SANDCamp 2010 Wiki - Volunteer Here!

Hey Sandcampers, we're really excited about our annual event Sandcamp which is just around the corner! This years Event will be held at the Balboa Park Hall of Champions on the Saturday January 23rd and Sunday January 24th. These should be two exciting days of Drupaling and we can't wait to see everything take shape.

Registration is now open at http://sandcamp.org. Please be sure to complete your user profile at the camp website, incl. picture and bio. It really helps everyone to not feel like strangers.

Information for Beginners:
If you've never been to a Drupalcamp before, just reading up on some basic information can get you up to speed. Firstly, we love to show support to people who are new to Drupal, it's how we keep our community thriving. You can expect to get lots of help and guidance from Drupal veterans who want to help you get familiar with Drupal. Lots of first timers actually get up and propose their own session idea even if they've never been to a camp before. You can get up and talk if you choose, or sit back an take it all in, but if you're bold and you have something to talk about, you're welcome to speak, share, or just observe.

Sessions and speakers: Share your Drupal passion at our camp! Start thinking about what kind of things you'd like to talk about if you want to do a session of your own. Don't be shy, go ahead and post your session ideas.

Volunteering and tasks:

Organizer - We need someone to interface with the planning group and make sure all of the information we need is posted somewhere that people will be able to access it. This will probably involve writing some copy for the website, managing some google docs, and keeping people on task. SUSAN, CHRISTOPH and BRENDA

Financial and Sponsors - We've already got some sponsors in mind, we'll introduce you and get everything rolling, but someone has to go get the checks and make sure they make it to the event coordinator. KARL I will contact the sponsors and get a firm commitment from them. If you're interested in sponsoring, you can email me at karl.scheirer@gmail.com.

PR - We need someone or a group of people to post information about the event anywhere that potential attendees might see it. BRENDA, KATHY, CHRIS CHARLTON

Local Contact - Someone that knows the surrounding area hotels, restaurants and bars to help post info on nearby locations and assist out of towners with local information via email and site message boards. BECKI Will set up the after party and check hotel rates, as well as transportation to and from the party&hotels, also where to eat during the event.

Technical Administrator - On the day of the Event, we need people with good technical skills that can help presenters hookup to AV systems and such. JOEL, MIKE STEWART - could use 1 or 2 more.

Refreshments - Coffee is the most important thing we need to make our camp run. We had some great Coffee last year and we should be able to pull that off again. We'll also have some snacks and possibly lunch for one day, so we'll need someone to be on top of that. KATHY

Event Staff - People to work at the check in table and help provide information during the actual event days. CHRIS CHARLTON

Session Committee - A group to approve and schedule the camp out of proposed session ideas. CHRISTOPH I'll help with this. BRENDA count me in!

Drupal Doctor table - Brenda mentioned she'll do her Drupal Doctor table, and Andy mentioned a Drupal Genius table idea for Sunday. Seems to be the same thing, but needs more peeps than just Brenda. You will answer people's questions and troubleshoot their Drupal setup one-on-one. No need to be a ninja, but a patient, friendly attitude is a plus. Part-timers welcome. BRENDA, CHRISTOPH, CHRIS CHARLTON, KARL (I'm down for a few hours at least), others?

If you're interested in helping out with one of these positions, or if you want to know a little more about what's involved, email me[Contact form seems broken...try this one]

-Dru

Sponsorship Levels

Here's my initial idea, based largely on last years sponsorships. There's a couple ideas in here that I'd like feedback on...

1. A special "Platinum Sponsor" block that is featured on all pages of the website.
2. A short closing on Saturday to thank sponsors and organize people for the after party, disseminate any additional news.
3. Instead of a job fair, 1 session be devoted to Jobs. Companies sign up and get 5 minutes to talk about their positions, and the crowd is looking for work. Any sponsors would be given priority here if there aren't enough slot to accommodate all companies.
4. I'm going to ask for either Visa Gift Cards (a non-reloadable credit card with a fixed limit), or a Store Gift Card (Office Depot, Smart&Final, others?). Possible direct-to-vendor payments once we know what those are.

