Many tasks and details must be handled to make WordCamps and Meetups successful. While organizers and volunteers are great at handling surprises during the event, reviewing a checklist like this can help prevent last-minute issues and make everything run more smoothly.
Badges at the registration desk
Prepare the registration desk with check-in sheets, badges, lanyards, and pens. Many times, check-in systems like CampTix depend on the internet. Having a mobile hotspot or an offline system for registration in case Wi-Fi goes down is often overlooked.
Organize the badges alphabetically by name if you have printed them. If you can, I suggest you order them by columns, one per letter.
Depending on the number of attendees, it might be wise to separate them by categories, for example, attendees, speakers, sponsors, and organizers. When just a few people are left to register, you can mix all the categories into one pool.
The idea is to try to help people find themselves easily.
It is nice to help attendees by attaching the lanyard to their badge, but remember they can do it independently, saving everyone some time.
Respect your organizer’s time. Close the registration desk at a reasonable time and put a sign indicating that someone will help register people who are late at specific times.
Gather those precious slides
Access to the final version of your speaker’s presentations can relieve stress. Sometimes, you would need to use a different computer for the presentation, and authenticating to download or open the slides can be time-consuming.
You don’t want your audience to spend their time watching how you configure the presentation and try to find the “present now” button. It’s usually at the top right, by the way.
Exporting the slides as PDFs is an alternative to making the format compatible.
There are also plugins like Presentation Block that allow you to experiment and create slides using the WordPress Site Editor:
I mention this plugin because we should promote open source more. Access should be easier and not dependent on a company’s software.
If slides can be uploaded and consumed directly from a website, people are more likely to find them.
Will the presentation be streamed? Recorded? Follow the WordPress.tv submission guidelines.
The Q&A session is essential, but if there is not enough time left, kindly ask the audience to continue the conversation with the speaker outside.
The easy-to-miss HDMI Adapter
Now that you can access the slides think about how you will show them on a bigger screen.
Wireless connections can be slow, mainly if the presentation contains video.
A video call might be a good idea for wirelessly connecting and presenting different sources. Still, it generates some unwanted delays and elements on the screen, like the name of the sharing person or a UI more suited for virtual meetings.
To avoid delays, using an HDMI cable will ensure your image quality is as high as possible.
Just remember to bring the adapter and test it to ensure it works.
Really: Make visual contact to make sure it physically exists. Those things usually get lost.
Can you print that?
Placing clear, visible signage around the venue for registration, session rooms, restrooms, and catering areas is often overlooked, leading to confusion for attendees.
Look at the gorgeous work from WordCamp Asia. The amount of pieces they designed is
genuinely mesmerizing:
If, for some reason, you need an extra sign, remember to bring a printer or appropriate markers for last-minute changes and volunteers with drawing skills.
Pay proper attention to the sponsors
Be the first to arrive at the event before them.
If possible, mark the positions of each sponsor on each table or booth as straightforwardly as possible so you don’t have to look at the map.
Where are their chairs going to be? Behind each table? Where are their banners going to be displayed? Is there enough space between each table?
Shared tables should also be marked very clearly to avoid confusion.
Is there enough room for everyone to enjoy visiting them?
When will they make a raffle?
Who is going to do this and that?
Here are some ideas of roles that are not usually assigned or things that we typically forget:
- Interview attendees and promote the event hashtag; who are your media partners? Identify them.
- Not having contact information for venue staff, A/V teams, security (things can get “lost”), and medical personnel can lead to delays in addressing issues like power outages or medical emergencies.
- Ensure extra batteries, microphones, cables, and backup projectors or adapters are available in case of equipment failures.
- While Wi-Fi is usually set up, organizers often forget to test its strength for large crowds. If too many people use the network, the speed can slow down, impacting live streams or speaker demos.
- Test QR codes if you are going to use any. Can you update their URLs? Who will update the website information for the day of the event? You probably won’t need to sell tickets anymore!
- Speakers may need water during their presentations, but providing easily accessible water backstage or in session rooms is often forgotten.
- Having a visible clock or a timekeeper for each session to ensure speakers stay on schedule is often missed, leading to delayed sessions. You can easily create “5 or 10 minutes left” signs to show as a reminder to the speakers.
- A designated quiet space where volunteers and speakers can rest or take a break is essential but often needs to be noticed amidst the hustle and bustle.
- Forgetting small amounts of cash or credit card access for unanticipated expenses (e.g., parking, extra food, or supplies) can lead to stress. Speaking of food, ensure there are options for everyone. Even if people can eat most of it, healthy choices are appreciated.
- Ensure there is a straightforward process or a space (like a bulletin board or social media) for making last-minute announcements, such as room changes or speaker cancellations.
- Overlooking small health essentials like hand sanitizers, masks, or tissues at the registration desk or in common areas is common, especially in a post-pandemic world. If multiple speakers share microphones, sanitizing them between uses is often forgotten but essential for health safety.
- Organizers sometimes forget to check in regularly with volunteers throughout the day to ensure they have everything they need and aren’t overwhelmed.
- Ensure your photographer and videographer know the key moments to capture and any specific branding shots (e.g., sponsor logos, speakers) you need for post-event promotion. Will you cover the event in real-time? How will the content be shared with descriptions?
- Tripods for the family photo.
- It is usually better to have each speaker use their laptop since they are familiar with their operating system and unique configurations.
Thank you, WordCamp Bogotá 2024, for making me learn so much and meet amazing people worldwide.
I probably forgot many things, so please provide one or two details you think we always miss as organizers.
Jos Velasco.
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