zsófi major - drupal camp organization: the good parts
TRANSCRIPT
Drupal Camp Organization: The Good Parts
@drupalatonZsófi Major@zsofimajor
@drupalironcamp
XP 2012-2013
2014
2014 -
2015 -
+ Drupal Weekend in Budapest + BDUG & Budapest DevOps Meetup -
Why this talk?The term "DrupalCamp" is used to describe various types of Drupal-related events usually organized by a local Drupal user group.
Startup-like project
Scope - your product
local DUG, smaller/larger DrupalCamp, summit
target groups: developers, CxOs, management people
language
number of expected attendees - low and high
the most important thing:
Focus & format
Sessions, workshops, trainings, BoFs
Pre-event program (e.g. summits)
Slots & breaks
Sprints! Sprints! Sprints! - extended or regular
Where is money coming from?
Sponsors & tickets
MVC - Minimum Viable Camp
Financial responsibility
MVC What we all want
Tickets
Ticket = covers MVC, +/- 5%
Risk of free event = 25-30% drop-out
Early - Regular - Late bird prices
Who gets free tickets?
Sponsors & packages
Sponsorship management is important
Set realistic goals with packages - don’t overprice
Your idea of values ≠ values for sponsors
Know your sponsors
Communication, communication, communication
Need a team! Have a leader and core helpers
Define tasks (e.g. financials, marketing, operative tasks, etc)
Communication channels and regularity
Volunteers (Stephanie El-Hajj DC NOLA session)
Timeline
6 months Event5 months 2 weeks1 month3 months
Find a date for your camp
Choose realistic deadlines
Count backwards
Marketing & social media
Brand workshop
Choose social media channels and hashtags
Newsletter
Prepare with design materials (offline and online)
Set up a website
And stickers!
Location & venue & accomodation
Rooms availability (for side events too)
Various options: use a comparison board
Universities, hotels, event centers, conference halls
Location easy to access
Catering Discover various combinations
Budget?
Special dietary needs
COFFEEEEEEE
But if people are hungry…
Internet Local provider
150%+ of attendees
Test before :)
Constant supervision is useful
Heatmap from DDD2014
Speakers & session selection
Set realistic proposal deadlines
Reach out to speakers to cover topics
Sprints are awesome
Documenting everything
Optional
Video recording is <3
Photos, group photo
The time is here, my event is starting!
Get the registration desk ready
Double check speaker setup, check every room regularly
Coordinate with volunteers
This is the camp
Retrospective
Nice to have, but useful
Be honest
Report/memo
Knowledge base for DrupalCamp organizers
Form —> http://bit.ly/drupalcamp-knowledge-base
https://github.com/drupalcamps/drupalcamps
Little litteratureOrganizers report from DDD2014 by Gábor Hojtsy:http://hojtsy.hu/blog/2014-apr-22/drupal-developer-days-2014-organizers-report
Recruiting and retaining dedicated volunteers by Steph El-Hajj:http://bit.ly/recruit-and-retain-volunteersCamp Survival Guide by dasjo:http://bit.ly/Camp-Survival-Guide
DrupalCamp and Event Organizing Guidehttps://groups.drupal.org/node/136494
Yaay, thanks!
