Community Event Planning cover page

Community Event Planning

Community Event Planning

Christie Koehler, Sherri Montgomery and Audrey Eschright

Community Event Planning Edit
This book is 85% complete


About the Book

If you’ve ever thought about hosting a code sprint, hackathon, (un)conference or workshop, this book is for you. In it, we explain what you need to know to plan and execute a successful event, including:

  • assembling and organizing your planning team
  • identifying and securing a venue for your event
  • how to get money and pay for things
  • volunteer recruitment and management
  • determining your event format and creating your event’s schedule
  • advertising your event
  • tickets and registration
  • insurance, liability and what to do when things go wrong
  • deciding on must-haves and nice-to-haves (e.g., food, wifi, etc)
  • dealing with venue logistics (space, sound, power, etc.)
  • codes of conduct, after parties, considerations for serving alcohol
  • how to keep the momentum once your first event is over

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Table of Contents

  • Chapter 1: Getting Started
    • Quick start guide: the essentials
    • Why do we have events?
    • Types of events
    • Sample timeline
    • Assembling and organizing your team
  • Chapter 2: Shape Your Event
    • Knowing Your Audience, Knowing Your Goals
    • From Tone to Strategy to Results
    • Fundraising
    • Marketing
    • Volunteers
    • Developing Content
  • Chapter 3: Logistics
    • What are Logistics?
    • Important Information to Track
    • Type of Event Dictates Venue
    • Participant Needs
    • Finding a Venue
    • Power
    • Network Infrastructure
    • Audio/Visual
    • Catering
  • Chapter 4: During Your Event
    • Materials List & Transportation Plan
    • Schedule Run-Down
    • On-Site Volunteers
    • Catering Assistant
    • Greeters
    • Registration Assistants
    • Floaters / General Volunteers
    • Other Volunteer Positions
    • Signage
    • Swag
    • Registration
    • Why Ask for Pre-Registration?
    • Ways to Register
    • Different Types of Badges
  • Chapter 5: Momentum
    • Communicating with attendees
    • Keeping momentum
    • Assessing your event, retrospectives
    • Wishlist for next time
    • Planning your retrospective
    • Surviving participant feedback
  • Chapter 6: A Short Guide to Problem Solving
    • Debugging Your Team and Planning Process
    • Tips to keep your team and planning process running smoothly
  • Appendix
    • Code of Conduct - Stumptown Syndicate
    • Sample Unconference Budget
    • Volunteer Policy - Stumptown Syndicate
    • Open Source Bridge Photography / Recording Policy
    • Logistics Planning Worksheets
    • Open Source Bridge Logistics Run-Down - Day 1

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About the Authors

About the Contributors


Reid Beels

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