Checklist for Organizing a Barcamp:

People

Event Volunteers:

• Receptionists (2-3): Your names here

1. Welcome attendees
2. Make them sign in
1. Name
2. Affiliation (school or company)
3. URL (website or blog)
4. Email
5. Phone
3. Give them nametags
4. Give them a welcome packet which contains:
1. Map of rooms, bathroom, vending machines
2. Explanation of conference format
3. Instructions for communication during and after the event (See BarCampSaigonCommunication) and what tags
4. List of a few restaurants, hotels, coffeeshops, bars, nightclubs in the area
5. Direct them to the appropriate initial room where they can start by reading the instructions

• General volunteers (5-10): Your name here (Chief Volunteer), Your names here (Assistant Volunteers)

1. Before the event
1. Create the welcome packet as listed in the "Receptionists" section
2. If applicable, create pre-registration badges.
3. Contact 5-20 xe om drivers and tell them about the event and where and when to stay and wait for people (probably starting at 12pm but tell them lots of people after 3pm)
4. Make sure all supplies have been gathered (See below for list)
5. Know where cleanup equipment is located in the venue
2. During the event
1. Set up the venue 1.5 hours before the event (Tentatively 7:30am)
1. Put up banners
2. Put up signage
3. Set up trash cans
4. Set up receptionist and sponsor tables
5. Set up big board for session times
2. Help direct attendees to the reception desk, the initial meeting room, each session room, bathrooms
3. Help attendees get xe om drivers, tell them how much it should cost to their destination
4. Help attendees get taxis
5. Make sure that cleanup is done, either by the venue's Cleaning Staff or by all the attendees at the end of the event

• Food & Beverage manager (1): Your name here

1. Before the event:
1. Procure catering, letting them know how many participants and what foods to prepare
2. Make sure vegetarian/vegan dishes are made available
3. Arrange for beverages to be brought: coffee, water bottles, hot water, etc.
4. Obtain eating supplies: paper plates, plastic cutlery, napkins, paper cups
2. During the event:
1. Manage the catering staff, letting them know what times to set things up and clean up
2. Set up beverages for attendees to get themselves

• Press liaison (1-2): Your names here

1. Before the event:
1. Contact as many newspapers and magazines that cover technology as possible
2. Send them a press kit
3. Stay in communication with the press who intend to get there. Get their mobile numbers.
4. Remind the press of the event the day before the event
2. During the event:
1. Make sure the press has found the location by calling them on their mobiles.
2. Welcome members of the press and explain to them the format and schedule when they come in and during the day
3. 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.
4. 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.
3. After the event:
1. 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 names here

1. Before the event:
1. Collaborate with the venue's IT staff to set up internet and WiFi access
2. Post the tag "barcampsaigon" for Flickr, YouTube, SlideShare, etc. all over the place
3. If applicable, post wifi passwords all over the place
2. During the event:
1. Help people use the projectors
1. Pay careful attention to screen resolution problems for Windows, Linux, and Mac laptops
2. Help people set up their wifi
3. Stay in contact with the venue's IT staff in case of problems

• Web team: we're all expert in that, so it looks like we're all already taking care of the content on the website already

Hired/Sponsored staff:

• IT
• Security
  • the host may want to protect their facilities
• Catering
• Cleaning staff
  • The venue may have its own cleaning staff. Let's try to get this; if not, the attendees will clean up.
  • Note that all participants will help pick up trash to help out at the end of the event

Sponsors

Banners & T-shirts

Things

When each of these items has been procured and is ready to go, go ahead and use the strikeout format option in the Wiki

Equipment:

• Tables for reception (2) and sponsors (4-6)
  • The venue may provide that--just know where they are
• Projectors (one for each room, maybe 10)
  • The venue may provide that
• Whiteboards (one for each room, maybe 10)
  • The venue may provide that
• One big bulletin board or whiteboard for attaching/writing the list of sessions
• Electrical
  • Extension cords (for the projectors or attendees with laptops)
  • Power splitters (so many people can use the same socket)
• Cleaning equipment
  • The venue may provide that--just know where it is

Supplies:

• regular markers
• whiteboard markers
• whiteboard erasers
  • The venue may provide that with each whiteboard--just make sure every whiteboard has an eraser
• colored paper for putting up the sessions on the board
• regular paper
• lots of pens (attendees will need them too)
• adhesive (tape or puddy)
• nametags
• cleaning
  • cleaning fluids and sponges
  • garbage bags
  • paper towels
• first-aid kit