This guide outlines the role of a WordPress Campus Connect (WPCC) 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. (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.) in guiding a Campus Connect organizer through the entire event lifecycle, from the initial application to post-event reporting and follow-up.
The mentor’s role is to act as a consistent guide, checking in regularly with the organizer to assist them with their questions, event timeline, help identify issues, and find solutions.
Phase 1: Application and Event Approval
Your mentorship begins when the organizer decides to host an event.
| Organizer Step | Mentor’s Role | Key Details for Mentor to Verify |
| Apply to Organize | Ensure the organizer submits the official application at least six weeks before the planned event date. | The organizer must use the official Apply to Organize a WordPress Campus Connect Event form. |
| Vetting and Approval | Start preparing the mentor for application approval post steps. | The organizer will receive an email to schedule an orientation call and sign the Event Organizer Agreement upon approval. |
| Initial Resource Setup | Confirm the organizer has received and understands the initial resources provided after orientation. | Resources include a dedicated website, an event email address (if requested), the event tracker, and the budget form. |
| Budget Planning | Guide the organizer in gathering realistic estimates for all planned expenses before submitting the budget. | The Global Sponsorship Program provides funding up to USD 300. Realistic estimates simplify financial reporting. |
| Ongoing Support | Direct the organizer to the official support channel for quick questions. | Remind them to use the #campusconnect channel in WordPress.org Slack for day-to-day questions. |
Phase 2: Pre-Event Planning (Post-Approval to Event Day)
This is the most time-intensive phase, covered primarily by the Pre-Event Planning section of the Organizer Playbook. Your role is to support the organizer’s timeline and event structure.
- Planning Timeline: Help the organizer set and stick to deadlines based on the Planning Timeline sub-chapter.
- Outreach & Partnerships: Advise on effective campus outreach strategies and potential partnerships (e.g., faculty, student clubs) to maximize attendance and support.
- Sponsorship & Logistics: Review the organizer’s logistics plan (venue, equipment, accessibilityAccessibility Accessibility (commonly shortened to a11y) refers to the design of products, devices, services, or environments for people with disabilities. The concept of accessible design ensures both “direct access” (i.e. unassisted) and “indirect access” meaning compatibility with a person’s assistive technology (for example, computer screen readers). (https://en.wikipedia.org/wiki/Accessibility)) and sponsorship efforts. Ensure any local fundraising or in-kind sponsorships are properly tracked.
- Workshop Design: Guide the organizer in selecting and preparing the event content and delivery method, ensuring it meets the program’s standards and is engaging for students.
Phase 3: Event Execution
- Program Content & Delivery: Check in with the organizer shortly before the event to confirm all content (presentations, workshops) and delivery methods are ready for use.
- Event Day: Serve as a point of contact for the organizer to help triage any unexpected issues that arise on the day of the event, and help guide them toward
Phase 4: Post-Event Activities and Measuring Impact
This phase is critical for the long-term success and reporting of the program. Ensure the organizer follows all steps promptly after the event concludes.
| Post-Event Activity | Mentor’s Role | Key Deliverables to Track |
| Post-Event Feedback | Remind the organizer to complete the official surveys immediately after the event closes. | Organizer Survey and Attendee Survey completion using the provided forms. |
| Reporting | Guide the organizer in compiling the event report and cross-posting the outcomes. | A brief post-event report must be submitted, sharing:Number of participantsProjects createdOrganizers, facilitators, and 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./Event Supporters involvedSuccess stories The report should be shared in the #campusconnect 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. |
| Tracking Engagement | Encourage the organizer to monitor and document how many students continue their learning or contribution after the event. | Data on student involvement in other WordPress community avenues. |
| Future Engagement Pitch | Encourage the organizer to pursue next steps that foster a long-term WordPress presence on campus. | Advise on pitching the formation of an official WordPress Student Club or pursuing a WordPress Credits Program partnership with the campus. |
General Mentorship Best Practices:
- Regular Check-ins: Maintain your meeting cadence to keep the organizer on track.
- Focus on Problem-Solving: Your primary goal is to help the organizer identify their issues and then identify solutions for them. Avoid simply doing the work for them.
- Documentation: Encourage the organizer to document their process, as this helps with future event handovers and their personal growth.
