Event Planning Training Materials Update 12/12

Our team keeps an open session on Skype throughout the week, and we are using Google Docs for gathering all of the materials. These will be made available on WordCamp.org and other appropriate sites as they are completed.

Next weeks update will list several specific documents we are looking for samples of or help writing. We will be looking at a specific set each week. In the meantime, we have included a full list after you click more.

Here is a list of events we are gathering materials for. If you know of any other events types, let us know in the comments. We will be focusing primarily on the first two, but hopefully over time we can add the rest.

  1. WordCamps
  2. MeetupsMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook.
  3. Hackathons or Hack-days
  4. New user training – one day / multi-day
  5. Theme workshops
  6. Devcamps
  7. Workalongs
  8. Help clinics
  9. Community Summit
  10. IRC meetings on #wordpress-dev
  11. Online meet ups (ie via Google Hangout)
  12. Coworking

Here is a list of documents we are working on to help planners of WordCamps and other WordPress events.


  • AV release form for Speakers – Must have one for every speaker
  • Working with AV – Best practices for recording good presentations and dealing with A/V tech in general.


  • Email Lists – Working with MailChimp (or other mail providers; e.g. campaign monitor)
  • Promotion & Outreach – How to get the word out about your event. Creating partnerships.
  • Social Media – Streamlining workflow for Facebook/Twitter presence; tracking event activity on day-of.
  • Survey Template – Post-event survey.
  • Pre-event Email – Template for pre-event email to attendees
  • Recording & Reporting Policies – Inform participants they will be photographed / reported on – inspiration: http://dc.adacamp.org/information-for-participants/policies/


  • Session Types – Common + uncommon presentation types (e.g. tutorials vs. panels)
  • Unconference (Day) Guidelines – Best practices for organizing the unconference: timing, content, organization


  • Budget Sample – suggested amounts and percentages for different types of events
  • Budget Template – Currently provided by WC Central to WCs.
  • Invoice Template – Currently provided by WC Central to WCs.
  • Financials Guide – Funneling money through WCC; requirements for out-of-country events. Cover sponsors, vendors, refunds, late registration, additional attendees at speaker dinner, organizer reimbursements, Non-profit letter.


  • Insurance Guidelines – What to look for / choosing the right provider.
  • Venues Guide – Finding good venues (event, afterparty, speakers dinner). Also floorplan and set-up.
  • Do’s & Don’ts of Venue Selection
  • Accommodations – Finding hotels, motels, BNB’s, and other locales to get you a discount without making you sign a contract that will cost you money.


  • Timeline – In a countdown to event format
  • Organizer Tasks / Agreement – Dividing tasks between organizers, assigning responsibilities, list of mutual understandings


  • Registration Guide – Templates for registration; release forms (for speakers);
  • CampTix – How to use, best practices, pricing suggestions


  • Speaker Guide – Best practices for presenters; tips and tricks; advice from longtime WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. speakers.
  • Checklist of Best Practices – A quick reference for wrangling speakers
  • Speaker Submission Form – Questions to ask potential speakers.
  • Choosing Speakers Guide – A guide for organizers on how to choose appropriate speakers.
  • Speaker invite templates – Invites to speakers, confirmation, request for materials, logistics template emails
  • Speaker rejection templates – How to thank people for submissions / proposals but not accept them
  • Speaker Event – How to choose a format and location, who should be invited, how to manage the budget


  • Sponsorship Guide – Templates for sponsorship tiers; how to choose sponsors; guidelines (e.g. GPLGPL GPL is an acronym for GNU Public License. It is the standard license WordPress uses for Open Source licensing https://wordpress.org/about/license/. The GPL is a ‘copyleft’ license https://www.gnu.org/licenses/copyleft.en.html. This means that derivative work can only be distributed under the same license terms. This is in distinction to permissive free software licenses, of which the BSD license and the MIT License are widely used examples. requirement).
  • Checklist of Best Practices – A quick reference for wrangling sponsors
  • Fundraising – Who to ask, what to say, what to offer, how to make sure commitments are fulfilled.


  • Food n’ Drink Guide – Best practices for choosing a caterer; dealing w/ dietary restrictions; budget management.
  • Payment Wrangling – Ensuring vendors are paid on time; communicating w/ WordCamp CentralWordCamp Central Website for all WordCamp activities globally. https://central.wordcamp.org includes a list of upcoming and past camp with links to each..


  • Swag - Best practices/advice for swag. Includes stickers!
  • Event Signage – Listing signage type + best practices (e.g. schedules on doors, what info?)
  • Badges – Several templates and ideas


  • Volunteer Wrangling – Estimating how many you need, recruiting, training,
  • Volunteer Job Descriptions – Typical hours required, expectation of volunteer time, etc.


  • Website Guidelines – Site map; what content you should have in place.
  • Logo and Site Design – No Fauxgo, asking for, rewarding and acknowledging volunteer designers, WordCamp oneword
  • WordCamp Theme – How to style, and how to use CPTs
  • Snippet Library / FAQ – Answers to questions organizers get asked a lot. Explanation for organizers and public version.

See anything we missed? Have some of these materials you would like to share?