Runbook

Checklist for running BarCamp

6 Months Before

Hold meeting
- build a committee + mailing-list/thread
Book venue
Setup branding
- Twitter
  - Header
  - Description
- Facebook
  - Header
  - Description
Announce event on social media
Seek supporters (logos)
Identify local events to cross-promote/speak at
- Assign dates to people

3 Months Before

Hold a progress meeting
- Have a date in advance
Venue
- Risk assessment
  - Security? First Aiders?
  - Fire stewards?
  - Electrical equipment, PAT Testing
  - Under 18s
  - Rubbish?
  - Responsible names
  - Tables? Setup-Teardown, Trollys for heavy equipment?
  - Cleanup tools (slipping?`)
- Catering discussion
  - Rough numbers
- Notify
  - AV
  - Security
- Other
  - Parking arrangements
  - Wifi Guest details
Setup digital signage
Get in touch with cool possible speakers
- Get them to tweet
Organize after party/gathering space
Consider puzzles/prizes at event
Investigate Video-Camera Equipment hire
Investigate coffee/catering provision
- Food quote
- Coffee
Setup social media post auto/queue/timeline
- e.g. [[social_posts]]
- Setup posts for during the event (where the pizzas are etc)
- Setup posts for after the event (thanking sponsors and attendees)
Attend local tech events to cross promote
Ask hosting venues marketing team to assist in cross promotion (make them aware of what the event is)
Parking investigation

1 Month Before

Hold a progress meeting
- Have a date in advance
Print Vinyl Banners
Print Mugs (2 weeks before)
Cement coffee provision + catering?
- Get quotes from food suppliers
Consider ways to identify volunteers/staff
- Bulk buy cheap plain colour tshirts £2.50 each?
  - https://www.ebay.co.uk/itm/283283832702
Trophies/Prizes?
- Buy and cute gifts or trophies
Who will monitor social media during the event?
- Twitter
- Facebook
- Discord
  - Reports/Harassment
Book venue for after gathering
Parking cementing arrangements
Refresh/add social media post auto/queue/timeline

1 Week Before

Setup timing email for attendees (3 days before)
- Code of conduct
- What to bring
- Talk prep
- Swap shop
- Parking
- (reflect this on the website too - people don't read emails)
Purchase
- Cans of Drink and Snacks
- (Book Pizzas's?)
Print
- Badges (with names)
  - Double check the name list - many sponsors/supports or people close to the project don't sign up for tickets - add them manually
  - Consider what to do about people signing up the day before
- Code of conduct
- Privacy policy
- Signs
  - Direction Arrows to building + identify locations + ways to attach these
  - Photography will happen
  - Room signs
- Lists
  - Registration list + I have read code of conduct
  - Emergency contact numbers/names
Consider venue/room layout
- Social/demo space
Check Room AV Tech
Book a feedback meeting (learning for next year, etc)
Recruit volunteers for roles
Setup talk online/open talk grid document
Setup "On the day" section of website
- hashtag
Trophies for awards?
Check powerpoint presentation sites (are they still there)

1 Day Before

Badges

Catering

Confirm Catering

Equipment

Printing
- Signs
  - Rooms
  - Directions
  - SwapShop
- Attendee List
- Code of conduct
Foyer
- Projector - Foyer - displaying timetable
- Power extender cassettes
Signage
- DuckTape (for cables) + Trunking?
- Masking tape (for signs)
Cleaning
- Cleaning Spray
- Vacuum Cleaner
- Black sacks
Adaptors for projector/display USB-c, displayport, HDMI, etc
White board pens + cleaner
Food/Drink
- Paper tablecloths
- Paper Plates
- Water
- Fruit? Snacks?
Video Camera + Xoom Box

Website

Setup link to talk grid
Parking