How To Conquer the Emotional Rollercoaster of Startup Weekend

After 9 Startup Weekends in three years, I’ve come to the conclusion that it is one of the most exhilarating experiences of my life (in fact, I’ve written previously that I might be addicted to it). However, for some that the journey could be really intense at times, and not everyone makes it to the finish line feeling the same way.

Recently, I facilitated Startup Weekend Miami: Diversity Edition, where I was taught the concept of “la pasión,” which is Spanish for “people in Miami are really, REALLY emotional.” I was tasked to harness la pasión in a community that had a plethora of it, in a way that would make everyone come away from Startup Weekend Miami feeling as wonderful as I had 8 times before.

Below is a list of lessons and tips for a facilitator, organizer, or volunteer to apply that would help maintain a sense of stability to an otherwise potentially chaotic event.

1. If you’re an organizer or volunteer, your mission is to execute the event as orderly as possible

In Startup Weekend, Murphy’s Law generally applies – anything that can go wrong will go wrong. It is vital that every organizer and volunteer is informed of the weekend’s tasks and can easily communicate with one another to correct any situation that arises.

Otherwise… this will happen…

Best practice: Print up a universal task list that specifies each delegation and giving a copy to all your volunteers. That way, even if they don’t have an assignment, they can look at the list to see if someone else needs help with something.

2. If you’re the facilitator, your first priority is to take care of the lead organizer

I got your back, Paula.

Generally, lead organizers shoulder the most burden, and the stress can be overwhelming. They should be acknowledged especially for their months of hard work leading up to the big show.

E Pluribus Unum, people.

Facilitators should check in with them hourly and make sure they’re fed, hydrated, and as relaxed as you can get them. If necessary, give them a hug (more on that later).

That'll do, senorita. That'll do.
That’ll do, senorita. That’ll do.

3. Communicate to people on their level – perhaps even in their language

Startup Weekend is an educational event at its core, and the most effective way to teach is to contextualize it with abstract reasoning that they understand. Learn more about them to understand their thinking processes.

Just being honest here.
Just being honest here.

An added challenge for me: most of the attendees of Startup Weekend Miami speak Spanish as their first language. I do not – except for what I’ve learned on TV –  so when people weren’t looking, I’d review my Dora The Explorer Lessons on YouTube and bust that out randomly. You’re welcome, mi amigo/as.

4. If teams are arguing without end, facilitate a scrum

Inevitably, disagreements occur in a competition, but they become difficult to resolve when people are not talking in a respectful, orderly fashion.

This was not that far off from the truth.
This almost happened at the event. More on that later.

To resolve this, get them to stand up and talk in a circle, one at a time. Here’s a quick video to teach you how to run a proper scrum – a very popular method of coordinating large, diverse teams.

(The key lesson starts at 6:32)

I did this with one team in particular. More on that later.

5. Have a quiet space – one for volunteers, one for participants

"Let me answer that question once I'm done with this Tweet."
“Let me answer that question once I’m done with this Tweet.”

We all need to decompress, so give your people a place to rest, nap, socialize, and blow off some steam. Don’t go so far as create a distracting place such as a game session – you still want people to focus on on the main goal.

6. Throw in a dance session or two (you’ll have to start it)

I'm going to regret this once people stop listening to "Uptown Funk" by Mark Ronson ft. Bruno Mars.
I’m going to regret this once people stop listening to “Uptown Funk” by Mark Ronson ft. Bruno Mars.

It was a foregone conclusion that I’d be dancing in Miami. It was just a matter of how often. I like to keep the music playing in a common area for attendees to come out, relax, and practice their salsa.

It is possible to have more rhythm than a native Argentinian, apparently.
It is possible to have more rhythm than a native Argentinian, apparently.

Dancing is a great way to stay loose and relaxed, and it’s probably less terrifying than, say, public speaking.

7. Prevent “hanger” by providing snacks and insist that everyone drink water frequently

Startup Weekend is a high-energy competition, and with brains working on overdrive, they’ll need to be replenished. I try to have a bottle of water and a protein-rich snack on my person at all times. Keep your people well-fed, and they’ll be well-tempered, too.

