WordCamp Listing & Site Setup

This page’s latest update on Feb 17, 2023. New sections added:
– Link organizer agreement to the event application
– Create the WordCamp Site
– Connect Jetpack
– Flag the WordCamp as needing a mentor
– Set the WordCamp to the pre-planning stage
– Email the organizer

Once a 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. has been approved and we have received the signed organizer agreement (notification HelpScout with subject “WordCamp [WC NAME] Organizer Agreement has been signed by [ORGANIZER]), you can follow this complete guide on setting up a WordCamp’s brand new site along with all of the associated items.

After each section, don’t forget to click the “Update” button to update the status of the WordCamp tracker.

Link organizer agreement to the event application

Find the camp you’re working on within the WordCamp Central dashboard and open it up for editing. To find the camp, log in to https://central.wordcamp.org/wp-admin. Go to the WordCamps section. You can use the search bar or the filters. Click on the title to open the the WordCamp tracker page.

Once you’re there, do the following:

1. Add a private note with a link to the organizer agreement ticket in HelpScout.
2. Update the status to Needs E-mail Address.
3. Ask one of program managers (super deputies) to set up an address for you in case of a new WordCamp, or to reset the password and send it to the new organizer using the Google Workspace admin tool.
4. Add the WordCamp email address to the WordCamp tracker.
5. Set the Event timezone in the WordCamp tracker.
6. Once done, update the status to Needs Site.

Create the WordCamp site

Now you’re ready to create the WordCamp site:

1. Add the site URLURL A specific web address of a website or web page on the Internet, such as a website’s URL www.wordpress.org to the “URL” field in this format: https://cityname.wordcamp.org/yyyy/ (e.g. https://cityname.wordcamp.org/2021/).
   1. If the city has had a camp before, use the same name the previous sites used. Several parts of the site rely on consistent naming. For example, when setting up New York City, use nyc instead of newyork or newyorkcity for consistency.
2. Select the “Create site in network” option.
3. Update the “Multi-Event Sponsor Region”:
   • UNTIL FURTHER NOTICE. For all 2022 and 2023 non-flagship events: always set the sponsor region to “Excluded“.
   • To create the new site, push “Update” on the tracker, but do not change the status
   • Now that the site has been created, check the “Push new sponsor to site” box.
   • Note: flagship events do not get global sponsors.

Set the Event timezone in the WordCamp tracker.

Connect Jetpack

After you have created the WordCamp site, and once the SSLSSL Secure Socket Layer – Encryption from the server to the browser and back. Prevents prying eyes from seeing what you are sending between your browser and the server. certificate has propagated (this could take anywhere between a few minutes to 12-24 hours), don’t forget to connect Jetpack. You’ll need to ask one of program managers (super deputies) to connect it for you.

Update the status to Needs Crowdsignal account. (This step is in the process of being eliminated, but the step still exists in the tracker).

Flag the WordCamp as needing a mentor

1. Open Help Scout and find the new email titled “Does WordCamp CITYNAME, country need 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.?” (This might be in Closed tickets.)
2. TagTag Tag is one of the pre-defined taxonomies in WordPress. Users can add tags to their WordPress posts along with categories. However, while a category may cover a broad range of topics, tags are smaller in scope and focused to specific topics. Think of them as keywords used for topics discussed in a particular post. the ticket with wordcamp, CITYNAME, mentor
3. Find available event supporters (mentorsEvent 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.) asking in the #community-event-supporters SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. channel in the same country or region and ask if they can mentor the WordCamp. (for reference, you can check also the Mentors page on the Central site & the spreadsheet)
4. Close the ticket.

Update the WordCamp status to Needs to be Added to Pre-Planning Schedule.

Set the WordCamp to the pre-planning stage

This is the easiest step of all. Simply update the WordCamp status to In Pre-Planning.

Email the organizer

Throughout this process, the organizer would have received some automated emails saying that various things have been completed (site creation, Crowdsignal account creation, Google Drive sharing, etc.). Still, it’s always good to send them a more personal email at this point to clarify everything and make sure they’re all set up as required.

To send this email:

1. start a new ticket in Help Scout
2. use the saved reply titled “WORDCAMP: Site setup complete.“
3. replace the necessary text in both the body of the email and the associated URLs
4. send this to the cityname@wordcamp.org email address that you created earlier.

Additional information

• 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.
• The organizer’s name, 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/ username, and email address should be automatically added when the application comes in.
• The WC website will be created with the Coming Soon mode on. Organizer should not remove it until the WordCamp is added to the official schedule.