πŸ—‚οΈ

Ruby Passport
Organizer's Guide

πŸ› 
This is a guide for conference organizers.

The Ruby Passport is a realistic passport where attendees collect stamps from the Ruby events they have been to, as they travel from event to event around the world.

Adrian from Avo, together with Amanda Perino, Marco Roth, Adrien Poly and others, makes this possible for the community. As an organizer you receive passports for free, hand them to your guests, and set up a booth where they activate them.

The short version:

  1. Make a stamp for your event
  2. Give your guests the Passport and tell them to fill it out and claim it
  3. Take their headshot photos and add them to the passport

What to do as a conference organizer

Have an event stamp

This is the bare minimum: have a stamp made for your event with the event name and your logo. If your event is recurring, make one for each year. Your guests leave with a real-life artifact from your event.

This is the place to go wild. Add text, a logo, make it dual-color, add a date stamp… impress.

πŸ“‹ Stamp samples

Hand out passports at the reception desk

During events most folks are in "wandering" mode, looking for friends, so they need help getting started. Hand the passport over with the badge and say: "Claim your passport by scanning the QR code or tapping it with your phone, then get your stamp at the Embassy desk."

Don't leave piles of them lying around on a table. Nobody will touch them, and nobody will know what to do with them.

Let guests print their photos

A way for guests to take a photo, print it, and stick it in the Passport makes the whole thing stick. Two options:

  • Hire a photo booth. Guests have their photo taken and printed on the spot, you can brand it with your event visuals, and it keeps them entertained all day. Recommended for events over 300 people.
  • Improvise. A camera on a stand, then transfer to a laptop, tablet, or straight to a photo printer. Slower, but it gets the job done.

Either way, have adhesive photo paper or double-sided tape so the photo sticks to the Passport.

Set up a mock "Embassy" desk

This is where you help guests fill in their passports, add your stamp, and send out good vibes. To impress the crowd, have mock government workers "give them a hard time" over mock forms, and put up signage like "The Ruby Embassy" or "Get your paperwork in order before the next event".

Each passport has a blank "Date and conference of issue" field. Leave your mark there, and on the next page be the first to place a stamp in their unofficial Ruby document.

Don't forget to have:

  • Event stamp with a fresh ink pad
  • Pens & sharpies
  • Stickers
  • Photo gear

Spread the word

Before the event, remind returning guests in your newsletters and social posts to pack their passport. A simple "Chuck your passport in the backpack so you can collect our stamp" is enough.

On stage during the opening, when everyone is around, tell them:

  • each person gets a passport
  • they can get their photo taken and added
  • they can claim it online by scanning the QR code or tapping with their phones

If Adrian is at the event, he can do that on stage in two minutes.

How to get Passports for your event

We'll make this process more straightforward, but for now send an email to Adrian:

βœ‰οΈ adrian@adrianthedev.com

Do we need to pay to get into the program?

No, the Ruby Passport program is completely free for event organizers.

Do we need to prepare anything?

The main thing is to have an event stamp made. Everything else is optional but recommended.

What do I do with the left-over passports?

Keep them for your next event or return them to us. We'll work with you to manage inventory.