Geekflex

Many attendees noticed that the career fair was drastically toned down this year compared to previous years, and that we also had fewer sponsors. One of the main reasons for that was the stock market taking a serious hit in early October. A lot of the companies we had been negotiating with — even those that have previously attended CUSEC (and loved it) — could no longer afford to attend.

The way sponsorship works at CUSEC is fairly straightforward. We put together a sponsorship package which we send out to companies that we think will be interested in. The package is just a document gives a brief idea of what CUSEC is, who the delegates are and what our previous sponsors have said. It also includes a list of sponsorship “levels”, each of which has a price tag associated with it. Each level also includes a number of benefits such as: a booth during the career fair, the ability to supply bag inserts, their logo displayed prominently and having conference rooms “named” after them.

Most companies are willing to pay a significant sum to have access to top notch students, and those are the kinds of students we have at CUSEC. That’s not just hearsay. The feedback we get from our sponsors is astounding. They are extremely pleased with the recruits they get from CUSEC. Many of my friends found their full time jobs through CUSEC, as did I. As Tim Bray said:

everybody I know in the biz is hungry for talent, and here are 350 kids, a high proportion of them about to graduate, who care enough about what they’re doing to take the trouble to go to a three-day conference including a Saturday. Talk about self-selecting good candidates.

We begin negotiating with companies in the late summer and early fall. By October we begin to finalize the contracts, and by November we get them signed. The money starts to roll in during December and January, which is all well and good since most of our expenses aren’t due until the conference actually starts. We’re actually very flexible with how we work with our sponsors. The costs of our packages can be mixed and matched with merchandise to give out at the closing ceremonies, or a service that’s provided to us free of charge.

This year, we were negotiating with a record number of companies. We started off incredibly strong and had garnered a lot of interest. As per our normal operating procedure we expected to finalize the contracts starting in October … then poof. A lot of companies lost a lot of money. Hiring freezes were everywhere, and few had the budget to spend on recruiting. And believe me, many of these companies tried to dig pretty deep, too. Their HR departments know how valuable it is to recruit at CUSEC. But there’s a limit to how much you can compromise. The danger is that if you make a special deal with one sponsor, you run the risk of another sponsor finding out about it. Then you could up in a situation where Initrode complains that Initech paid less money but got a bigger booth, or more exposure, or something like that. Maintaining a trustworthy relationship with our sponsors is something very important to us, so we make sure to treat them equally and fairly.

Suffice it to say our sponsorship packages aren’t cheap. They provide a huge chunk of our funding. Conferences are expensive to run, and CUSEC is no exception. The money has to come from somewhere, and if it all came from delegates it would cost a hell of a lot more than $60 per person. Here are just some of the factors that go into the costs.

Booking the conference centre. Even though January is a relatively slow season, this ain’t cheap. We need two conference rooms and open space for three full days (and nights). This includes tons of hidden costs that go beyond simply holding the rooms: there need to be a Maitre D’ to oversee the event; there needs to be internet on site, since the hotel’s basic wireless can’t handle so many connections; staff needs to be hired to deliver and clean up the coffee, keep the water jugs filled, and all these other little details.

Coffee during transitions. Yup, each coffee break costs money. And these are usually per-person charges (and it’s more expensive than Starbuck’s. No, seriously). We have to estimate how many people will drink coffee (or tea) and order enough for that amount. We usually underestimate, because if we fail to reach the minimum then we get charged for the excess. This is how conference centres operate. In addition to that, every conference centre I’ve ever known has a rule against bringing in outside food. This is both because the centres’ caterers maintain a monopoly on the food served on site, and also because the centre is responsible should anyone come down with food poisoning. So we can’t simply run to Tim Horton’s and bring back a few giant jugs of coffee. (Likewise, we also can’t run to Subway and bring back 400 sandwiches.)

Keynote speakers are the foundation of the conference. We make sure to treat them very well. If we’ve invited a keynote speaker, we will pay for their transportation to Montreal, their stay at the hotel, and for their food during the conference. We don’t pay the keynote speakers to speak. Instead, we cover their expenses so that it shouldn’t cost them anything. This is a significant portion of our budget, but it is certainly not one we’re willing to compromise. The experience we give our speakers is what encourages more speakers to come, and the wonderful things our speakers have said makes it all worth it. We want to bring the best speakers we possibly can, and this is a sure-fire way to ensure that they have few excuses for not coming.

