Chicago Camp Planning

The purpose of this page is to allow Chicago Camp details and milestones to be marked off in real time - creating transparency around goals and needs for organizers, NetSquared team supporting organizers, and others.

Week #1: Developing A Plan

Get Week 1 Resources.

Key Milestones:

  • Establish how you’ll be capturing ideas related to Organizing Camp. Said another way, now is the time to define what Project Management tool or process you’re going to adopt to make this project a success. Publish your localized version of this 8-Week Activity Plan on the wiki (see Resources for example)
  • Announce your intention to Organize NetSquared Camp on Net2 blog (see Resources for example)

Tasks:
  • Define Key Milestones (Example of Project Milestones)
  • Create Task lists (Example of Key Tasks)
  • Share Project Plan with NetSquared and Advisors
  • Identify Key Partners/Supporters

Status:

Week #2: Crystallize Concept + Secure Venue + Define Dates

Get Week 2 Resources.

Key Milestones:
  • CITY CAMP 1-pager published
  • Venue secured
  • Date chosen

Tasks:
  • survey possible locations
  • contact locations for pricing, availability, restrictions
  • select a venue and confirm date
  • send venue and date information to Net2 team for promotion

Status:

Week #3: Sponsorship and Promotion

Get Week 3 Resources.

Key Milestones:
  • Event page published
  • Event announced locally & online
  • Customize Sponsorship Kit to accommodate local context
  • Build list of local Sponsors

Tasks:
  • Create event page using the NetSquared Local Meetup.com group
  • Announce date, venue and concept locally via organizations, listservs and other social media outlets
  • Distribute survey for community feedback on topics, speakers, formats, etc.
  • Contact potential sponsors with invitation to participate
  • Connect with sponsors for details by phone, email or in person
  • Share sponsorship details with NetSquared team for inclusion on website and add any sponsorship details to local event page

Status:

Week #4: Organizing Key Contributors

Get Week 4 Resources.

Key Milestones:
  • Select session speakers
  • Select content volunteers
  • Respond to any sponsorship

Tasks:
  • Vet Camp Contributors and define volunteer roles
  • Gather/segment list for appropriate Outreach messages and follow up
  • Update event page to include session speaker list

Status:

Week #5: Agenda

Get Week 5 Resources.

Key Milestones:
  • Publish outline for the event
  • Identify any remaining topics or opportunities for speakers

Tasks:
  • Review possible event formats
  • Measure community needs and experience
  • Craft agenda or event schedule

Status:

Week #6: Reserve the Food & Beverages

Get Week 6 Resources.

Key Milestones:
  • Food ordered or secured.
  • Beverages ordered or secured.

Tasks:
  • Identify possible vendors/suppliers to make food or beverage donations
  • Check food/drink requirements of venue
  • Purchase/order/reserve food and drinks whether donated or not
  • Update the event page to highlight any donating vendors/companies

Status:

Week #7: Registration Push

Get Week 7 Resources.

Key Milestones:
  • Goal registration # reached

Tasks for Organizers:
  • Event page updated with all event information
  • Event promoted to and by local groups, lists, organizations, partners and sponsors

Status:

Week #8: Event Prep

Get Week 8 Resources.

Key Milestones:
  • Venue, food/beverage, and other resources checked
  • Speakers & volunteers prepared for event

Tasks for Organizers:
  • Confirm arrangements with venue and vendors
  • Schedule and conduct meeting with speakers and volunteers at the venue to prepare for event, answer questions, review agenda

Status: