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Difference between revisions of "How to Organize a JoomlaDay™"

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(Legal, Organizational, and Fiscal Considerations)
(Logo usage)
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===Logo usage===
 
===Logo usage===
 
The easy way is to use the conditional Joomla!Day Logos, you can use them without any aproval process. If you like to use the Joomla! logo you have to send in a logo usage request and go thru that process. It is strongly recommended to use the conditional logos.
 
The easy way is to use the conditional Joomla!Day Logos, you can use them without any aproval process. If you like to use the Joomla! logo you have to send in a logo usage request and go thru that process. It is strongly recommended to use the conditional logos.
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Conditial Logo:
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[[File:Joomladay-logo-white.png]]
  
 
== Building the Right Website ==
 
== Building the Right Website ==

Revision as of 01:05, 19 October 2011

Creating a Joomla!Day requires a combination of good leadership, teamwork, and lots of energy. A successful Joomla!Day isn't measured solely on the number of attendees, but rather the value of the information shared and the new connections made within the local community. This is a simple guide that Joomla!Day organizers can use in creating their own Joomla!Days. Even better, this page should be used by past Joomla!Day organizers to share their knowledge. The more information the better!


Contents

First Steps and some Basics

The best way to start is building a small team. This team should meet regularly and the members of the team should be informed about all the things that are going on. Keep this team small 3 or 4 people are a good size, if you have more that finding a meeting time will become more complicated and the meetings will be take more time.

Document what you have discussed in the meetings, an easy way is to do that is within the meeting with a shared document, google docs is quite good for that. Doing minutes after the meeting will put that job on someones shoulder and someones todo-list and that results often in not having any documentation. Most people are some kind of lazy and writing minutes of a meeting is far from fun.

Start small with your event, you can extent it later but it is easier to extent then to reduce.

Legal, Organizational, and Fiscal Considerations

To make an official Joomla!day you have to follow some rules. This can be quite simple or complicated depending on your decisions.

Requesting a Joomla!Day

If you know the date and the city you will make your Joomla!day you should send in your request for a Joomla!day. You can do that over a simple form at the OSM Website

Domain usage request

When you make your first Joomla!Day you normally don't have a domain you can use for the Joomla!Day website. Something like joomladay followed by your top level domain is a good choice e.g joomladay.de or joomladay.nl. It is not the best idea to add the year or something else to the domain name, because you can not reuse the domain next year and you have to go to the approval process again. So keep it simple! It is necessary that you have a running website at the domain you'll use. If you don't have the website but some mockups or graphics then you should make this available. Here is the link to the domain request form

Logo usage

The easy way is to use the conditional Joomla!Day Logos, you can use them without any aproval process. If you like to use the Joomla! logo you have to send in a logo usage request and go thru that process. It is strongly recommended to use the conditional logos.

Conditial Logo:

Joomladay-logo-white.png

Building the Right Website

Don't forget to include prominent and appropriate places in your site for your sponsors


Choosing a City

The city where the event shall be should be easy to reach for the targeted audience. Public transportation should be available to the city and to the venue. There should also be enough hotels (check prices!).

Larger cities offer better infrastructure, but mostly the venues are more expensive. Don't forget to check smaller cities with good infrastructure.

Checklist:

  • possibly in the centre of your country / region
  • public transportation (airport, train, bus)
  • Hotels / Hostels
  • available locations for social events
  • price range of available venues

The final decision for the city should be made together with the venue.

Choosing a Venue

Before choosing the venue, some key facts should be planned:

  • expected number of attendees (audience + team + speaker + sponsors)
  • rough timetable (how many rooms?)
  • catering
  • BUDGET

There are a lot of different types of venues possible: conference hotels, companies, university, ... All of them have advantages and disadvantages. A venue at a university can be very cheap - but normally, you have to care for everything on your own (technical equipment, catering, cleaning, ...) while conference hotels offer full service, but are most expensive.

When you compare the prices for the venues, don't forget to include the technical equipment (Beamer, WiFi, Whiteboards, Sound, ...). If this is not included, this may be expensive to rent.

Choosing a Date and Time

Check the following dates:

  • vacation / holidays
  • other large events in the selected city
  • other events in the Joomla-Community (esp. if you plan to invite international speakers)
  • other web/development related events

There should be at least 2 weeks between other similar events.

The event should be planned at least (!) 6 - 8 months in advance!

Choosing the Schedule Structure

Lecture, breakout rooms, and unconference modes.

Lecture

Breakout Rooms

Unconference

Choosing Speakers

Where possible you should aim to have local speakers. Having international speakers can be a great attraction for your event but try to avoid having too many speakers who are not presenting in the native language of the JoomlaDay.

Finding Fiscal Support and Sponsors

When you try to find sponsors, don't forget that you are dealing with companies. They expect professional and reliable information and agreements.

Before contacting sponsors, prepare

  • sponsoring options (e.g. gold-sponsor, silver-sponsor, ...)
  • sponsoring packages (what does the sponsor get)
  • prices for options and packages
  • sponsoring contract and invoice
  • some information about Joomla, the event and the expected audience
  • one person in the team should be responsible for the sponsors
  • create a list of possible sponsors
  • set up a webpage for sponsors
  • set up an emailaddress like sponsor@yourevent.tld

Running an Efficient Give-Away