WordCamp Listing & Site Setup

Log in to https://central.wordcamp.org/wp-admin. Go to the WordCamps section.

WordCamps listing screen

For a repeat WordCamp, I recommend doing a search on this screen for the last WC in that city and opening that screen in a new tab so you can copy over things like email address, hashtag, Twitter account, etc.

For a new WordCamp, just click on Add New. You will be taken to the Create New WordCamp screen.

CReate New WC screen

Fill in the name with “WordCamp [City]” first. You can leave the description and featured image blank — the organizer can add those later once they have better idea of their event and have someone to make an image.

Scrolling down, fill in the appropriate information.

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Chances are they don’t have a date yet, so leave that blank. If they got a head start and do know the date, go ahead and fill it in. One-day WordCamps have the same start date and end date.

Enter the city/state/country as appropriate.

Under URL, type in the address for their new WC site. It should follow the format of https://[yyyy].[city].wordcamp.org. Check the box that says “create site in network” and the site will be automatically created when you save this listing, with the organizer pre-added as an admin.

Note that SSL certificates for new sites are issued within 12 hours after creation. If your newly created website did not receive a valid SSL certificate after 12 hours, please ping somebody on Slack.

Under email address, if it is a repeat WC, copy the address from last year. If it is a new one, you’ll need to ask Andrea, Cami, Josepha, Rocio, or Courtney to set up an address for you.

Scrolling down further…
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For a repeat WordCamp, copy the Twitter username and hashtag from the previous listing. For a new one, ask the organizer if they have set one up yet. We recommend #wc[3-letter airport code] as a general rule, but if there is an abbreviation or nickname that locals use that they want to use that’s fine. Just be sure it doesn’t duplicate another city’s code.

Number of Anticipated Attendees is what we will use to send swag and lanyards. Usually this won’t be certain until a venue is locked down, but you can put in the organizer’s early estimate. Just make sure to update this if needed when the venue is finalized.

In Multi-Event Sponsor Region, select “Western” for any event in North or South America, and “Eastern” for any event in Europe, Africa, or the Asia Pacific. Please don’t choose any other region; this setting defines what set of global sponsors will be notified when the event is published to the official schedule.

Enter the organizer’s name, wordpress.org username, and email address. This will add him or her to the new WordCamp site.

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If you have this information, go ahead and enter it, but you can leave it blank for now if they haven’t decided who will be handling various jobs on the organizing team. (Note that this screen will be changing to include more organizing team roles in the near future.) The shipping address will be given to sponsors in addition to being where swag get sent (at least for right now), so make sure it’s an address the organizer approves for this purpose.

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If a mentor has been assigned, enter that information here. This is up in the air for right now, but hopefully we will get this straightened out soon.

The rest of the form is venue information, which you won’t have until their venue is confirmed.

Go back up to the top and Save as Draft, or Pending if it’s ready to go on the sidebar on the Upcoming WordCamps page.

When you save the listing as Draft or Pending, then the new WordCamp site will be created and an email will automatically be sent to the organizer notifying him or her about the site having been created, so their team can start working on it. Logged in, they’ll see instructions:
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Logged out, people will see a Coming Soon page where they can subscribe to the blog or contact the organizers about getting involved:
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The Coming Soon page can be customized with colors and a logo at Settings → Coming Soon.