Drupal Camp Organization: The Good Parts

@drupalatonZsófi Major@zsofimajor

@drupalironcamp

Zsófi MajorPM at Cheppers zsofi.major@cheppers.com

@zsofimajor

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!