8. Give out hugs and high-fives whenever possible

Paula could not stop hugging me. I do not blame her.
Paula could not stop hugging me. I do not blame her.

I’m a big fan of Simon Sinek‘s recent work Leaders Eat Last, where he describes the importance of establishing physical contact to build relationships and trust among people.

At a hyper-networking event like Startup Weekend, these physical embraces lead to lasting connections that you’ll appreciate long after this experience.

9. Plan to finish your event as soon as possible…

This crowd will turn on you otherwise.
This crowd will turn on you otherwise.

Things might get delayed, so try to move as quickly. Here are a few tips I’ve learned while facilitating for NYC and Orlando:

  • Links only: Instead of letting people present and demo on their own laptops with varying file types, have them send cloud-based links to both and put them in a single document. This moves things along quickly in between Q&A sessions.
  • 4:3 presentation model: Limit presentations to 4 minutes with a loose 3 minutes for judges’ Q&A works well, too. Judges average about 45 seconds per question, so a group of 3-5 judges works well.

Why do we do this?

10. … so that everyone will go to the after-party

Yay! We did it! exha *0981231
Yay! We did it! (exhales…)

I love the idea of an after-party, but often Startup Weekends run too late, and who can really stick around to party on a Sunday night? However, if you aim to end your event around 8pm or earlier, and your event was a rousing success, you’ll have a great time.

Also, try to have ALL of your parties in Miami, regardless of your own location. Here’s why:

We got a pool!
We got a pool!
bouncy-castle
A bouncy castle for adults!
A photo booth!
A photo booth!

However, despite all of these tips, I should say that there needs to be some room for la pasión in a Startup Weekend. For example:

When a team that nearly imploded on Saturday night…

Team BreakinBread was a fun project for me. Constantly bickering in Spanish over every single detail, I was positive that they would implode and disband by Saturday night.

Serial entrepreneur and LiveAnswer CEO Adam Boalt guides a team of future entrepreneurs.
Serial entrepreneur and LiveAnswer CEO Adam Boalt guides a team of future entrepreneurs.

To fix this, I made them do a scrum. By getting them to talk in turn and truly listen to one another, they realized that they were actually a well-rounded team that agreed on one thing: they had communication problems.

What a difference a day makes!
What a difference a day makes!

Afterwards, they delivered a beautiful presentation that impressed the judges. The rest is Startup Weekend Miami history: they won first place.

Or when a team that won 2nd place got a standing ovation…

Team HandyCab
Team HandyCab

Meet Ernie.

Ernie struggles to get where he needs to be due to the lack of convenient transportation options for the disabled. His dedicated friend Juan pitched an idea:

Not too shabby! By Adam Leonard of Happy Fun Corp.
Not too shabby! Artwork by Adam Leonard of Happy Fun Corp.

An “Uber for the differently-abled,” Juan wanted Ernie to have access to the ride-sharing technologies that dominate the startup marketplace today (e.g. Uber and Lyft). They found great validation by tapping into people’s good nature – an uncommon approach for a Startup Weekend team.

Once I announced their second place win, Ernie stood up and made his way to the main stage. With every step, more and more people rose with him and applauded his victory with deafening cheers of support.

Diversity includes everyone. EVERYONE.
Diversity includes everyone. EVERYONE.

When Ernie took the microphone to say how happy he was to have made the difficult trip to attend Startup Weekend, I was indeed full of la pasión as well (i.e. TEARS OF JOY.)

Or when I could not stop smiling when I was presented with this amazing certificate

drama-certificate

The text reads:
“A special recognition for surviving your
MIAMI DRAMA INITIATION
Let all who view this document know you survived Miami. We are diverse, speak at the same time and have a rollercoaster of emotions, but at the end of the day, we’re all family and end the night laughing with J’s (JAJAJAJA). You rock!”

Perhaps I had been a bit of a curmudgeon the whole time…

Yeah, I can be a bit.... yeah.
Yeah, I can be a bit…. yeah.

I was deeply moved by the relentless love I received towards the organizers, who should be named (in no particular order): Paula Celestino, Pia Celestino, Ryan Amsel, Gaby Castelao, and Anas Benadel.

Hey, sponsors! We love you!
Hey, SW Miami sponsors! We love you!

