Makoto Nozaki

I attended YAPC::Hiroshima 2024 in Japan.

A few people asked me about the distinctions between YAPC::Japan and other Perl events worldwide, prompting me to write below. Before delving into the specifics, I must preface that my experience is primarily rooted in YAPC::Hiroshima 2024, the only YAPC::Japan event I attended. It's important to say that comparing Perl events across different regions isn't about establishing superiority or inferiority; organizing conferences requires considerable resources and effort irrespective of location. Each conference has its unique approach and metrics for success. The observations I offer are purely subjective and reflect my personal views.

Size

• YAPC::Hiroshima was huge. There were as many as 450 attendees, supported by ~50 volunteers and 50+ sponsors
• Tickets were sold out
• Previously, there was a common assumption that YAPC events held in Tokyo automatically got the title of the largest due to the city's size. However, YAPC::Hiroshima proved it is just a misconception. Despite Hiroshima City having a population slightly smaller than Dallas, TX, YAPC in Japan continues to be the biggest worldwide

Name

• YAPC is no longer called as YAPC in other regions (Wikipedia)
• Obviously YAPC stands for Yet Another Perl Conference, at the same time they welcomed non-Perl technical people. I met a number of attendees who don't write Perl. There were also a number of talks not specific to Perl (accessibility, SMTP, dealing with EOL systems, engineers' career)

Donations

• They placed a donation box at the reception area. It's to support The Perl Foundation (not to support the conference itself) and I appreciate that
• Numerous people generously contributed, resulting in a collective donation exceeding JPY 100,000 (USD 650)

Structure

• The pre-event was held in one big space where attendees gathered for both talks and refreshments. Within this expansive room, 2/3 of the attendees sat on the chair and listened to the presentations, while the remainder engaged in conversations on the opposite side
• Main event is condensed into a single day. I was told it's to keep the cost low. Unfortunately more than half of the talk proposals had to be rejected due to this
• A post-event was held in the same city on the subsequent day. It's called YAYAPC and I will write more below

Volunteers

• The conference benefited from a significant volunteer presence. For instance, my assigned room was supported by a team of five individuals responsible for tasks ranging from recording to managing lighting and ensuring doors are closed during the talk
• The organizers developed individualized schedules for each volunteer. Leadership was designed for each site, including reception areas and conference rooms, with volunteers following their assigned leaders diligently
• The communication across different areas was facilitated through Discord

Minute-by-minute schedule

• If you know how train schedules work in Japan, it's the same in conferences. If a talk is slated to start at 10:00, it commences precisely at 10:00:00, with attendees expected to be seated and prepared during the brief 5-minute breaks
• Volunteers hold the same standard of punctuality. For instance, we were scheduled to get together at 7:30 AM, and despite arriving at 7:25 AM, believing I was among the earliest to arrive, I was actually one of the last

Sponsorship

• YAPC::Hiroshima got a large number of sponsors, including some local businesses such as a bar and cafe. The organizers invested considerable time and effort into develop these partnerships
• Several sponsors had a booth to recruit or advertise their businesses. Attendees were incentivized to explore these booths, with a prize given to those who visited all of them

Ticket pricing

• The standard ticket cost JPY 10,000 (USD 65)
• There was also an individual sponsor program, supported by 40+ attendees
• Student admission was free of charge, some of whom also got assistance of travel cost

Demographics

• 99% Japanese, possibly 99.9%
• Mostly male, reflecting the tech community

Alcohol

• Like many other venues in Japan, they maintained a relaxed attitude for alcohol consumption
• Interestingly, beer was distributed early in the afternoon in the event lobby, which enhanced hallway tracks experience
• "YAPC IPA" was given at the party
• Despite the presence of alcohol in many occasions, the atmosphere stayed professional and I saw no instances of disruptive behaviors

Post-event "YAYAPC" (Yet Another YAPC)

• There was a supplementary one-day event at a different venue in the same city
• Attendance was complementary for the YAPC attendees. The venue cost was covered by one generous individual, who was one of the YAPC key organizers
• Unlike the main event, the talks at YAYAPC were not recorded. Attendees were also instructed not to discuss the talks on social media. This unique approach made the talks surprisingly interesting and engaging. The talks covered production incidents, bugs, and all the fun stuff I can't write here

Other

• Best talk awards
• Lot of free food from breakfast to dinner
• Lost and found - all were returned