InnerSource Gathering Planning - [test], [test]

[Maryblessing]

Gathering - [CITY] - [DATE]

Event Details

📆 Date: [DD-MMM-YYYY]
🗺 Venue Address: [ADDRESS]
🧙‍♀️ Your Organizing Team:

• InnerSourcerer 1
• InnerSourcerer 2
• InnerSourcerer 3

Your Gathering Roadmap

Use this as a guide, not a rulebook. Every gathering is unique.

10 weeks before - Setting Your Foundation

• Choose dates that work for your target audience
• Book a venue that fits your community's needs
• 🔴REQUIRED: Assign this issue to @Maryblessing the community manager, if not automatically assigned
• Consider if you need sponsors and either reach out directly or call for sponsors (we can share templates if helpful — venue sponsors or catering sponsors are common options)
• Create a Call for Proposals form if you want community-submitted sessions (you can also use an invitation-style approach instead of CFP)
• 🔴REQUIRED: Reach out to the community manager to set up the ticketing/registration platform (We use Eventbrite. Please flag it here if your gathering is a unique case that needs a local platform)
• 🟠MILESTONE: Webpage launch — the event page goes live with all the details available so far
• 🟠MILESTONE: Open registration

7 weeks before - Building Your Program

• Shape the agenda based on your community's interests
• Review the talks/proposals submitted and confirm your speakers/facilitators
• If going multilingual, Marketing can help with translations for social media posts (if needed)
• Confirm major sponsors
• Call for or identify volunteers who can help on the ground or virtually during the event
• 🟠MILESTONE: Publish the agenda
• 🟠MILESTONE: Update registration page with speaker/schedule information

6 weeks before - Practical Details

• Arrange refreshments that work for your group (if you have food sponsors - Please make sure to provide options for those with dietary restrictions)

5 weeks before - Final Format

• Confirm your chosen format (conference, workshop, panel, unconference, etc.)

3 weeks before - Engaging Your Community

• Reach out to registered attendees with what to expect
• Sort out technical needs for your venue
• Finalize catering based on numbers (if you have sponsors)
• Get everything organized for the big day
• Make sure to have briefed your volunteers on how they can support

2 weeks before - Almost There

• Visit your venue to spot any issues, especially as it relates to accessibility
• Final push to fill remaining spots

1 week before - Ready to Go

• Check in with speakers/facilitators
• Prepare materials and signage
• 🔴REQUIRED: Review ISC brand usage if using our logos (quick check with Marketing)
• Send final details to attendees
• Have a backup plan ready
• 🟠MILESTONE: Close registration

Day of Event - Make It Happen

• Lead YOUR community gathering
• Capture the energy (photos, key insights, quotes)
• Connect people and facilitate discussions
• Enjoy this moment you've created!

1-2 weeks after - Keep the Momentum

• Thank everyone who contributed
• 🔴 REQUIRED: Share a brief report on gatherings site. Kindly review the Gathering Organizer Guide on what is expected