• *Individual* $50
  • Special Conference Badge
  • Link on the website
  • Thanks in the keynote
• *Silver* $250
  • Special Conference Badge
  • Listed on conference handout
  • Signage in the Breakroom
  • Banner on the website
  • Thanks in the keynote
• *Gold* $500
  • Special Conference Badge
  • Listed on conference handout
  • Table in the Breakroom
  • Banner posted in one session room
  • Banner on the website
  • Thanks in the keynote
• *Platinum* $1000
  • Special Conference Badge
  • Listed on conference handout
  • Table in the Breakroom
  • Named session room with skirt banner at the front of the room
  • Dedicated Platinum sponsor block on all pages of the website
  • Thanks in the keynote
  • Callout in Saturday's wrapup
• *Titanium* $2500
  • Special Conference Badge
  • Listed on conference handout
  • Table in the Breakroom with custom banner on the wall
  • Named session room with skirt banner at the front of the room
  • Dedicated Titanium sponsor block on all pages of the website
  • Thanks in the keynote on all 4 sessions
  • Callout in Saturday & Sunday wrapup

Possible direct-to-vendor sponsorships. I guessed on prices, I really have no idea! I'll need to coordinate these with whoever is handling food/bev vendors!

• Sat
  • Coffee all day - Lyons ($175-Karl)
  • Morning Breakfast (GBM - Pick up bagels & yogurt goodies)
  • Lunch ($10/per head - estimating 100/125/150 - Troy will check with T-deli)
  • Mid-afternoon sugar rush (need sponsor - does someone have a connection with Extraordinary Desserts?)
  • After Party (Need super-cool sponsor - thinking of Prado at happy hour - Becki)
• Sun
  • Coffee all day - Lyons ($175-Karl)
  • Morning Breakfast (GBM - Pick up bagels & yogurt goodies)
  • Lunch ($10/per head - estimating 100/125/150 - Troy will check with T-deli)
  • Mid-afternoon sugar rush (need sponsor - does someone have a connection with Extraordinary Desserts?)

Checklist - but don't freak out, it's easy as pie:

My thoughts on what needs to be thought about

• Now

  • Communication - Marketing
    • Web & social media
    • Personal invitation
    • Meetup
    • Eventbrite
  • Sponsors
    • Gift cards for donations
  • Sessions
    • Committee created
    • Ideas submitted
    • Sessions posted to website
  • Website
    • Group signup
    • Session calendar

• Two Weeks Before Event

  • Communication
    • Postings on Twitter, Meetup, Facebook
    • Daily posting on Drupal site
    • Invitations to the LA group, other nearby Drupal groups
    • Invitation
  • Food Hospitality
    • Drinks
    • Food
    • Utensils
    • Trash
  • General Hospitality
    • Signage
    • Bathrooms
    • Docents: people to give directions
    • White board
    • Setup & cleanup plan
  • Internal Communication
    • How are session changes communicated?
    • Web team
  • Security
    • Parking instructions
    • Overflow
    • Elevators / handicap access
  • Technical Team
    • Wifi
    • Projectors
    • Seating
    • Microphones
    • Battery
    • Video?
  • Post-camp Media Team
    • Write-ups
    • Post video / photos on website
    • Thank you notes to sponsors / donors
  • Signage & Sponsors
    • Banners & signage for sponsors
    • Event signage completed
    • Detailed map on website - printable

• One Week Before Event

  • Sessions
    • Finalized & posted on website
  • Communication
    • Final reminders sent
    • Signage and banners for table printed and accounted for
  • Hospitality
    • Final RSVPs and headcounts
  • Event Registration & Room Assignments
    • Who's registered

• Days Before Event

  • Gather all materials and deliver to site
  • Final checklist
  • Hookup equipment
  • Sessions confirmed
  • Badges printed
  • Sessions confirmed one last time
  • Registration material printed

• Day of Event

  • Bathrooms checked
  • Ice
  • Cleanup crew
  • Signage
  • Technical check