Planning DrupalCamp Goa 2018 ( DrupalCamp on Sand and a beach! )

Great news. If you have decided to go for it, you need to start the process ASAP, as we have little time in hand. I would love to volunteer and join you guys.

This is great news. All the best with preparations.

Sadly, the dates don't work out for me. I'd have loved to attend otherwise.

Great to hear the news, would love to help.

Hi, This was shared by Josef. Hope this will help.

Start early, keep moving & stay focused

1. 6 months: Pre-planning:
   --> Find your team
   --> Scope the camp: which are your target groups, how many people are you comfortable with handling & can you expect?
   --> Define the theme
   --> Secure the date & venue: This is critical. Avoid overlaps with other important events & find a suitable venue early on.
   --> Sponsoring: Compile lists of possible sponsors and telephone numbers. Sponsorship packages must be planned. Attempt to have photos and information of the venue and event and especially stands early (exact dimensions, table dimensions, chairs, stools, etc.)
   --> Start making check-lists.

2. 5 months: Get started
   --> Plan for major milestones ahead: website launch, ticket sales, call for sessions, important meetings (venue)
   --> Setup your team: define responsibilities (coordination, venue contact, catering, logistics, sponsoring, website, social media, press, speaker invites, accommodation, financials, design & graphics, sprints, photo, video, volunteers, ...)
   --> Spread the word: Get your peers excited & communicate with people that matter to the event (never forget your team :).
   --> Sponsoring: Contact sponsors of the previous years as early as possible. Get a hotel, party, catering and location sponsor where possible. Sponsorship packages should be finalized now. Do mailings for possible sponsors. Apply for support from universities and the Drupal Association.
   --> Set-up the website, social media channels
   --> Identify possible keynote speakers & tracks according to your conference theme & target groups

3. 4 months: Launch the event-site
   --> Like with anything that you want to promote: make it shiny & clear. your visual identity should reflect what people can expect from the conference and make people excited about attending / being part of it.
   --> Allow people to sign-up early on. Lower entry barriers and allow people to subscribe to a newsletter without purchasing tickets right-away.
   --> Put up some basic info: What's cool about the conference? Which contents can we expect? Who will be coming? Venue, Date, Scope, Cost, ...
   --> Cause excitement & motivate people to act based on campaigning: try to spread out some peek-events during the pre-conference phase. Examples are: early-bird tickets available, call for papers opened. tickets or papers call closes. you may plan some buffers and extend deadlines because some people just tend to miss the first deadline :)

4. 3 months: Get real
   --> Ticketing: early-bird rates.
   --> Start a call for papers: provide speaker information as available tracks.
   --> Support speakers: if financials permit, try to invite featured speakers.

5. Until the conference: Juggle deadlines, team & day 0:
   Keep your people in the loop. Especially for volunteer-based work you should put a special emphasis on clear communications & task distribution within the team
   --> Venue - confirm that legal aspects are being taken care of, he expected number of attendees fits the venue, and that other primary needs are ok: security, toilets, catering, wireless network, power supplies, registration desk, sponsor booths, conference rooms, speaker setup with video, audio etc, recordings
   --> Accommodation - when inviting speakers & others, coordination complexity rises as you need to communicate logistics with those being invited and book them hotels etc. try to reserve some contingents ahead, this is also helpful for the general audience which can be pointed as possible hotel options
   --> Room capacities
   --> Catering
   --> Registration - you'll need some stuff prepared that usually gets handed over in a welcome bag: badges, program folder, sponsor materials, etc. all that needs to be prepared prior to the conference. you may also hand-out other cool stuff like t-shirts
   --> Logistics - before the conference, plan to move some stuff around. all the things that go into the welcome bags, t-shirts, roll-ups. cables if you implement your own power supplies in addition to those available at the venue.
   --> Signage - make sure that people will find their way to and around the conference by using both the virtual as the online world. on the event-site plan for arrows & floor plans to help your people find their ways. With all those things going on, make sure that your channels to the aspiring audience are in good shape: social media & website should keep people excited while you are working hard behind the scenes.

This is a fantastic idea to boost Drupal Goa community.
Please count me in for all the help and volunteering.
Cheers :)

Awesome! Let's discuss about it at DrupalCamp Hyderabad 2017 on March 5th and also do some campaigning in the event. URL: https://2107.drupalhyderabad.org

Let's collaborate to promote Drupal all over India. :)

Great news. let me know if I'll be able to help out there.

//Naveen

Please take help of other communities to plan the camp specially Delhi, Pune, Hyderabad.

Some inputs

1. Website : take download from other community camp website and spin up the new theme and feature as needed.

2. Sessions: There is interesting discussion going on w.r.t session selection criteria. I am not sure but Hyderabad community has done this some other way like regular criteria. Please check with @shiva and hussainweb.

3. Camp Dates: Please decided asap since it should not get conflict with other camp/con events.

4. Make everything open to community in terms of roadmap, action plans, timelines, volunteers etc.

5. In terms of venue : IIT Goa will be best option.

6. Shout out for volunteers form DCP , DCD, DCH

I am excited for Drupal camp Goa. :)

Sounds like a lot of fun! I'll try to make it.

This really sounds like a lot of fun! I have got this information in from Drupal Camp Mumbai.
Can we connect for some discussion?

Hello gaurangagg,

I have subscribed for this event as a volunteer for helping this Great event.

However, I have not received any update from team.

Will event be postponed or have you changed the date?

Thanks,
Parag Kuhikar
9998843959
Ahmedabad, India

Hey Guys- We're joining today at 4 PM for a quick planning call. See if you can join.

Here's the webex link: https://srijantech.my.webex.com/join/gaurav.mishra