I'm currently planning my first official camp. In the past I've always helped organize or advised by sharing my ideas and concerns for certain aspects of past camps, but never have I spearheaded a camp.
FreelanceCamp San Antonio 2009 is the first FreelanceCamp in the city and possibly the state of Texas. It's an honor to be able to bring the freelance community together, but it's not easy.
Here's a quick and dirty list for you if you find yourself inspired enough and passionate enough to plan your own camp. This list is not in any particular order, but are just some of the bases you will want to cover.
1.
Find a trending topic that people seem to be discussing a lot. If you're heavily involved in a community, chances are the ideas are being given to you, it's just a matter of fleshing them out. Find a topic that you know will be a draw and start the planning.
2.
Put together the right team to help that will help pull off the event. The first place to look is inside your own networks, especially if they've been vocal on the topic of your camp. You never now how deep their own network is and sometimes you'll be surprised. Don't be afraid to ask, the worst they can say is "no."
3.
Brainstorm! Mind map your ideas, write them down in a list, whatever it takes to capture ideas. Don't worry if they sound silly, once you filter it will take care of itself, but until then get everything down and make sure all ideas are given the same attention when meeting with your group.
4.
Building your budget will be vital when planning your event. Knowing approximations for expenditures is key when fleshing out the camp. Getting quotes will help establish another milestone in the planning process. This will include the venue, the food, the entertainment, and the printing costs. You might have some others, but getting quotes is key!
5.
Visit the venue several times, and get a feel for the layout. Visiting your venue will give you a good idea of space availability, number of possible break out rooms, and where registration tables and other camp vital stations can be placed. Taking pictures can be a great way to remind yourself of the spaces at the end of the day when you're looking over the spaces again.
6.
Plan your approach for sponsorships. Camps can be done relatively cheap, but that does not meant you don't need to ask for help. Finding financing for the event can be as easy as looking towards the local business community as well as your network. If you shake the tree you'll be surprised at what you might find. If you've built the right network, and have done it the right way they will be happy to connect you with the right people to help sponsor the event.
7.
A solid marketing strategy is the best way to get attention and traffic to your event. Tap into the traditional marketing routes, TV, newspaper, and radio, but in a world filled with
social networks,
word of mouth through the right advertising can spread like wildfire. Take the time to spread the word, build pages for your event, and interact with interested community members that could possibly attend.
8.
Never be afraid of change, it will happen when you least expect it. Things can change at the drop of a hat, and as an organizer it is up to you to prepare for these types of things. Make sure that there are back-ups to your plan because that will provide a level of comfort knowing that you can quickly adapt to the unforeseen changes. Rely on your team to work together to make the event the best possible for the attendees.
9.
Camp swag is always cool, plan to provide take homes for your camp. You never have to get anything big, sometimes Camp badges are enough, but it's always cool to provide some kind of take home that attendees can take to remember your event. Some camps offer t-shirts, stickers, and other forms of swag so that Camp members can always have a reminder.
10.
Always say Thank-You. If you have not learned that lesson by now, I can't help you. Saying thank-you is always key to remember, it can go a long way. Thank-you's to your sponsors, your attendees, and your co-organizers will keep them coming back for more. If you can do a wrap up on your blog or on video and thank them by saying their names, it's always a nice plug for them, and builds genuine relationship of trust
I could go into more detail on each one, but this is just a quick and dirty list for you to get your planning off the ground. Good luck to you, and remember, if it's not fun, it's not worth it. So have a good time and you'll be paid back when your attendees enjoy the event.