Application phase
Application
Organizer: Fills out organizer application
Program SupporterProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook.: Reviews and vets the application
If all signs point to yes, the Program Supporter invites Organizer to interview.
If there are issues with the application, the Program Supporter clarifies expectations for 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. organizers and gives steps for meeting those expectations. Applicant is encouraged to re-apply to organize when expectations are met.
Interview
Organizer: Attends interview, shares involvement in the local community and vision for WordCamp.
If all signs still point to yes, Program Supporter: Sends organizer agreement via HelloSign
If all is good, Program Supporter should also get the email address that the city@wordcamp.org will forward to so this can be setup/confirmed before site creation.
If there are issues that come up in the interview, the Program Supporter clarifies expectations for WordCamp organizers and gives steps toward meeting those expectations in the future. Applicant is encouraged to notify The Global Community TeamGlobal Community Team A group of community organizers and contributors who collaborate on local events about WordPress — monthly WordPress meetups and/or annual conferences called WordCamps. when expectations are met.
WordCamp tool setup
Organizer: Signs organizer agreement
Upon receiving the signed organizer agreement, the Program Supporter:
- adds a WordCamp to central.wordcamp.org, saves to Pending
- creates site (this is restricted to Program Managers (formerly Super DeputiesProgram Manager Program Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule.)
- creates city@wordcamp.org email address (and/or sets/updates the forward) (this is still restricted to Program Managers )
- adds organizer as an Author on central.wordcamp.org
- makes the organizer the author of their own WordCamp listing on central.wordcamp.org
- assign a mentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. (event supporterEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.)
Pre-planning phase
Organizer: Assembles organizing team, starts looking for a venue and date
Program Supporter: Schedules an orientation with the assembled organizing team
Organizers: Attend orientation, learn tools to make organizing more fun and effective
Event Supporter: Schedules biweekly check-ins for mentoring
Organizers: Propose venue and date, fill out budget template
Program Supporter: Reviews budget, approves it (this can be the deputyProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. mentoring the WordCamp)
Organizers: Review venue contract for any possible issues, resolve issues with venue, then send venue contract to Global Community Team for signing, and submit payment request if needed
Organizers: Start site design, recruiting local speakers, agree on WordCamp theme and program, set plan for collaboration
Active planning phases
(We have divided tasks into a four-month active planning period, but this may vary.)
Month 4
Organizers: Announce date, launch site
Organizers: Post call for speakers, does outreach for local speakers, poll community re: wanted speakers
Event Supporter: Reviews sponsorship levels/packages, suggests changes if needed
Organizers: Post call for sponsors, post Community Sponsors on site, post call for volunteers, list volunteer descriptions
Event Supporter: checks budget, makes sure team is on schedule, reviews early staffing plans and org team division of labor, advises on swag, helps identify basic AV needs
Month 3
Organizers: Open registration, design swag, anonymize speaker submissions & determine speakers, communicate with speakers, solicit/invoice/post sponsors.
Event Supporter: reviews site, checks budget, makes sure team is on schedule, advises on registration questions, helps advise on speaker selection, answers questions about fundraising and sponsor vetting
Month 2
Organizers: Publish schedule, promote speakers and program, coordinate swag order, thank sponsors, design badges and signage, plan volunteer orientation, identify any special AV needs, get speakers/sponsors/volunteers/organizers registered, determine menus.
Event Supporter: reviews site, checks budget, makes sure team is on schedule, advises on schedule, helps advise on badges and signage, answers questions about volunteer orientation and special AV, sends swag and lanyards
WordCamp Month
Organizers: Order badges, draft attendee emails, collect and submit vendor invoices for payment, finalize food orders, final venue walkthrough, volunteer orientation, hold WORDCAMP!
Event Supporter: reviews site, checks budget, makes sure team is on schedule, advises on food orders, helps advise on attendee emails, answers questions about day-of issues, keeps team calm and confident. 🙂
After WordCamp
Organizers: Send attendee survey, send cameras to next camp, balance budget, submit videos to WordPress.tv, send thank you emails to speakers/sponsors/volunteers, posts thank yous on site.
Event Supporter: Debriefs organizers, posts results of debrief on make.wordpress.orgWordPress.org The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization. https://wordpress.org//community, advises on getting video to WordPress.tv.
