There have been several requests for a proposal outline for the next DrupalCon.
Costs and sponsorship guidelines
- Proposal should indicate whether it is: for profit, profit sharing with the Drupal association, or not-for-profit.
- Indicate the number of free or sponsored individuals (Speakers, Sponsors, Volunteers, Students) etc.
- Individual revenue generating sub-events: sponsored meals with company presentation and appropriate promotion. Paid for job-fair. Paid for training sessions. Paid for business meetings. Paid for company expo.
- Sponsorship structure with benefits for sponsors. See fund raising guidelines below.
Time frame guidelines
- Before mid-2008 in North America, second half 2008 in Europe, first half 2009 in North America. Proposals for Africa, Asia, and South America welcome.
- Must avoid major religious holidays (Easter, Passover...)
- Must avoid other major web conferences (SXSW, etc.)
Venue Guidelines
- Aim for 800-1000 attendees, spread out of several days with a smaller maximum capacity
- Main room for keynotes, big enough for roughly 800-1000 people (including standing postions)
- 4 Rooms to support 4 tracks, with beamers, microphones and cameras
- Good wifi, preferably multiple ssid's for participants and presenters
- Good Internet connection, 10Mbps or higher
- At least SSH, HTTP(S), CVS, and IRC access
- Ample power outlets, printers and preferably physical security
- Rooms for developers to program
- Rooms for BoFs
- Accommodations for private events prior to and post DrupalCon
- Proximity to restaurants, for groups to do meals
- Accomodations included or inexpensive, a major bonus.
At the event
- Name tags
- Welcome bags, t-shirts etc
- Some people from the organization full time on site for questions
- Major conference social opportunities for an organized conference social activity
Fundraising Guidelines
- More than 50% sponsorships
- Less than 50% attendance fees
- Try to keep attendance fees low; in the $100 range on average, if possible (analogous to the 50 Euro attendance fee in Barcelona).
- The Drupal Association will provide seed capital for the event up to 25%, e.g. $37 500 with a budget and receipts for conference facilities to boot strap and secure facilities and resources in advance.
Staffing Guidelines
- One organizer, 4 weeks full time prior to the conference, either paid or hired staff
- Another organizer, 8 hours per week 4 months prior to the conference to do logistics and basic accounting.
- At least 4 people "on the ground" to help with the conference as it happens.
Schedule, session, speaker, community collaboration guidelines
- Please indicate how you will maintain schedule quality
- Please indicate how you ensure quality sessions and support speakers
- Please indicate how the conference will support the needs of community particularly Drupal core developer collaboration and market growth opportunities