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BSides Organizer Guidelines

Introduction

The BSides movement is entirely decentralized, guided by a steering committee that oversees administrative tasks. As organizers, we are stewards of this community, responsible for safeguarding its brand and reputation. These guidelines are designed to help you run a successful event while upholding the core values of BSides.

Key Principles [Be good to and for your community]:

  • Be good stewards of the BSides community.
  • Respect participants and their privacy.
  • Ensure openness, independence, inclusion and transparency in your event.

Non-Negotiable Rules

All organizers must adhere to the following rules:

  1. Have a fair and open Call for Presenters (CFP).
  2. Keep participants and the steering committee informed.
  3. Join and participate in the BSides Organizers’ Google Group.

Core Rules for Organizers

1. Community Focus

  • Support Diversity: Promote a fair and open CFP to attract a wide range of speakers and topics. Encourage new speakers to participate by offering guidance on submissions.
  • Accessible Events: Keep registration fees nominal, with discounts for students, unemployed, and low-income participants. Nominal fees help reduce no-show rates, often exceeding 50% for free events. Understand the barriers faced by participants and actively work to remove them from your event.
  • Foster Conversation: Engage participants in meaningful discussions during and outside of sessions.

2. Respect Participants’ Privacy

  • Never sell or share participant information, such as attendee lists, with sponsors or third parties.
  • Avoid badge barcodes or similar mechanisms that facilitate lead generation.
  • Sponsors are necessary to keep the attendance cost affordable. Sponsors need to be clear that BSides is not a scan the badge and spam lead generation event. Their sponsorship demonstrates their commitment to their community and allows them to network during the event. Specific benefits, like a table for giveaways, banners on walls, etc., are defined by each organizer.

3. Independence and Impartiality

  • Sponsors: Treat all sponsors equally. Do not sell speaking slots; sponsors can submit proposals via the CFP like everyone else.
  • Brand Integrity: Avoid joint events (e.g., BSides/OWASP). Sponsors like ISACA or OWASP must be treated like any other sponsor.
  • Organizational Separation: Keep BSides independent, even if organizers work for the main sponsor.

4. Financial Responsibility

  • Only spend funds you’ve already raised. Avoid going into debt for the event.
  • Extravagance is unnecessary. Fancy badges, T-shirts, or giveaways are not required for a successful BSides event.
  • Ensure all financial transactions are transparent. Consider opening a dedicated bank account to manage event funds.

Planning and Communication

Communication with the Steering Committee

  • Keep the steering committee informed by emailing updates a few times a year. If we haven’t heard from you for six months, and you don’t respond to us will lead to your event being reassigned.
  • Keep the steering committee informed on who’s currently leading your group and provide up-to-date organizer contact information, with at least one monitored email address.
  • Respond promptly if contacted; lack of response will lead to your event being reassigned.

Join the BSides Google Group

  • At least one organizer must join the BSides Organizers’ Google Group to stay informed and collaborate with other organizers. Contact [email protected] for an invite.

Naming Guidelines

  • Event names should reflect small geographic areas (e.g., cities, towns). State or country names are not permitted.

Practical Advice for Organizers

Words Matter

  • Participants, not attendees: Everyone should actively engage in the event.
  • Sponsors, not vendors: BSides is not a lead-generation event; sponsors are there to share knowledge and network.

Planning Tips

  • Allow 6–8 months for planning to avoid unnecessary stress.
  • Codes of Conduct are strongly encouraged but should be culturally appropriate.
  • The ideal organizing team size is 2–3 core members, with additional delegation as needed. Avoid solo efforts.

Financial Structures

  • Choose a structure that works for your team:
    • Out-of-pocket, break-even approach.
    • Forming an LLC or other entity for liability management.
  • Regardless of your choice, prioritize transparency in financial matters.

Event Success Criteria

The “Three Cs, Plus One”

  1. Content: Provide engaging, relevant presentations.
  2. Conversation: Facilitate discussions among participants.
  3. Community: Strengthen and grow your local security community.
  4. Career: Support participants in their professional growth through learning and networking.

Measuring Success

  • Most participants leave happy.
  • Organizers feel content and accomplished.
  • Organizers do not lose money (or lose only what they can afford).

Questions and Support

If you have questions or need guidance, contact the steering committee at [email protected] or post your query in the BSides Organizers’ Google Group.