Checklist for Organizing a Barcamp:

People

Event Volunteers:

• Receptionists (2-3): Your name here
  • Welcome attendees
  • Make them sign in
    • Name
    • Affiliation (school or company)
    • URL (website or blog)
    • Email
    • Phone
  • Give them badges
  • Give them a welcome packet
    • Map of rooms, bathroom, vending machines
    • Explanation of format
    • Instructions for communication during and after the event (See BarCampSaigonCommunication) and what tags
  • Direct them to the appropriate initial room
• Food & Beverage manager (1): Your name here
  • Manage the catering staff
• Press liaison (1-2): Your name here
  • Before the event:
    • Contact as many newspapers and magazines that cover technology as possible
    • Send them a press kit
    • Stay in communication with the press who intend to get there. Get their mobile numbers.
    • Remind the press of the event the day before the event
  • During the event:
    • Make sure the press has found the location by calling them on their mobiles.
    • Welcome members of the press and explain to them the format and schedule when they come in and during the day
    • During the day, point out sessions to the journalists that could be helpful to write articles, e.g.: sessions about local Vietnamese startups, interesting uses of new technology by Vietnamese. Probably the easiest sessions for them to understand will be in Vietnamese language.
    • Keep track of key participants that give interesting sessions or can give good perspectives of what they got out of the event. Identify participants in different categories (sponsors, local Vietnamese technologists, expats in VN, foreign technologists traveling just for the conference, etc.) and ask them if they are willing to be interviewed.
  • After the event:
    • The day after the event, call the press to make sure their questions have been answered. Give them the URLs for any material that they need (e.g. YouTube, Flickr, SlideShare, etc.). Offer to put them in contact with people they can further interview to see what they got out of the conference, e.g. sponsors, local Vietnamese technologists, expats in VN, foreign technologists traveling just for the conference, etc.
• Technical team (2-3): Your name here
  • Before the event:
  • Help people use the projectors
  • Help people set up their wifi
  • If applicable, post wifi passwords all over the place
  • Post the tag "barcampsaigon" for Flickr, YouTube, SlideShare, etc. all over the place

Hired/Sponsored staff:

• IT
  • the technical team should collaborate with the
• security
  • the host may want to protect their facilities
• catering
• cleaning crew
  • Note that all participants will be asked to clean up also

• Welcome packet

Things:

• Sponsor
• Food
• Wifi
• Beverages
• Writeboards
• Projector
• Electric sockets
• Barcamp-T-Shirts
• cleaning equipment
• paper
• markers
• pens
• nametags
• paper towels
• garbage bags
• toilet paper
• surface cleaners*
• kitchen gadgets for breakfast/lunch
• tables (for small sponsors booths)
• first-aid kit