This page is intended to help guide the organisation of the BarCamp. It lists tasks that need to be done and when. It is not intended to detail every step, just the major activities and milestones. It will probably never be complete, but at least it is a start.

Entries are in chronological order with due dates expressed as "T-60", meaning 60 days before the start of the conference or "T+5" meaning 5 days after the end of the conference.

Top Tips for a Successful Event

  1. don't panic - it's a barcamp the key is to let it self organise
  2. invite a handful of people that you know will get the day started with a bang - the rest should self organise
  3. don't bow to the pressure of pre-arranging things - it puts people off doing impromptu stuff
  4. venue and atmosphere are critical
  5. don't take it too seriously
  6. have someone local who knows the fun stuff, have some who has organised a BarCamp before

  7. get as many people together as possible the night before in a social setting
  8. be clear about how it works in the welcome session
  9. encourage everyone to participate in some way - taking photo's managing the schedule, wandering around telling stories, introducing people to others
  10. focus on fun and networking rather than dissemination and learning (they come naturally if you manage to make it fun together)

Schedule of Activities

All new entries should use the following template:

TITLE OF TASK

SHORT DESCRIPTION OF THE TASK

Due Date

THE TASK DUE DATE

Details Page

LINK TO A PAGE WITH MORE DETAILS

Secure local support

For a BarCampApache to work you need at least two organisers, 1) a local Apache Committer 2) a well connected local

Due Date

T-80

Details Page

TODO

Secure a BarCamp mentor

If you haven't run a BarCamp before, identify a mentor to help advise and guide you through the process. This could be a local BarCamp organiser, or ask ConCom

Due Date

T-80

Details Page

TODO

Secure ConCom support

You should indicate your intentions by sending an email to concom@apache.org. In order for your event to run as an official BarCamp Apache you will need the support of ConCom - but that's what we are there for, so it isn't hard to get that support

Due Date

T-75

Details Page

TODO

Secure Apache Logo

As long as your event looks like it will succeed and has the support of 3 ASF members then the ASF will give permission to use the BarCampApache logo

Due Date

T-70

Details Page

TODO

Venue

Without a venue you have nothing.

Due Date

T-60

Details Page

TODO

Add to BarCamp Wiki

Add a page on barcamp.org and link from BarCampApache wiki page

Due Date

T-60

Details Page

TODO

Draw a rough budget

How much do you need for the venue, food, swag etc? What order will things be funded in as sponsors sign up? ConCom may be able to help with a little bit with advice and small scale funding, and this can also guide you when you seek local sponsorship.

Due Date

T-60

Details Page

TODO

Figure out how to get the word out

How are you going to do your publicity? Are there local events you should advertise at? Are there some local mailing lists you'll want to post to? Are there some well connected bloggers or tweeters you should reach out to? Hopefully your local organisers should be able to help with this

Due Date

T-60

Details Page

TODO

Publicise

Publicise the barcamp as widely as possible, both locally (events, mailing lists, local bloggers) and more broadly (upcoming.com, Facebook, Twitter, LinkedIn etc.)

Due Date

T-40

Details Page

TODO

Sponsors

The ASF may be able to help with sponsorship, but you really need to seek local sponsors, this needs to be done through the PRC.

Due Date

T-30

Details Page

TODO

Lunch

If you can provide lunch on-site, discussions continue and things remain engaged. If people go off for lunch, you loose them for hours. Even if you have to buy some loaves of bread and make sandwiches yourself, provide lunch if you can!

Due Date

T-10

Details Page

TODO

Swag

You need giveaways. T-Shirts are common, at BarCampOxford we went with mugs which I particularly liked. Find sponsors for these.

Due Date

T-10

Details Page

TODO

Equipment

Ensure all things needed will be available: e.g. projectors, paper, flip charts, markers, pens, nametags, rubbish bags, blue tac, etc. Put the list on the wiki and try to get people to bring or donate as many of these as possible. Borrowing is way better than buying whenever possible.

Due Date

T-10

Details Page

TODO

BarCampNotes (last edited 2012-01-23 20:55:32 by NickBurch)