In short, Startup Weekend is indeed a roller coaster (it’s designed that way), but for a small minority, that can be an unpleasant experience. Emotions are meant to run high, but there are ways to keep it balanced yet still exciting.

I hope these suggestions serve as a way to hold someone’s hand to make them feel safe right before they take the deep plunge into entrepreneurship.

Good luck, and thank you, Startup Weekend Miami: Diversity Edition!

Lee Ngo is a community leader based out of Pittsburgh, PA.








11 Brilliant Best Practices at Startup Weekend Education NYC

As a first-time facilitator for the 4th installment of Startup Weekend Education New York City (@SWNYCEDU, #NYCEDU), I was both literally and figuratively taken to school.

Led by the incomparable Deborah Chang, the well-synced and ragtag organizational team of David Fu, Benjamin Newton, Laura Patterson, and Ingrid Spielman (with community leader Andrew Young as advisor) delivered a sold-out, knock-out event on May 27th.

Let the games begin. (You can't read that without hearing the Bane voice.)
Let the games begin. (You can’t read that without hearing the Bane voice.)

In between real-talk mentoring and the occasional selfie, I took many mental notes about some best practices I saw at SWNYCEDU that I think should be replicated across all SWEDU events, if not Startup Weekend itself.

For your consideration:

1. Hold the event at a school, but in an open area

It’s a common understand that a SWEDU event (or Startup Weekend in general) should take place in a school – plenty of whiteboards, space, breakout rooms, and common areas. If teams are all in classrooms, however, they won’t interact with each other as much, which inhibits the core purpose of building community.

Wide open spaces. (Dixie Chicks serious.)
Wide open spaces. (Dixie Chicks serious.)

SWNYCEDU put most of the teams out in a common area, giving each station a huge whiteboards, sufficient tables, and open spaces to roam and float to other teams. The result: a willingness to share and collaborate that supersedes the spirit of competition.

2. Give out lanyards with ALL of the FAQ information you’ll need

“What’s the wifi password, again?”
“What’s the Twitter hashtag for this event?”
“How do I know you’re actually supposed to be here?”

I'm so excited to be wearing a lanyard that I'm practically crooning.
I’m so excited to be wearing a lanyard that I’m practically crooning.

Not a problem when it’s hanging around your neck at all times. Key information is great to have, and it’s also a reusable, standardized way to maintain formality and security at the event.

3. Use a text-messaging app to send out alerts

More compelling than email or social media, texting gets people’s attention faster and adds another method of outreach to a crowd of focused, stressed-out participants.

Alternatively, we could have Ben do this to all 100+ participants. Fun to watch, but not efficient.
Alternatively, we could have Ben do this to all 100+ participants. Fun to watch, but not efficient.

4. Provide advance information and office hours signups for mentors

Figuring out how to coordinate members seemed like an impossible art to me, but this group worked it out well by creating a station for teams to review and request mentors.

Mentors are perhaps the most valuable resource at any Startup Weekend event. Choose, but choose wisely.
Mentors are perhaps the most valuable resource at any Startup Weekend event.

Coaches were asked to come at specific times, and teams sign up to meet with them on a first-come, first-serve basis. This eased confusion greatly for everyone.

5. Provide 3 phases of mentoring: brainstorm, focus, and presentation

Traditionally in other Startup Weekends, mentors pop in an event at various, even unpredictable times, and sometimes their advice does not mesh well with the team’s general progress. Some are already validated and advanced, and some are still searching for that “thing.”

Ben and I brainstorm with one of the participants.
Ben and I brainstorm with one of the participants.

SWNYCEDU takes these variations into account and brings in mentors during Saturday morning and afternoon strictly for brainstorm and validation.

SWEDU_2015_20
Deborah and a volunteer listen and provide feedback.

In the evening, they bring in mentors (usually Startup Weekend veterans) who aim to provide focus after a long day of retaining multiple opinions and ideas.

Team Wizart practices their pitch.
Team Wizart practices their pitch.

By Sunday, SWNYCEDU brings in coaches who specialize specifically in pitch practice and communication, not business content or validation. This overall strategy gives teams a bit more structure and clarity as they evolve their ideas into bona fide companies.

