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How to Organize a JoomlaDay™

From Joomla! Documentation

Revision as of 04:56, 18 October 2011 by Brian (Talk | contribs)

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.

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

Building the Right Website

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

Legal, Organizational, and Fiscal Considerations