep challenges and complex scenarios.
And those 5 challenges are only a drop in the bucket when you consider the entirety of challenges we faced. There is absolutely no way I could have succeeded in my work without the team of organizers working alongside me.
Those things being said, I want to acknowledge the Internet Archive's Director of Partnerships, Wendy Hanamura who is the Senior Producer of DWeb Camp. She is known globally for her accomplishments in film, communications, and her ability to produce events that seem impossible to pull off.
Wendy Hanamura and I worked hand in hand every day for months. Without her mentorship in handling so many twists and turns, there's no way I would have been able to make it through. She always maintained a sense of calm. In my most anxious moments, I'd say to myself, "If Wendy isn't panicking, then I don't need to panic."
This event was sponsored by a diverse range of organizations including The Filecoin Foundation, The Ford Foundation, Gitcoin, The Mysterium Network, Unfinished, The Ethereum Foundation, Jolocom, BlueSky, Storj, Mask, and many others.
DWeb Camp now has 15 nodes located around the world. The Brazilian node is hosting its first DWeb Camp in April 2023 and in California this June.
Suggested readings:
"DWeb Camp 2022: A Grounded Convening of Those Building a Decentralized, Values-Driven Web"
Google's Staff Software Engineer reflects on his experiences at DWeb Camp 2022 (Gives a personal shout out to me and my DWeb teammates!)
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