Miscellaneous little things that all add up: t-shirts, nametags, printing the proceedings, printing up posters to display on campuses, and various incidentals that happen while the conference is running. These may not seem like much but believe me they add up. The only perks that organizers get as far as our budget is concerned are a complimentary stay in the hotel as well as lunch and dinner all three days. We’re pretty strict with what we’ll reimburse our organizers for, and in fact we even have strict limits on how much our meals can cost. (Also, CUSEC will never pay for alcohol. That’s what my credit card is for… :-S)

Banquets, Cocktails, etc., which we didn’t have this year, because we simply couldn’t afford them. A banquet isn’t cheap. You need to hire caterers, book a ballroom, pay for the staff, bar, and all the stuff that goes along with it. We made a decision very early on that unless we could afford to do a banquet properly this year, we weren’t going to do one. The banquet in CUSEC 2008 was a disaster. Some people were lucky enough to get their food in a reasonable amount of time, while others (like yours truly) were still awaiting their soup while people kept harassing them “Hey, Skrud! Where are we going drinking tonight!?!” and then by the time I finally got my meal and got out of the restaurant, the bar I had sent everyone to was so packed that I couldn’t even get in. Never again. (Note I am most certainly not the only one to have had a poor experience with that banquet. It got many more complaints than praise.)

A proper banquet is expensive. To hold it in a hotel or conference centre, you’re required to use that venue’s own caterers. They don’t come cheap. Would any of you have been satisfied if your seven-course meal consisted of seven slightly differently shaped lettuce leaves? This is also why CUSEC doesn’t provide catered lunches. If we wanted to hold the banquet elsewhere, such as at an external banquet hall where we could find our own caterers, then we’d be stuck with the trouble of getting people there and back. Banquet halls that aren’t in hotels or conference centres are also not usually downtown. This would mean adding the cost of hiring a shuttle bus, or paying for metro passes for everyone.

We were hoping to compromise and provide a cocktail instead of a banquet. Always thinking, we knew a cocktail would be less expensive. We could provide, say a single drink ticket (good for alcohol or a non-alcoholic beverage) and make the rest of the event a cash bar. If we had the extra cash, maybe some h’ors d’oeuvres as well. While it would’ve cost us less than half of a swanky banquet, the lower amount sponsorship this year meant that we had to cut it.

Sponsorship is a lot of work, and we had to stick to our guns and be incredibly persistent to get even the small number of sponsors you saw at the career fair. Our Director of Sponsorship, Juan, put in an incredible amount of effort and an astronomical amount of time to make it happen, cold-calling companies if she needed to, leaving voicemails and calling back, never taking “no” for an answer. CUSEC 2009 would never have happened if it weren’t for her efforts. Next time you see her, make sure to give her a hug.

One of the toughest things about planning CUSEC 2009 was finding the right combination of conference centre and hotel. Ideally we were hoping to hold the conference in the same hotel that delegates were staying in, minimizing the distance that people had to travel in the morning. We searched the city high and low, trying to negotiate not only for the best rates in terms of conference space, but also for a hotel that would give us a discounted room rate.

To complicate matters further, CUSEC is dual-tracked. That means that except for keynote speakers, there would be two presentations going on simultaneously. This meant that we’d need to have two separate rooms. One big room that splits in two doesn’t work well because of the fact that it takes time to set up the barrier, and you’d have to have to sets of AV equipment which can be linked together for keynotes and then separated for dual-tracked sessions. We need two separate rooms. We also need room to host a career fair and for students to mingle.

Those of you that have attended CUSEC more than once will know that CUSEC has been growing steadily. In 2008, we had way too many people standing at the back. We had to add more chairs at the last minute. A lot of people have asked me why we didn’t return to that venue and the reason is, quite simply, the fact that they don’t have enough room for us. Those conference rooms we had in 2008? Yeah, they actually have a posted capacity of 280 people. We were well over 300 people jam packed in there. We were anticipating even more growth this year, and we knew that returning to that venue wouldn’t work for us again.

We explored nearly every hotel in the city and met with many of their managers. (And by “we” I mean that the bulk of the work was done by our Director of Logistics, Claudiu, and our Director of Events, Kyle.) A lot of the places we checked out which had adequate conference space also had prohibitively expensive hotel rooms, and we wouldn’t have accepted a higher price than $100 per night for quad occupancy. Yes, our students crash four people to a room ¹. The good news is that booking some fifty rooms in a hotel during an otherwise low-occupancy period is a bargaining chip. And we got some pretty good offers, but none of them were good enough. We had to play hardball. (Again, by “we”, I mean Claudiu. The man is a star.)

I’ll spare you the grimy details, stories of near-success and near-failure — since I obviously can’t mention the names of all the people and hotels we dealt with. Eventually, we had to give up on the idea of hosting CUSEC in the same hotel that housed delegates, since we simply couldn’t work out the numbers. Suffice it to say that the venue we nailed this year had everything we needed (and in fact, had previously hosted CUSEC as well). They even offered us hotel rooms at a very inexpensive rate, but unfortunately they had very few rooms with two double beds, and so we opted to stay in the hotel across the street. If you’re wondering why the cost of the hotel was more than $100 per night — well, we had a near-unanimous decision amongst all the head delegates to go for it anyway, since the next-best option was to stay at a hotel that was a good 10 minute walk away.

Unfortunately, our venue didn’t have as much room as last year for the career fair and mingling. We thought the atrium (where the four booths were set up) was enough space, but apparently not. It was too crowded. The reason we want the career fair in an open lobby area is so that it’s visible. Delegates will see the booths as they transition between the two rooms, and as they go get coffee. One of the consistent notes of feedback we get from our sponsors is that they like the fact that they’re visible and not shoved into an anterior conference room down the hallway from the main conference. Hallways are the devil. If a delegate has to walk down a hallway to get somewhere, he or she will very likely simply not go. You might disagree, but after years of attending these kinds of events this is what I’ve noticed. An advantage of not having many sponsors this year was that we managed to fit the ones we did have into such a cramped space.

This was the first year we were looking for a venue that could accommodate such a large number of people, and indeed we expect CUSEC to grow even more in the future. This year taught us a lot, and that will help next year’s team decide on a venue as well.

A lot of people complain about the fact that CUSEC is held on the second or third week of January. It’s cold in Montreal in January. We’ve had years where it’s been -40 degrees with the wind chill ¹, and some people find this tough to take. There are many good reasons to hold the conference in January, but the bottom line is it’s the best time to do it. That sounds like a subjective statement, but take a step back and seriously think about other possible times to hold the conference.

September and October are no good because they’re too early. This would also require that all of our promotion and advertising happens over the summer, when fewer people around to get pitched to ². Not to mention that these months are full of orientation activities, and the new students are so disoriented that you won’t be able to sell a single ticket to them. Most of them won’t have even learned “Hello, World” yet, and something like CUSEC will just seem massively intimidating.

November is an interesting month, because it tends to be between midterms and finals. In fact, the Impact National Conference tends to be held around this time each year. The reason I don’t think it’s particularly feasible for CUSEC, though, is that we would still be alienating the first-year students. Again, many of them will be learning to program for the first time. While CUSEC hasn’t been that technical in recent years, I think at least one full semester studying software engineering or computer science should be a pre-requisite for attending CUSEC. You’ll have at least some idea of what’s going on.

December is an obvious one, as is April. Two words: exams, vacation. Even for the students that don’t study very hard, December and April are busy months filled with studying and cramming and exam-taking. Once exams are over, a lot of students leave town and go on vacation, or home for the holidays. Hosting a conference during winter break means no one will show up.

February is a complicated month. Each school has it’s “Reading Week” in February. While it might seem like a good idea to host a conference when everyone is off school for a mid-term break, note that schools often have different weeks off. Even McGill and Concordia can’t agree on when their reading week should occur. ETS doesn’t even get a full week, but two days. To make matters worse, when students aren’t on their week-long breaks, February tends to be jam-packed with midterms.

