5 Easy Steps to Planning a RootsCamp!!
1. Add your city to the homepage. Then, copy the RootsCamp___Template (homepage, signup page, proposed sessions page, etc.) into the blank city page and replace all the ___'s (3 underscores) with the initials for your city (NYC, LV, Manch, etc). Email and/or join the RootsCamp planning email list -- we (the other people planning rootscamps) will be happy to help you get started!
2. Setup a planning committee email list. We suggest www.googlegroups.com. It only takes 5 min to set up. There’s a link on the site (by default) where participants who want to help out can join your city’s Google group. While planners are necessary to push things forward, the more you can share the responsibility, the better -- for you, for the event and for the other participants!
3. Find a venue & sponsors. Definitely the hardest part of the process. Ideally, you want a donated space with both a large gathering area and breakout rooms, where participants are free to stay the entire weekend. It shouldn’t be expensive to put on, but you do need money for food. It’s also nice to get sponsorship for t-shirts, snacks, and other goodies.
4. Get the word out! This is the MOST important part. Invite some people you know will draw in other participants. Ask everyone who signs up to recruit someone. Contact local progressive groups to invite them as well.
5. Plan for the day-of. There are lots of sample schedules and event descriptions linked from www.rootscamp.org. The basic structure of the camp is explained here: http://rootscamp.org/BasicStructure
Don’t forget to have fun! There's only so much planning you can do. People need to experience the un-conference format to really "get" what you do at one. Not everything will go as planned, of course, but the ecosystem of an event like RootsCamp will work those kinks out.
See also -- helpful stuff from the BarCamp world:
Check it out
Things that ChristopherStJohn has wondered about BarCampDallas:
How to deal with sponsors?
Chris Messina pointed out that cash donations for the original BarCamp were limited to $200, and went into a paypal account. He also suggested that donations of stuff, rather than cash, were easier to deal with. DavidCrow and JayGoldman have been working with a cash donation limit of $250 for the Toronto BarCamps, also to a PayPal account.
How to make decisions?
For example, let's say a local company offers a venue. At some point, there needs to be a final yes/no answer. How were these sorts of decisions made at the original BarCamp? Amsterdam? Does the fact that we have months rather than days make things harder or easier?
Am I worrying about organizational issues too much? (Or too little?)
Am I being too old-school? Having helped out at company-run user conferences, I have a certain set of expectations that may not apply. How radically ad-hoc is it possible to get before it gets ugly?
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