SESSION LESSON: A DIY guide to running your own small Barcamp

There’s a great quote about learning not being compulsory, but neither is survival.

For the public sector learning and survival are vital in 2011.

No doubt, there’s a place for paid training.

But 2011 will be the year unconference as they expand in size and number.

What’s a barcamp? It’s bright like minded people coming together, booking a venue and running some sessions to exchange ideas.

UK Govcamp in London drew more than 170. It created an explosion of inspiring thinking on the day and after.

For this organisers Dave Briggs and Steph Gray need to be revered as heroes.
But that’s not enough for them. Oh, no. They’ve gone and created More Open. A fund to help start-up barcamps in other parts of the country. What a pair of dazzling gents.

Shropcamp is one of the first to benefit. Others will follow.

Last October I joined Si Whitehouse, Stuart Harrison, Andy Mabbett and Mike Rawlins to put on the comfortably laid back and low level Hyperlocal Govcamp West Midlands.

Around 70 people came on a Wednesday afternoon to Walsall College with tweets and reaching a potential audience through the #hyperwm hashtag we were surprised to learn of 56,000.

Now, I don’t for one minute suggest we’re now fully fledged event planners after one gig. Nor is what we did remotely in the same ballpark as UK Govcamp.

But that’s the point. It wasn’t trying to be. We just fancied doing something in our part of the world that we’d want to go to.

So, in the spirit of doing and sharing here are some things we learned. It feels like the right time to post this.

PLAN AN IDEA

1) Have an idea. Kick it around with some conspirators. If it stands up to the scrutiny of a couple of people you’re on a winner. Rope them in too. It’s good to share.

2) Think of a list of people you’d like to be there. Get their support for the idea. Now you’re on your way.

3) Check Dave Briggs’ 10 things to do for a barcamp. It’s indispensible.

START TALKING ABOUT IT

4) Think of a name for your event. Get yourself a Twitter account. Spread the word. Don’t wait until you have a venue or location. A name will do at first.

5) Get yourself a presence on the UK govcamps site that requires sign-up. There’s already a community of people there.

6) Get yourself a basic WordPress site to host a Google map with venue, parking and other locations.

7) Use your Twitter to flag up potential sessions and sponsors. Build momentum.

8.  Use your offline contacts to raise interest. Email. Talk. Cajole. Enthuse.

PLAN A VENUE

9) Get a venue within striking distance of a train station if you possibly can.

10) Use any contacts you may have to get it at cheap rate or free. Is there a public sector venue that fits the bill?

11) Rolling tea and coffee is a must. Catering is a cherry on top bonus, frankly. It’s 2011.

12) If it’s a public sector thing, think of a venue near a council building.

13) Having it away from the council itself is liberating. It helps people loosen up and makes it a slightly non-work thing.

PLAN SPONSORS

14) Briggs’ guide wisely suggests banging the drum with web companies. There may be some public sector cash knocking around too.

PLAN A DATE

15) There’s a debate on what works best. A Saturday? You may get people who can’t come along midweek. Midweek? You’ll make it part of the day job for less committed nine to fivers. There’s a role for both. Friday isn’t always great, apparently.

16) How about the length of it? All day or half day? How about a post event drink too? You may find people want to chat a bit afterwards.

PLAN TO GET PEOPLE TO COME

17) Use Eventbrite for tickets. Release them in batches to build up a sense of momentum. Give a build-up via Twitter to each release.

18) DM people to invite them to sign up. Don’t think that just because its posted on Twitter at 9am the world is all watching at 9am.

PLAN FOR ON THE DAY

19) Venues often have wifi on lockdown banning access to social media sites. Test what they may offer beforehand.

20) Bring lots of extension cables.

21) Bring sticky labels people can write names on.

22) Have one of your organising team always floating around to sort any problems.

23) Do something different. We invited people to bake a cake.

24) Have a couple of volunteers signing people in. Sounds obvious.

25) You’ll need someone like Andy Mabbett to compare. He’s loud. He has a big beard. He’s good at explaining.

AFTER THE EVENT

26) You’ll need to take the next day off. To recover, but also to capture the resources that have come out of it.

27) You may want to pay for a Tweetreach report to get a seven day snapshot of tweets with your hashtag. It’s handy to see the size of things. It’s also handy to pass on when you’re thanking sponsors.

28) You may want to capture some of the things that came out of the event too. Like Pelsall Common People blog that started in the wake of ours.

29) Have fun. Have fun. Have fun. It’s fun. A bit of work but mainly fun.

Creative Commons credits:

Agile session http://www.flickr.com/photos/paul_clarke/5380789354/sizes/l/in/set-72157625758104141/

Analogue boy http://www.flickr.com/photos/jenniferpoole/5379048924/sizes/l/in/pool-1638817@N22/

Applause http://www.flickr.com/photos/paul_clarke/5382076388/sizes/l/in/contacts/