6. Use Google Slides to present pitches seamlessly…

Simply put, there are far too many different ways to present at a Startup Weekend. Teams tend to present off their own laptops and switch back and forth between operating systems and format. In my opinion, this is a clunky and volatile process.

I've got a fever, and the only prescription... is Google Slides.
I’ve got a fever, and the only prescription… is Google Slides.

SWNYCEDU had one computer for the entire presentation setup, so they used a single format (Google Slides) and uploaded everything into the cloud. A huge amount time was saved overall between transitions.

7. … make teams do web demos (and tech check in advance)…

Tech Check is a rough job, yet vital to the success of your event. Make sure you run it right.
Tech Check is a rough job, yet vital to the success of your event. Make sure you run it right.

Doing live demos are traditionally considered a big risk at Startup Weekend – technical failures are perhaps forgiven but not forgotten. With only one computer for all 13 presentations, all demos also had to be sent up to the cloud and tested by 3pm.

8. … and put links to both decks and demos in a single Google Doc

A little embarrassing backstory: Startup Weekenders should always consider Murphy’s Law – whatever can happen will happen. This happened to me when I foolishly opened up every single presentation and demo into a single web browser and, to no one with a basic understanding of IT, crashed the system.

How I was feeling during that stressful 20-minute tech reboot.
How I was feeling during that stressful 20-minute tech reboot.

Organizer David Fu stepped up in a huge way to reboot the system and put all of the links to the slides, demos, and videos in a chronologically organized Google Doc. Once everything was back in order, the process went smoothly. Despite the 20-minute technical delay, we finished the event on time.

9. Serve dinner while the judges deliberate

As a past organizer and volunteer, I’ve never known what to do with the judges deliberation period. Dinner usually is served after presentations are submitted, and in the past I’ve seen ways to pass the time such as Community Asks or some light video or entertainment.

Finally, a moment to relax in a 54-hour maelstrom.
Finally, a moment to relax in a 54-hour maelstrom.

Serving dinner gets people to talk across teams, offer congratulations, and take their minds off the anxious decision that awaits them. Good food placates all.

10. Make animated GIFs of yourselves whenever possible

Taking on a new initiative that gets communities also doing Startup Weekends simultaneously, we made some fun little animated images for our friends in D.C., who held a Maker-themed event of their own. I think this speaks for itself.

nyclovesdc
Nothing but love for #SWDCMaker. Photo generated by Laura Patterson with GIFMe!

If only we made more… Andrew Young, I’m looking right at you.

Finally, and most importantly of all:

11. Have a team that puts vision, guests, and team above ego

I can’t say enough wonderful things about Team SWNYCEDU. There was not an iota of attitude among any of them. When things went right, they showered each other with support and praise. When things went wrong, they responded to the problems with solutions rather than stand around and point fingers.

What a terrific team and Startup Weekend community!
What a terrific team and Startup Weekend community!

On top of that, they were an absolute pleasure to work with. I laughed at Laura and Ingrid’s wry jokes, felt secure by Ben and Deborah’s unflinching professionalism, and may have found some long-lost cousins in Fu and Young. You couldn’t buy a better team than this one – they’ll do it all for free.

In short, I learned a lot at Startup Weekend Education New York City. I hope you’ve learned a lot by reading this, too. Can’t wait to come back next year… perhaps as a participant? =)

Lee Ngo was the facilitator of Startup Weekend Education New York and is a Regional Manager at UP Global, the parent organization of Startup Weekend. To learn more about UP Global and its efforts to spread the spirit of entrepreneurship throughout the world, you can email him at lee@up.co.

To reach out or get involved with the Startup Weekend New York City community, reach out to nyc@startupweekend.org or nycedu@startupweekend.org specifically to contact the SWNYCEDU organizers.

Photos from this event courtesy of Frank Fukuchi and the organizers and volunteers of Startup Weekend New York City. All rights reserved. 

More about Education Entrepreneurs

Education Entrepreneurs is the largest initiative in the world focused on helping people use entrepreneurship to improve education. Its suite of offerings include Startup Weekend Education, Startup Digest Education, Workshops, online resources, and a global network of Community Leaders. Spanning six continents, Education Entrepreneurs has created an unprecedented opportunity for anyone, anywhere to shape the future of education.