WordCamp Administration Milestones

Application phase Application phase

Application Application

Organizer: Fills out organizer application

Deputy: Reviews and vets the application

If all signs point to yes, the Deputy invites Organizer to interview.

If there are issues with the application, the Deputy clarifies expectations for WordCamp organizers and gives steps for meeting those expectations. Applicant is encouraged to re-apply to organize when expectations are met.

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Interview Interview

Organizer: Attends interview, shares involvement in the local community and vision for WordCamp.

If all signs still point to yes, Deputy: Sends organizer agreement via HelloSign

If all is good, Deputy 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 Deputy clarifies expectations for WordCamp organizers and gives steps toward meeting those expectations in the future. Applicant is encouraged to notify The Global Community Team when expectations are met.

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WordCamp tool setup WordCamp tool setup

Organizer: Signs organizer agreement
Upon receiving the signed organizer agreement, the Deputy:

  • adds a WordCamp to central.wordcamp.org, saves to Pending
  • creates site (this is restricted to Andrea/Cami/Josepha/Rocio/Courtney and ‘SuperDeputies’)
  • creates city@wordcamp.org email address (and/or sets/updates the forward) (this is still restricted to Andrea/Cami/Josepha/Courtney until we figure something out here)
  • creates Polldaddy account and shares credentials
  • creates budget document and shares to organizers. Note: If the Organizer is new this year, it is a good idea to share the prior year’s budget document with them as well.
  • adds organizer as an Author on central.wordcamp.org
  • makes the organizer the author of their own WordCamp listing on central.wordcamp.org
  • sends an email to support@wordcamp.org and uses notify function to let Brandon know the organizer is ready to be assigned a mentor.

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Pre-planning phase Pre-planning phase

Organizer: Assembles organizing team, starts looking for a venue and date
Deputy: Schedules an orientation with the assembled organizing team

Organizers: Attend orientation, learn tools to make organizing more fun and effective
Deputy: Schedules biweekly check-ins for mentoring

Organizers: Propose venue and date, fill out budget template
Deputy: Reviews budget, approves it (this can be the deputy 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
Deputy: Reviews venue contract for any possible issues, discusses/resolves issues with organizing team, and then sends a Note in SupportPress to Cami, Andrea, or Josepha to get a signature.

Organizers: Start site design, recruiting local speakers, agree on WordCamp theme and program, set plan for collaboration

Cami, Andrea, or Josepha: Reviews & signs contract, pays deposit if needed

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Active planning phases Active planning phases

(We have divided tasks into a four-month active planning period, but this may vary.)

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Month 4 Month 4

Organizers: Announce date, launch site

Organizers: Post call for speakers, does outreach for local speakers, poll community re: wanted speakers

Deputy: 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

Deputy: 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

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Month 3 Month 3

Organizers: Open registration, design swag, anonymize speaker submissions & determine speakers, communicate with speakers, solicit/invoice/post sponsors.

Deputy: 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

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Month 2 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.

Deputy: 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

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WordCamp Month 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!

Deputy: 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. 🙂

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After WordCamp 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.

Deputy: Debriefs organizers, posts results of debrief on make.wordpress.org/community, advises on getting video to WordPress.tv.