[Linux-aus] Re Everything Open 2026 in Canberra?

[Wil Brown]

Hey Paul

You have some great ideas there, thanks.

Documenting roles, responsibilities, and processes helps attract and
onboard volunteer organisers for future conferences.

During WordCamp 2019 and the COVID period, I spent time documenting this
for WordCamps here in Australia. Each role is defined and includes the
expectations, responsibilities, remote/local, estimated timeline, and time
commitments. It's all documented in Trello and is moving to ClickUp as a
resource for future Aussie WordCamp conference organisers

[image:
Speaker-Lead-Jo-Minney-on-WordCamp-Sydney-2024-Trello-01-21-2025_03_24_PM.jpg]

We had organisers from all over Australia, with at least half committed to
attending locally on the conference days. It worked well.

We also had an info session similar to the one Sae Ra hosted. I covered the
basics of organising a WordCamp conference, touching on roles,
responsibilities and the timeline with Q&A for those interested.

You can't obligate a conference chair for one year to be an assistant chair
for the following year. That's too much of a commitment and likely to scare
off volunteers. However, adding them to an available group of experienced
conference mentors answering questions would be ideal.

Having these sorts of resources at hand for EO could help future volunteer
organisers gain an overview of what's involved and help to see a few more
hands being raised. 🤚

Wil.

On Tue, Jan 21, 2025 at 3:01 PM Paul Wayper via linux-aus <
linux-aus at lists.linux.org.au> wrote:

> Hi all,
>
> Picking up a bunch of ideas that we talked about in the LA meeting.
>
> I think the main thing we should be looking at is: how do we build a
> sustainable, maintainable process for running Everything Open conferences.
>
> One idea I'd like to see is a essentially a sub-committee formed from
> people who plan to run upcoming EO conferences.  Some jobs, like venues and
> dinners, need to be people in the location of the next conference.  Some,
> like treasurer and sponsorship and volunteer coordinator, could be longer
> term roles with people that could be elsewhere.  Some might be an
> 'apprentice' or 'learner' role - e.g. the chair for EO27 might be an
> assistant chair for EO26.
>
> I'm aiming for continuity, maintainability, and long term knowledge
> retention.
>
> I'm interested in running EO26 in Canberra; I know Arjen is interested in
> EO26 on the Sunshine Coast.  We don't need to fight over this :-)  I think
> it's more useful for us to get together and form a group that can run EO
> and then work out what teams and venue options might be available.
>
> What do people think of those ideas so far?
>
> Hope this helps,
>
> Paul
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