March can be lumped in with November, except that there is a lot more going on in March. This is when most universities hold their award and special ceremonies, for example the Ritual of the Calling of an Engineer, when engineering students in Canada are betrothed with an Iron Ring. These happen at various times throughout the month, and we would certainly lose any final year students should CUSEC conflict with their ceremony. There are various other award and scholarship ceremonies that carry a higher obligation. Another reason we don’t hold CUSEC in March is to avoid conflict with CS Games, which is an event that has a high overlap of participants with CUSEC. Also National Engineering Week Month occupies most students in engineering programs during the entire first week of March. This year, the Canadian University Technology Conference is being held in March — this very week — and I know Concordia is not sending a delegation because it conflicts with their engineering student awards banquet.

Last but not least, January is when hotels and conference centres are the cheapest. As a student-oriented conference (and a non-profit organization), we have to make sure that we can keep our operating costs low enough so that students can actually afford to attend. In January, hotels and conference centres are so desperate for attention that they’ll make insane deals just to fill up their rooms and take whatever they can get. The summer months are prime tourism season. Hotel rooms easily double and sometimes even quadruple in cost. Despite the fact that most students won’t even be thinking of school, let alone an extra-curricular conference in summer.

Another question I often get with regard to the dates is Why does CUSEC run from Thursday to Saturday instead of from Friday to Sunday? Students have to miss two full days of class to come attend CUSEC, and then have nothing to do on Sunday. One reason for this is a logistical one that has to do with our speakers. The keynote speakers that present at CUSEC are very often coming from the opposite end of the continent. In order to make sure that the CUSEC experience runs as smoothly as possible, we make sure they have the full day on Sunday to travel back home — wherever that may be. In some cases — as in the people coming from British Columbia or California — travel will easily take them an entire day. We want the speakers to stick around for as much of the conference as possible, so we make sure they have Sunday free to travel back. It would suck if all the speakers left on the second day and only one or two were sticking around for the third.

Having Sunday off is also leaves the door open for students to stick around Montreal for an extra day of sightseeing and tourism which, believe it or not, is an option that a lot of delegates actually do take. It also allows for students have the time to travel back themselves so that they don’t have to miss class on Monday. Finally, Sunday is a mental-health day for the organizers. We need the time to de-stress, unwind and take in everything that’s happened. It might be a little selfish, but trust me — we need it.

This January marked the culmination of a year’s worth of hard work, as I was the co-chair of the Canadian University Software Engineering Conference (CUSEC). Throughout the organization process we had to make a lot of tough decisions. Overall, the conference was a huge success. Including our speakers and sponsors, we had over 400 people attending. The talks (I’m told) were amazing, and people felt inspired.

This first installment is about why we hold CUSEC in Montreal.

You may have noticed that each year, with only one exception in 2005, CUSEC has been held in Montreal. I often get asked why we don’t move CUSEC around, specifically I’ve heard the question “Why not Toronto?” at least twice each year for as long as I can remember. There are a number of reasons we keep CUSEC firmly planted in Montreal, and why we will continue to do so for the foreseeable future.

The first reason is student density. Montreal has more post-secondary students per capita than any other city in North America ¹. This includes four major engineering schools each with Software Engineering programs: Concordia, McGill, École de Technologie Supérieur, and École Polytechnique. Concordia alone sends more delegates than any other school, with over 70 students each year.

The second reason is that Montreal is fun, and it most certainly has that reputation. To the students coming from quieter university towns, CUSEC is a good excuse to come to Montreal and party. The one year CUSEC was held in Ottawa, attendance dropped tremendously, and the increased cost of transportation and lodging was enough to discourage Concordians from coming out in their usual numbers. The fact that CUSEC includes a trip to Montreal is actually a very big draw for a lot of students, and a lot of them like to take the time to tour the city while they’re out here.

Then there’s real reason we keep CUSEC in Montreal: The legal drinking age in Quebec is 18. If we were to host the conference in Ontario, a significant portion of potential delegates wouldn’t bother to attend — especially those students are still 18 years old and hail from Quebec. Why would they travel to spend a weekend at a conference and be forced to skip the inevitable parties?

