글또컨퍼런스회고
A Letter from the Past: Glotto Backend Infrastructure Team Meeting—How Did the Preparations Go?
On a cold winter day, a letter filled with warmth arrived!📮
On a cold winter day, a letter filled with warmth arrived!📮
Hey! By the time you get this letter, the class meeting will probably be mostly over. How did the preparations go? I’m sure you participated diligently as a member of the prep committee. You’re the kind of person who always gets the job done, no matter what 😉 Because of that, I’m sure you had a great time sharing happy moments with lots of people 😚
I still remember the incredible energy I gained from participating in the 9th Glotto Backend Infrastructure Class Meeting. That’s why I’m planning to join the organizing committee for this one. Since I love creative activities, I’m planning to take charge of preparing the merchandise, and since I enjoy talking with people, I’m also thinking of helping out with the networking session. But since the preparation process won’t be easy, I’ll leave you some advice in advance.
There’s a good chance you’ll be leading the merchandise preparation. In that case, schedule management is key above all else. Since the class meeting is about a month away, we need to finalize orders no later than three weeks from now. Considering a buffer, let’s set up a clear process for finalizing and preparing the items within two weeks and share it with the team members. (By when will you finish the artwork, by when will you review the items and finalize production, and when will you place the order?)
Especially when selecting merchandise, I hope you’ll carefully weigh the quality against the price. (Whisper) I’ve heard towels are a popular gift these days. Since they’re practical, many people will like them, so consider this item too. (Whisper)
And please actively support the members on the merchandise preparation committee! If anyone on the team is having trouble with the schedule, listen to their concerns, assess the situation carefully, and be flexible in adjusting the timeline. And if they say they’re having trouble using certain tools, walk them through the steps one by one or share any well-organized resources you have. Don’t forget that everyone is contributing willingly! And once decisions are made, let’s share them quickly in the main organizing committee chat room~!
Also, as we work on this, some unexpectedly fun activities will probably pop up. I heard we’re offering a “My Own Four-Panel Comic” service this time—maybe you could try drawing the frames with your teammates?(Oh, right—you have a lot of headbands at home, don’t you? Be sure to bring them! It’ll be a blast, haha.) On a smaller note, that Christmas edition character you’ve only sketched so far might just turn into a sticker!
Let’s make sure to pay close attention to preparing for the networking session as well. Since we’re focusing mainly on preparing the merchandise, it’s easy to think of networking prep as a secondary task (and that’s actually the role you’ll end up playing), but that doesn’t mean we can neglect the schedule and planning. Playing a supporting role doesn’t mean reducing your workload; it means
actively stepping in to provide support when key staff members face unavoidable circumstances.
We’ll continue to hold regular meetings to prepare for the networking sessions. So, as a general rule, be sure to actively contribute your opinions at every meeting. If the meeting organizer is unable to attend, take on the role of moderator and wisely manage the process of gathering and synthesizing feedback.
Above all, you must have really appreciated the value of the people who prepared this together with you. As always, nothing in this world gets done by one person alone, right?
Since this town hall was an event with about 100 participants, there were probably many details to attend to, which is why we decided to have each person take on specific roles and responsibilities. In other words, many of you will be putting in effort from your respective positions to make this neighborhood meeting a success. Since everyone is working hard to create a high-quality, cohesive plan, let’s trust our colleagues and move forward with our tasks!
And if you find yourself struggling to make a decision (especially if it’s something you’ve never experienced before and can’t quite judge), let’s quickly share the current situation and any concerns you have. The sooner you share, the more time we’ll have to find a solution, and everyone working with you will be more than happy to help!
Also, even if it’s not directly part of your responsibilities, let’s do our best to support others whenever we can! When it comes to preparing the merchandise and networking sessions—which you’ve agreed to handle—it means you should take ownership of the work, not that you’re limited to just those tasks!
And on the day of the long-awaited community meeting—as you’ve probably already sensed—that’s when things will be the most hectic. We’ll be welcoming around 100 people. The flow of people entering the venue might get tangled up, and during the networking session, there might be an atmosphere where people struggle to find topics to bring up.
That’s why, if it were me, I’d simulate in advance when, how, and along which routes to distribute the swag. Since it might be difficult to conduct a site visit beforehand, let’s at least run through the process of how participants will enter the venue. (For example, we could decide: “Participants check in, receive their swag, get food, and then enter the venue—so let’s distribute the swag after they’ve checked in.”) If you can visit the venue beforehand, check the flow of movement; if that’s not possible, go there early on the day of the event to quickly assess the layout and pay close attention to the wayfinding.
Also, you’re not just preparing for the networking session—you’ll be participating in it too, right? Since you’re on the energetic side, let’s come up with plenty of topics to discuss! Of course, your group will likely have a mix of people who love to talk and those who are a bit more reserved, so it’ll be best to adjust your conversation style based on the situation. After all, you’ll be brainstorming topics while preparing for the networking session anyway, so don’t overthink the topics—just focus on running the session smoothly!
Since you’ve handled the merchandise and networking session preparations, think ahead about what you’ll be doing on the day of the meeting.
Of course… even if you’ve thought this through in advance, things won’t always go exactly as planned. The venue schedule might be tight, or there could be issues with various devices. If a problem arises, let’s make sure we can respond flexibly. Problems are meant to be solved, and I think the process of finding solutions together is also part of this event. Just don’t panic! Got it?
While preparing for the neighborhood meeting, you’ve probably learned a lot from a coworking perspective. In terms of working together as a group, there will likely be aspects similar to
. I’m sure your attitude—your ability to learn from others’ strengths—shone through once again, and since that kind of mindset can only have a positive impact at work, I hope it becomes a driving force in your future career! Of course, there are bound to be some regrets. Still, don’t worry too much. Just be open and honest about those issues, and work with others to figure out how to improve moving forward! So be sure to wrap up the event by reflecting on it with everyone~ I hope these experiences serve as a solid foundation for your future event planning 💪
Even though I’ve given you this advice, the staff meeting is probably already over, so take a moment to look back on what you prepared and see just how practical my advice was!(I bet everything I said makes perfect sense, right? 🤭)
You worked really hard preparing for this meeting♥️ I’m sure many of the participants at the Backend Infrastructure Meeting on December 5, 2024, enjoyed it and had a great experience. Just like you felt during your 9th cohort. I’m sure it brought a warm, festive spirit to everyone who attended! I’m sure you’ll get feedback saying the swag was creative, the four-panel photo frames were cute, and the networking topics were fun, right?
Every time we wrap up an event like this, you and I gain a “sense of happiness from sharing something good,” a “sense of pride in contributing,” and a “sense of accomplishment,” so I hope you’ll hold onto those feelings this time as well. That spirit will be the driving force behind preparing an even better event next time.
So, let’s wrap up the year well and prepare some great gatherings next year too! Have a happy end-of-year 🎄🌟
This post is written in the format of a fictional letter from “my past self during the early stages of preparing for the Ban Sang Hui”, and was intended to share the preparation process for the 10th Cohort’s Backend/Infrastructure Ban Sang Hui, as well as the thoughts that arose during that process. There were many decisions to make during the preparation process, and in this regard, the event crew, the organizing committee, and Seong-yun were all of great help.
While this post focuses primarily on my own experiences, thoughts, and lessons learned, every single person’s contribution—whether it was securing the venue, providing food and drinks, preparing presentations, distributing merchandise, organizing networking sessions, or coordinating photography—was truly invaluable. I learned so much from everyone, and I’d like to express my deepest gratitude!