Get the venue first and get a commitment early.
Tricky part is to convince everyone to not do a lot of work. Make a budget for how much we’ll work. To meet the budget, don’t try to do too much and instead focus entirely on the quality of the content. No burn out and no heroes, just keep it light-weight.
People get distracted on shwag, food, etc... For the first camp, this is really not important.
#1: People meet each other.
#2: Quality of the sessions.
#3: Everything else.
Establish owners for:
Facilities / logistics
- Acquia can host this for free. Just slap it up there, minimal, minimal theming.
- Power supply
- Test the wifi if possible
- Cleanup - volunteer signup ahead of time or hire crew.
- Test the presentation equipment
- Print schedules, or arrange for them to be on a big screen.
- After party: pick a bar, warn them? Make sure people find out through posters, etc.
- Write blog posts
- Wrangle people to write posts
- Go to local related groups (Joomla, WP, PHP, etc)
- Reach out to other DUGs in the region.
- Emails to people on campuses about the event, etc
- Liaison with any sponsors
- People will want excellent training of a paid training quality. This curriculum is expensive to develop so be careful to set expectations
- Limit class size so that it can be interactive because the training quality won’t be good enough to support a larger one.
- Get representation across different industries.
- Good chance for local shops to show off
- Timebox them strictly
- Mix of BoF, industries, experience levels.
- No voting, creates huge overhead and conflict. Just send out a request for sessions, and the programs leader will arrange the schedule and pick what goes in.
Fundraising / sponsorship
- Don’t do it for the first con.
- Start a wiki page of things people are willing to bring for food, suggest local cafes / restaurants.
- Let people bring their own signs if they want to sponsor food / drink and promote themselves e.g. (“Awesome Rao’s coffee provided by LeftClick”)
- Create a paypal button on the website for sponsorship. Announce sponsors before key sessions, make a place for them to hang a sign, but don’t go chasing sponsors or expecting them until the camp has established itself and really needs to.
- Don’t do it - is a distraction from the important stuff.
- Indemnification insurance? If required Acquia / DA might be able to help
Introduce general concept
Define groups, split up
Talk about time commitments and “time budget”
Lay down a schedule of deliveries - loose project plan