WordCamp Administration Milestones

Due to the COVID-19 pandemic, most WordPress events are online. Please refer to our online events handbook.

For communities where COVID-19 has been more effectively contained or have easy access to COVID-19 vaccination and/or testing, returning to hosting an in-person meetupMeetup 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. event is possible, with caution, using the resources provided. If you plan to move forward with an in-person meetup, you must use the provided checklist .

Application phase Application phase

Application Application

Organizer: Fills out organizer application

DeputyDeputy Community Deputies are a team of people all over the world who review WordCamp and Meetup applications, interview lead organizers, and generally keep things moving at WordCamp Central. Find more about deputies in our Community Deputy Handbook.: 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 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.

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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 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.

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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 Cami, Andrea, Josepha, Hugh, Rocío, or Courtney and ‘SuperDeputies’)
  • creates city@wordcamp.org email address (and/or sets/updates the forward) (this is still restricted toCami, Andrea, Josepha, Hugh, Rocío, or 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 mentorMentor 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..

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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 Help Scout to Cami, Andrea, Josepha, Hugh, Rocío, or Courtney to get a signature.

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

Cami, Andrea, Josepha, Hugh, Rocío, or Courtney: 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.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.

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