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Add self-serve event organizer guides and templates
- organize/small-event-guide.md: step-by-step how-to for local events - organize/templates/: sprint-in-a-box, day-of-checklist, barcamp-template, meetup-template, small-event-template - Updated events/__index.md and organize/__index.md with links These describe current practice: how to use events.apache.org to coordinate a community event. Funding-related content commented out pending budget discussion.
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‎source/events/__index.md‎

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**To get started:**
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1. Send a note to [dev@community.apache.org](https://lists.apache.org/list.html?dev@community.apache.org) describing your event.
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2. We'll set up a page for you on this site where you can share details, collect volunteers, and coordinate logistics.
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1. Read the [How to Organize a Small Apache Event](/organize/small-event-guide/) guide
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2. Copy one of our [event page templates](/organize/#templates)
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3. Submit a PR to [this repo](https://github.com/apache/comdev-events-site) with your event page
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4. Send a note to [dev@community.apache.org](https://lists.apache.org/list.html?dev@community.apache.org) to let us know about your PR -- we can help review and publicize
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You don't need to be running a large conference — even a small contributor sprint or community meetup is welcome here.
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Or, if you'd rather not deal with PRs: just send a note to
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[dev@community.apache.org](https://lists.apache.org/list.html?dev@community.apache.org)
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describing your event and we'll set up a page for you.
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You don't need to be running a large conference — even a small
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contributor sprint or community meetup is welcome here.
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---
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## Resources for Organizers
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* [Sprint in a Box](/organize/templates/sprint-in-a-box/) — Everything you need for a one-day contributor sprint
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* [Day-of Checklist](/organize/templates/day-of-checklist/) — Printable checklist for event day
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<!--
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* [Event Funding](/organize/templates/funding-request/) — Request financial support for venue, catering, materials
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-->
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* [Volunteer Opportunities](/volunteer/) — Find help for your event

‎source/organize/__index.md‎

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slug: index
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---
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If you want to host your own Apache project event, or propose a
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[roadshow](/about/roadshow.html) about the ASF, get in touch with us on the [Event Planning
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mailing list](mailto:planners@apachecon.com).
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# Organize an Apache Event
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**Important!** While we appreciate other parties producing events to tell the world about
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our many great Apache projects and communities, [Apache trademarks and brands](https://whimsy.apache.org/brand/list)
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are also important to us. To use any Apache trademarks in conjunctions with events,
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you **must** request permission by following the
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[Third Party Event Branding Policy](https://www.apache.org/foundation/marks/events.html).
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Whether you're planning a small contributor sprint or a multi-day
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BarCamp, this section has everything you need to get started.
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* [Organizing a Roadshow event](roadshow)
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## Small Community Events (NEW)
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Most Apache events are organized by individual contributors in their
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local communities. You don't need special permission — just follow our
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self-service guide:
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* **[How to Organize a Small Apache Event](small-event-guide/)** — Step-by-step process from idea to execution
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* **[Sprint in a Box](templates/sprint-in-a-box/)** — Everything for a one-day coding sprint (the simplest possible event)
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<!--
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* **[Event Funding Request](templates/funding-request/)** — How to get financial support for your event
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-->
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* **[Day-of Checklist](templates/day-of-checklist/)** — Printable logistics checklist
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## Templates
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To create your event page, make a new directory under
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`source/events/YYYY/your-event-name/` in
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[this repo](https://github.com/apache/comdev-events-site) and copy
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one of these templates as your starting `__index.md`:
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* [General event template](templates/small-event-template/) -- Works for any event type
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* [Meetup template](templates/meetup-template/) -- Evening talks + networking
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* [BarCamp template](templates/barcamp-template/) -- Full-day unconference
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* [Hackathon project page](../../events/2026/community-over-code/sampleproject/) — For project-specific hackathon participation
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## Larger Events
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For events requesting ASF budget or official branding:
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<!--
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* [Organizing a Roadshow event](roadshow/) — Bid process for ASF-branded events
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-->
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## Branding
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If you're using "Apache" or any project name in your event:
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* Review the [Third Party Event Branding Policy](https://www.apache.org/foundation/marks/events.html)
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* For small community events run by committers, this is typically a lightweight check — not a gate
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## Get Help
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* Email [dev@community.apache.org](https://lists.apache.org/list.html?dev@community.apache.org)
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* Join **#volunteers** on [apachecon.slack.com](http://s.apache.org/apachecon-slack)
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* Or contact the [Event Planning mailing list](mailto:planners@apachecon.com)

‎source/organize/small-event-guide.md‎

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---
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title: "How to Organize a Small Apache Event"
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---
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# How to Organize a Small Apache Event
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This guide covers everything you need to run a local event — a
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hackathon, sprint, meetup, BarCamp, or community gathering — with
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Apache branding. You don't need permission from ComDev to start
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planning; just follow the steps below.
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## What counts as a "small event"?
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Any community gathering of 5–100 people organized by or for an
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Apache project community:
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* **Contributor sprint** — a day of focused hacking on a specific project
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* **Hackathon** — multi-project working event
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* **BarCamp / unconference** — participant-driven talks and discussion
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* **Meetup** — an evening or half-day of talks and networking
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* **Release party** — celebrating a major release
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## Step-by-step
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### 1. Pick your format and date
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Decide what kind of event you're running and pick a date at least 4
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weeks out. Weekend events are common but weekday evenings work for
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meetups.
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### 2. Find a venue
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Good options (often free):
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* University classrooms or lecture halls
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* Company offices with community spaces
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* Coworking spaces
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* Libraries with meeting rooms
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* Conference side-rooms (if co-locating)
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You need: tables, chairs, power outlets, WiFi, and ideally a projector.
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### 3. Identify a coordinator
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Every event needs one named person who is the point of contact. This
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person should be:
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* An Apache committer or PMC member on at least one project, OR
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* Working with the support of a committer/PMC member
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### 4. Create your event page
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Copy the [event page template](../templates/small-event-template/) and
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submit a PR to this repository. The template has all the fields you need.
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Alternatively, email [dev@community.apache.org](mailto:dev@community.apache.org)
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with your event details and we'll set up the page for you.
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### 5. Handle trademarks
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If you're using "Apache" or any Apache project name in your event title
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or materials:
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* Review the [Third Party Event Branding Policy](https://www.apache.org/foundation/marks/events.html)
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* For small community events organized by committers, this is
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typically lightweight — just ensure you're not implying ASF
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endorsement of a commercial product
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You do NOT need to wait for trademark approval to start planning. Just
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make sure your materials comply before publishing them.
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### 6. Promote the event
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* Post to your project's dev@ mailing list
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* List it on this site (via the event page you created in step 4)
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* Share on social media using #ApacheCommunity
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* If there are local meetup groups, reach out to them
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<!--
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### 7. Request funding (optional)
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If you need financial support for venue costs, catering, or materials,
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see the [Event Funding Request](funding-request/) page. Small events
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can request up to $2,000 with a lightweight proposal.
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-->
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### 8. Run the event
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See the [Day-of Checklist](day-of-checklist/) for a printable
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checklist.
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### 9. After the event
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* Post a brief report to dev@community.apache.org (attendance, what
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worked, what you'd change)
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* Add photos to [photos.apachecon.com](https://photos.apachecon.com) if
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you took any
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* Update your event page with an "Outcome" section
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* Consider writing a blog post for [blogs.apache.org](https://blogs.apache.org)
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---
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## Resources
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* [Event page template](../templates/small-event-template/) — copy this to create your event page
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* [Day-of checklist](day-of-checklist/) — printable logistics checklist
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<!-- * [Funding request process](funding-request/) — how to ask for budget support -->
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* [Sprint in a Box](sprint-in-a-box/) — everything you need for a contributor sprint
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* [Speaker support](../../volunteer/speaker-support/) — coaching for presenters
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* [ASF event branding policy](https://www.apache.org/foundation/marks/events.html)
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---
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## FAQ
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**Do I need to be an ASF Member to run an event?**
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No. Any committer can organize an event. Non-committers can too, as
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long as they have the support of a project PMC member.
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**Can I charge admission?**
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Events using Apache branding should be free or at-cost (covering
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venue/food). Profit-making events need separate approval per the
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branding policy.
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**What if my event is virtual?**
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Same process. Note the timezone, platform (Zoom, Jitsi, etc.), and
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maximum capacity on your event page.
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**Who do I contact if I get stuck?**
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Email [dev@community.apache.org](mailto:dev@community.apache.org) —
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someone from the community development team will help.

