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Preparing for a Flagship WordCamp Contributor Day

The three flagship WordCamp events generally have a Contributor Day scheduled right before or after the main event. As a team, we’d like to have a presence at each event. Below is a guide on how to prepare effectively for WordCamp Contributor Days.

Table Leads

Table leads represent the Training Team through the preparation, execution, and wrap-up of the event. The primary responsibilities of Table Leads are to:

  • Communicate with event organizers before, during, and after the event
  • Collaborate with team reps in preparing for the event
  • Encouraging all Training Team members to engage in the event through:
    • Pre-event idea brainstorming
    • In-person attendance
    • Virtual participation

Anyone can volunteer to become a Contributor Day Table Lead! When selecting table leads, team reps will consider recent contributions to the team, prior participation in Contributor Days, and diversity in those who represent the team.

Planning Timeline

About 4 months before

  • Event dates are announced on the respective WordCamp site

About 3 months before

  • Event organizers reach out to team reps, seeing which teams are interested in having a presence at the event
  • Team reps will announce a call for Table Lead volunteers in a weekly meeting
  • After two weeks to show interest, team reps will select Table Leads, and report these to the event organizers

2 months before

  • Team reps and table leads will touch base and confirm the schedule up to the event – especially when each of the posts below will be published, and who will publish them
  • Publish post 1: Brainstorm post calling for contribution ideas from the team (Example: Brainstorm – WordCamp Asia 2023 Contributor Day). Use the Contributor Day BRAINSTORM + TABLE LEAD CTA reusable block for this.
  • Call for a Contributor Day attendee to host an Online Workshop from the venue, allowing folks to join in remotely

1 month before

  • Team reps and table leads will confirm ideas submitted on the brainstorm post, compare those against the team’s current goals, and determine contribution items for the event
  • Publish post 2: Contributor day post outlining details of what contributors will do on the day (Example: WordCamp Europe 2025 Contributor Day)
  • The online lead for the day should publish an Online Workshop event on Meetup.com (Example: Training Team Contributor Day Online Session)

On the day

  • Table leads will lead the event, welcoming contributors as they arrive and being available to answer any questions they may have
  • Table leads will typically be invited on stage to start the day off by introducing the team reps who are present
    • This will help new contributors know who they can turn to with any questions they may have
    • It is also a good idea to know roughly where the training team tables are. If they are in the main contributor area, or any additional areas. Be sure to arrive early to scout out where the training team tables are, and include this in your introduction.
  • Also give a brief explanation of what the Training Team does, and what are current goals are
  • An attendee will host an Online Workshop from the venue, allowing folks to join in remotely
  • To record who participated and what was accomplished, have attendees answer the survey below
    • This can be answered by both in-person and virtual attendees

Contributor Day Attendee Feedback Form

Submit a form.

2 weeks after