In brief

Here’s a set of handy checklists for things you should probably make sure you’ve arranged for your THATCamp, broken down by time frame.

THATCamp Checklists

Two to four months beforehand

• Design a logo
• Build your website
• Arrange a date and a space
• Arrange for coffee, food, tech such as wi-fi and projectors, and swag such as t-shirts based on your budget
• Plan workshops
• Publicize the event
• Begin accepting registrations

One month beforehand checklist

• Make sure all registered participants have user accounts on the website
• Make sure you have created a Participants page such as bayarea2011.thatcamp.org/attendees
• Make sure you have published a blank schedule grid with time slots and rooms to the website, perhaps by embedding a Google Docs spreadsheet (such as our sample)
• Make sure you have published descriptions of any workshops you are running with the instructor’s name, the difficulty level or any pre-requisite skills, and any required accounts or software
• If necessary, arrange transportation for people from their hotels to the THATCamp venue
• Order swag (t-shirts, tote bags, etc.) if you are providing it

Two weeks beforehand checklist

• Remind participants to bring a laptop (not an iPad or other tablet), to update their profiles, and to post session ideas, along with any other information they need to know
• Make reservations at a nearby pub or restaurant for post-unconference gatherings (for day 1, expect 50% of attendees, for day 2, expect 10%-25% of attendees)
• Devise a method for letting people know how to connect to the wi-fi, either by posting the info prominently in a common area or by including it on the back of each participant’s badge
• Decide whether you will ask for donations from participants, and if so, figure out a method for collecting them (PayPal, pass the hat afterward, optional registration fee when people pick up their badges, etc.)
• Plan for what to do with any uneaten food, such as donating it to a local food bank
• Print badges (you can also wait until the day before) or make sure you have blank name tags and pens

During and after checklist

• The day before or on the first morning, review the space to make sure that chairs, tables, power strips, projectors, and signs are all present and in order
• The day before or on the first morning, make sure that the registration table is set up with badges, swag, and any office supplies participants will need for the scheduling
• The day before or on the first morning, make sure that everything needed for voting on proposals (if you choose to do that) and running the scheduling is set up
• Ask for donations, if you have planned to
• Ask participants to fill out a brief evaluation (only two fields required!)

People and things checklist

• Someone to make introductory remarks and run the scheduling session
• Printouts of session proposals
• A whiteboard
• Blank paper
• Markers
• Tape
• Stickers
• Someone to fill in the schedule and publish it to the website
• A blank schedule on the website with time slots and rooms
• Someone to run the registration table
• Table and chairs
• Badges
• Swag
• Brochures / information
• Someone in charge of tech support
• Extra routers
• Power strips
• Extension cords
• Projectors
• User accounts
• Dongles
• Someone to post signs
• Signs directing people to parking
• Signs directing people to the building
• Signs directing people to rooms