DrupalCamp Bristol 2015

Hi Chris,

Just tweeted you before spotting this. I'll start with what we have so far to get the ball rolling...

Overview

Between MS and the DA we have managed to get the fiscal side of the camp setup. The official camp name is DrupalCamp Bristol and the camp number to be used on all correspondence is 2733. Kris Klinkhammer appears to be the best primary contact (kris@association.drupal.org) to date, however I've been in contact with a number of other DA numbers who can all help out in certain ways.

With that sorted it means I have taken the responsibility of "...fiscal activity and book keeping activities."

From Q+A's with the DA so far I have managed to get the following info to begin with:

• DA’s Fiscal support charges 10% of ticket sales and “Gross Revenue”. For this reason it is much more cost effective to get sponsors to pay for goods and services directly so they will be excluded from this charge. Effectively it is a charge for money passing through them.
• Eventbrite is the most useful ticketing system.
• Venue contract should be sent to DA first to check insurance/liability
• A Sponsor and Expense sheet will need to be be shared with DA.
• The DA preferred payment method is “wired/ACH funds”, with cheque following up as the 2nd preferred option.

Regarding the Sponsors and Expenses, I have got a Google Drive folder with some preliminary work done. Should I be sharing this publicly, or should we get an understanding of who the contributing team will be and share it with them only? Debating how transparent we should be with these things...

I've chatted to Alex Burrows who is working on a DC distribution for London (he is responsible for the DC London websites), so it would be good to use and collaborate with him on that, unless anybody has any preferred ideas?

Dates and Venue

It appears that getting the date and venue secured is the most important thing prior to publicising the event. So far I've found out:

2014 dates:

DrupalCamp London: 28 Feb to 2 March
DrupalCamp Yorkshire: 31 May - 1 June
DrupalCamp North East: 25 - 27 July
DrupalCamp NorthWest: 22 - 24 Nov

2015 dates:

Front End United: 18-19 April 2015
Bristol Uni Summer Vacation: Monday 15 June - Friday 18 September 2015

I've also been in contact with AtBristol and UoB who have offered Wills Hall, however I don't think either venue is suitable. All correspondence is in the DC Bristol Drive folder so once that is shared you can all decide why that is the case.

From last night's meetup it appears that Hamilton House is a good potential candidate.

TODO

I could setup a Basecamp Project if this is easier, but I think the main questions are:

1. Who want's to get involved and what part do they want to get involved with?
2. What date works best? A 6 month notice would be ideal.
3. Are there any other suitable venues we haven't mentioned?
4. Who are our potential sponsors? Will we have sponsor level tiers? How much do we expect the whole event to cost?
5. What setup works best? Weekdays, weekend or both? How will that change the format of the camp? I'd propose a Friday and Saturday with the aims of a Business Day on the Friday and session tracks on the Saturday. I think we'd get a good audience this way without leaving people out due to work and weekend commitments or their Drupal interests.
6. Who would make a good keynote speaker, and do we have to allocate budget for this? Who will also be prepared to submit sessions? I discussed last night that a Case Study and/or Training track would work well. There appears to be a few people who are keen to attend something similar to our basic Drupal training we done for the Global Training Days event at Hamilton House last year.

I'm sure that's enough to get the conversation fired up! Let me know how you want me to share materials and collaborate.

Rick

Hi Rick,

That all looks good to me, good work so far!

I'm keen to help wherever I can, organising, speaking, volunteering, etc.

I've asked the guys upstairs (Sift Media) if they can recommend any event spaces we might not have thought of as they organise a lot of events in Bristol.

I'll post up what they say when they get back to me.

I think a Basecamp project is probably the best way forward as we can keep track of all the tasks that need to be done.

Could you share the Google bits with me please? I love a good nose me! (tommym916 @ google)

Cheers

Tom

Hi All,

Read this a little while ago and thought it was really interesting:

https://groups.drupal.org/node/286068

Especially the 'what we would do differently next time' section

Cheers

Tom

I've chatted to Alex Burrows who is working on a DC distribution for London (he is responsible for the DC London websites), so it would be good to use and collaborate with him on that, unless anybody has any preferred ideas?

There's also https://www.drupal.org/project/cod, unless that's a bit heavy for this scenario. Jakob, the maintainer, is now working with me on the DA tech team which could be useful.

Weekdays, weekend or both?

It seems that Camps are usually over the weekends, but there would be some advantage to doing a Friday also.

What about maybe doing some code sprints as well on the Friday if people are around, and/or potentially on the Sunday for people who are still around? Anything we could do to get D8 out the door if it's not already by then would be great, and I can organise some Drupal.org tasks nearer the time if people are interested in working on that.

Some of the South Wales group members are keen to contribute and would benefit from attending a sprint and any informal mentoring that may be on offer.

Hi All,

Saw this on Drupal Planet earlier and thought it was an interesting read:

http://dougvann.com/blog/drupal-training-drupal-camps-and-why-we-need-mo...

Cheers

Tom