The Camp Organizer Survival Guide
Josef Dabernig / dasjo
DrupalCon Nashville 2018
Agenda
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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
Financials:
DrupalCamp Vienna 2013
DrupalCamp Vienna 2015
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