CUSEC is primarily an educational conference, and it always will be. However, even though the main focus of the conference is on content, we take the fun factor very seriously. I strongly believe that you will learn more from sitting down and having a beer with one of our keynote speakers than you would from being lectured at. That’s why the pub night has become such a tradition. I would feel terrible for anyone who had to miss out on a social event like that simply because they were underage. It’s also a fantastic opportunity to meet and network and socialize with students from other schools (and something I don’t think we did a great job with this year, but more on that in a future post).

Throughout my university career I had goals. I used to think these were simple, common goals. I wanted to graduate and get a job. I got a job offer before I graduated — a full school year before I graduated, even — which allowed me to enjoy my last year of school to the fullest without the stress of figuring out what I wanted to do and job hunting. I thought I dodged the bullet that traps nearly every other student in their last year: the now what syndrome.

Moving to another city for work certainly accelerated things, but it didn’t take long before I contracted the now what syndrome myself. Graduated from university? Check. Got a job? Check. Now what? I have no goals. I have ambition, drive, and energy — but I don’t feel like I have any outlet for it.

I lost track of my passion. It’s not something I found even while performing a job that I found extremely interesting. It kept my brain stimulated, but not my heart. I had moved away from my friends and my social life came to a grinding halt. I couldn’t find people my age through work, and the city didn’t provide anywhere near the level of cultural entertainment that my hometown did. I had no friends, except when I went home on the weekends, and my weeks were spent in social misery. All that for a job that didn’t love. I enjoyed it, but I felt like I was missing out on the parts of life that made me truly happy: the time I would spend with friends. And so I moved back.

Naturally, being back home didn’t solve all my problems — but I didn’t expect it to. My motivation was to buy myself some more time to find out what it is I really want to do. In the meantime, I have my friends close by, and a day job that keeps me on track with paying back my student loans.

But I still spend most of my time thinking about it: What should I do with my life?

Ever since I was a child I had assumed that computers and programming were my calling. My mother’s reminded me that when I was 2 or 3 years old I received a plastic computer toy as a birthday present which, after opening, caused me to ignore all the other birhtday presents. I was too weak to actually press the buttons so I would grab my father’s finger and point it to the keys I wanted to get pushed. The toy was actually really silly, but my life has been tied to computers ever since. It was one of these Tomy Tutor Play Computers, which I can’t believe I was able to find a picture of.

I love programming. I enjoy doing it. I love solving problems and the feeling I get when I accomplish something. The inherent frustration of trial-and-error and incremental improvements is easily bearable because of my adoration for the craft. I’ve had people tell me that they were jealous of the fact that I’ve known what I wanted to do for essentially my whole life. Maybe I give off that impression when I talk about programming, but it’s not an end — it’s a means to an end. It’s a skill that I love using but one can’t simply program for the sake of programming. It’s a skill that needs to be applied, and I’m still hunting for that application.

Only recently have I begun to realize that my original goals — graduating and finding a job — were oversimplified. I did so much more in my experiences at university that weren’t directly related to either graduating or finding a job. Some things — such as involvement in many student associations — may have even been detrimental to those goals since they took my focus away from schoolwork. Not that I ever cared much for schoolwork. My goals not only weren’t as simple as I thought they were, they were hardly what was driving me.

The aspects of being a student that I loved had precious little to do with class, graduating, or future employment. Maybe those weren’t actually my goals in the first place. I just thought they were. I found fulfillment in all the activities I did that were only tangentially related to my duties as a student. I kept myself immensely busy by attending nearly every conference, participating in nearly every competition, and helping to organize these events for others. I was constantly meeting new people, making new friends, discovering new tools and concepts and learning at a pace that was exponentially quicker than what I would’ve been exposed to in class. I took advantage of being a student to do all the things that a student studying software engineering could possibly do. No wonder I felt empty once I gave up the student identity that had served me so well.

Maybe it’s not the programming that I love after all, but all the things that it has enabled me to do. When I shed my student identity and all the conferences, competitions and activities it opened up to me, programming became … well, it became dull.

The lesson I’ve learned through all of this should’ve been obvious, since it was a major point of Jeff Atwood’s CUSEC 2008 Keynote, and a famous anecdote from Into The Wild: Happiness only real when shared. Programming makes me happy, but only insomuch as I’m able to share it with others.