The Camp Organizer Survival Guide

Josef Dabernig / dasjo

DrupalCon Nashville 2018

Agenda

1

2

3

4

5

6

Introduction

Planning the camp

Preparing the camp

Before & during the camp

After the camp

Final thoughts

Josef Dabernig

 

#opensource #drupal #agile #diversity 
#cycling #mountains #zurich #vienna @amazeelabs


twitter.com/dasjo

josef@amazeelabs.com

slides.com/dasjo

We are

HIRING

Introduction

What is a camp?

A conference that
brings together people
to share & learn

about common topics

A conference
with a defined program

A barcamp / an unconference
with a flexible program

Why do a camp?

My story

So what do we need
to do a camp?

plan at least 4-6 months ahead

 

 

Idea

Forming a team

Scoping the camp

Spreading the word

Website launch

Ticket sales

Sponsoring

Venue

Call for papers

Travel booking

...

 

 

 

Camp Milestones

 

 

Planning the camp

Josef Dabernig / dasjo

DrupalCon Nashville 2018

Kick-off

Connecting Open Minds

Josef Dabernig / dasjo

DrupalCon Nashville 2018

Team & Communication

Venue selection

Collaboration

Vision

Team

Overall goals

Venue

Date

Planning check-list

 

Preparing the camp

External communications

A website!

Program / Call for papers

Audience is clear

Tracks are defined

The program balances sessions, BoFs, trainings, sprints

Diversity goals are clear and actionable

We have a plan to support speakers, invite list

The program selection process is clear

Program check-list

Inviting speakers

Sponsoring

Packages are defined

Budget is double checked

Perks make sense & are executable

Sponsor invite process works

Sponsors goodies arrive in time

Sponsoring check-list

Marketing milestones

Marketing materials

Announce featured speakers

Announce early bird ticket sales

Announce sponsors

Announce sessions submitted

Keep people informed about travel + accomodation options

Tell people about the conference

Allow people to discuss (twitter hashtag, forum, slack)

Newsletters

Marketing milestones

Ticket sales

Venue size

Ticket pricing

Sponsorships

External communications

Catering

Call for papers / program

Preparation check-list

 

Before the camp

Venue setup

Catering setup

Program + speakers + backups ready

Tickets sold

Financials on track

Registration process ready

Communication runs

Last chance to sleep!

Before the camp check-list

 

During the camp

Registration

Representation duties

Volunteer coordination

Room monitors

Room monitors

Social track

#schnitzelcon

Social track

Title Text

BoFs

Speaker dinner

Escalation strategies

Sprints

After the camp

Priority 1:

Sleep

Priority 2:

Financials, Summary, Slides, Videos

Income: EUR 31.000,-

Expenses: EUR 26.000,-

Priority 3:

Thank you, Volunteer dinner, Retrospective

Time to plan for the next one :)

Final thoughts on organizing camps

Know your passion

Diversity is easier to achieve when a priority from the beginning

Less is more

Recovery will & needs to happen

Say thank you!

Thanks

twitter/drupal.org: dasjo

josef@amazeelabs.com

Josef Dabernig, Agile Consultant

Further resources

The Camp Organizer Survival Guide (DrupalCon Nashville 2018)

By JoDa

The Camp Organizer Survival Guide (DrupalCon Nashville 2018)

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