Camps Example Local Planning Guide

In Week 1 of the 8-week Planning Guide, we ask that all participating Camps organizers create a local planning guide by localizing the 8-week model we shared. Below is an example of a localized planning guide based on a Camp in London.

Week #1: Developing A Plan

Key Milestones:

  • Decide on communication and project management tools for planning group & share this plan with all local organizers
  • Announce your intention to Organize NetSquared Camp on Net2 blog

Tasks:

  • Define Key Milestones
  • Create Task lists
  • Share Project Plan with NetSquared and Advisors
  • Identify Key Partners/Supporters

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

Key Milestones:

  • London Camp 1-pager published
  • Venue secured
  • Date chosen

Tasks:

  • survey possible locations
    • near public transport
    • wifi enabled
    • flexible physical space
  • contact locations for pricing, availability, restrictions
  • select a venue and confirm date
  • send venue and date information to Net2 team for promotion

Week #3: Sponsorship and Promotion

Key Milestones:

  • Event page created
  • Event announced
  • Customize Sponsorship Kit for local potential sponsors
  • List of potential sponsors

Tasks:

  • Create event page using the NetSquared Local Meetup.com group
  • Announce date, venue and concept to group, UK circuit riders email list, circulated to Tuttle group, SICamp, Make Your Mark, NESTA, Social by Social and others
  • Distribute survey for community feedback on topics, speakers, formats, etc.
  • Contact potential sponsors with invitation to participate
    • NESTA
    • NCVO
    • CTT
  • 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

Week #4: Organizing Key Contributors

Key Milestones:

  • Select session speakers
  • Select content volunteers
  • Respond to any sponsorship

Tasks:

  • Vet Camp Contributors and define volunteer roles
    • content creators: video, blog, twitter
    • event volunteers: help the day go smoothly
    • speakers: identify sessions or topics
  • Gather/segment list for appropriate Outreach messages and follow up
  • Update event page to include session speaker list

Week #5: Agenda

Key Milestones:

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

Tasks:

  • Review possible event formats
    • unconference
    • barcamp
    • SICamp
    • Project-Centric Open Space
    • innovation lab
  • Measure community needs and experience
  • Craft agenda or event schedule
  • Post event agenda on the Meetup event page

Week #6: Reserve the Food & Beverages

Key Milestones:

  • Food ordered or secured.
  • Beverages ordered or secured.

Tasks:

  • Identify possible vendors/suppliers to make food or beverage donations
    • Sainsbury, Tesco, M&S, etc.
    • nearby bakeries or delis
    • any venue connections
  • 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

Week #7: Registration Push

Key Milestones:

  • Goal registration # reached

Tasks for Organizers:

  • Event page updated with all event information
  • Event promoted to and by NetSquared London group, UK circuit riders email list, Tuttle group, SICamp, Make Your Mark, NESTA, Social by Social and others

Week #8: Event Prep

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
  • Add public transport links and directions to event page via Underground and train