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BarCampLA 7Planning

Page history last edited by Jason Cosper 14 years, 1 month ago

BarCampLA-7 Planning


This page is intended for use by everyone involved in planning the upcoming BarCampLA-7. Make any appropriate changes. Happy editing!




The venue is the OTX Research office space in Culver City on Jefferson Blvd, one block East of Overland.


Proof of insurance was the major delay in getting confirmation, and approval from the CEO and CFO - but we're now 99.9% confirmed.


Need to revise this budget to make sure it is as accurate as possible, and see where we can cut costs. This budget below is from past BarCampLAs


$5000 - $6000 estimate.


Item Cost
Parking 50 (in quarters)
Event Insurance 441.69
Tables/Chairs 439.04
Office Supplies 200
Coffee and Supplies 160
Muffins (Sunday) 47.92
Bagels (Sunday) 31.92
Fruit 80
Juice 20
Misc. 30
Water 80.85
Soda 127.5
Napkins 10.39
Plates/Cups/Cutlery 50
Lunch (Saturday) 600
Lunch (Sunday) 600
Dinner (Saturday) 1000
Printing 20
T-shirts (size breakdown) 1397.5
Ice 100
Cleaning 50


During Event Tasks


  • Set-up
  • Pick Up Coffee
  • Pick Up Ice
  • Pick Up Lunch
  • Bring Beer
  • General Facilities Support



  • Set Out Breakfast
  • Pick Up Coffee
  • Pick Up Ice
  • Pick Up Lunch
  • General Facilities Support
  • Tear-Down/Clean Up


Things to be Brought

  • A few good bread knives (have from last time)
  • Cutting Boards
  • Toaster
  • Gong
  • Projectors (we need at least 3)
    • Projector 1
    • Projector 2
    • Projector 3
  • Projector Screens (nice to have, but not necessary this time)
  • Extension Cords
  • PA System
  • DJ/Sound Equipment
  • Video Game Systems
    • PS3 or XBox
      • Rock Band
    • Wii
  • Vacuum Cleaner
  • Large buckets/barrels/coolers for drinks (4-6)


Shopping Lists


Home Depot

  • Caution tape
  • Red masking tape
  • 2 large trash cans


Office Supplies

  • Name Badges
  • Sharpies (Dozen, assorted colors)
  • Large (5 x 7, I think) Post-Its
  • Legal pads (2)
  • Cheap pens (Dozen)
  • everything else we have leftover from last time


Grocery Store

  • Trash bags (yard size)
  • Large pack of paper towels
  • Cleaning wipes
  • 2 tubs of Cream Cheese
  • 1 bunch of Bananas
  • 2 dozen bagels
  • 12 assorted muffins



  • 6 packs of muffins
  • 6 dozen assorted bagels
  • 2 large jugs of Orange Juice
  • Fruit
    • Big tray of apples
    • Large container of grapes
  • 2 Boxes of Granola Bars (48 to 60 ct.)
  • Snacks
    • 2 large boxes of assorted individual bags of chips
    • Large box of Cheez-Its
    • Large bag of Chex Party Mix
  • 450 Paper Plates
  • 450 Forks/Knives/Spoons
  • 250 Plastic Cups
  • 500 Napkins



  • 8 cases of (generic) bottled water


  • Cases of soda
    • 4 cases Coke
    • 4 cases Diet Coke
    • 4 cases Sprite
    • 4 cases Dr. Pepper
    • 4 cases Mtn. Dew



  • Kitchen will pick up the keg between 6pm & 7pm at King's Liquor, Santa Monica. {Google Maps]


Ice Runs 



Here's a list of signs we need to make.  This isn't comprehensive, just kind of a thrown-together list so we don't forget some :D

  • parking sign.  We need to make up signs to place at the entrances to the parking lot saying something like "BarCampers, park in OTX spaces ONLY or you WILL be TOWED"  and then maybe (unless they're already posted) have the name/number of the towing company who would be towing the cars, just in case.
  • track signs, probably should put them at the entrance of the building, and near The Wall.
  • restroom signs
  • off limits signs
  • wifi network signs (it'll be open, no wep,and probably just be 'barcampla7')
  • should probably place some signs in the parking lot and on the other doors in the building directing barcampers to the front entrance.
  • maybe in addition to putting red masking tape over the network ports we can just cover them up with a sheet of paper, and on the back say something like "DO NOT TOUCH UNDER PENALTY OF DEATH" or something like that? :P  so if someone pulls one off they'll see the text on the back and hopefully leave it alone :D
  • also, signs for the water bottles around the vending machines to tell people to leave them alone, that they're OTX only, not for barcamp
  • maybe some signs saying to follow @barcampla on twitter for updates?  I dunno.