‎source/organize/templates/barcamp-template.md‎

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---
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title: "BarCamp Apache [City] [Year]"
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draft: true
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---
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<!--
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TEMPLATE: For BarCamp / unconference style events.
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Copy this to source/events/YYYY/barcamp-city.md
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Set draft: false when ready to publish.
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-->
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<img src="/images/apache-oak-leaf.svg" alt="Apache" style="height:1.4em; vertical-align:middle;"> **BarCamp Apache [City]**
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## Event Details
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| | |
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|---|---|
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| **What** | BarCamp / Unconference |
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| **When** | [Date(s)], all day |
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| **Where** | [Venue], [Address], [City] |
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| **Size** | [Expected attendees, typically 30–80] |
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| **Cost** | Free |
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| **Registration** | [Link — important for headcount/catering] |
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| **Contact** | [Name] — [email@apache.org] |
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## What is a BarCamp?
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A BarCamp is a participant-driven unconference. There is no
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pre-determined schedule — attendees propose and vote on sessions the
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morning of the event. Anyone can present. Sessions are typically 30–45
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minutes and can be talks, discussions, demos, or workshops.
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## How it works
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1. **Morning:** Everyone gathers. Anyone who wants to lead a session
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writes their topic on a sticky note and pitches it in 30 seconds.
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2. **Vote:** Participants vote (dot-stickers or show of hands) to fill
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the available time slots.
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3. **Sessions run:** Parallel tracks in different rooms/spaces.
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4. **End of day:** Group retrospective — what was best? What do we want
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to continue?
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## Schedule
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| Time | Activity |
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|------|----------|
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| 09:00 | Doors open, coffee, networking |
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| 09:30 | Welcome, introductions, session proposals |
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| 10:00 | Voting, schedule posted |
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| 10:30 | Session block 1 |
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| 11:15 | Session block 2 |
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| 12:00 | Lunch |
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| 13:00 | Session block 3 |
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| 13:45 | Session block 4 |
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| 14:30 | Break |
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| 14:45 | Session block 5 |
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| 15:30 | Retrospective + next steps |
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| 16:00 | End |
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## Venue Requirements
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* 2–3 rooms/spaces for parallel sessions
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* Main room for opening/closing (seats all attendees)
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* Whiteboard or wall space for schedule grid
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* WiFi, power outlets
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* Projector in at least one room
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## Materials Needed
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* Large sticky notes (for session proposals)
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* Markers (thick ones people can read from across the room)
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* Dot stickers (for voting)
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* Masking tape (for schedule grid on wall)
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* Name badges (blank ones people fill in)
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* Printed schedule grid template
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## Sponsors
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* **Venue:** [Company/Organization]
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* **Catering:** [Company/Organization]
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* **Other:** [Company/Organization]
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## Organizers
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* [Name] ([Apache ID]) — Lead organizer
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* [Name] — Venue coordination
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* [Name] — Catering
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* [Name] — Promotion
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## Sign Up
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<!-- Link to registration. BarCamps often use a wiki page or simple
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form where people add their name and what they might want to talk
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about. -->
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## Outcome
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<!-- Fill in after the event -->
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---
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Part of the [Apache Community Events](https://events.apache.org/events/) program.

‎source/organize/templates/day-of-checklist.md‎

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---
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title: "Day-of Checklist"
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---
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# Event Day Checklist
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Print this and bring it with you. Check items off as you go.
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## Before doors open (arrive 30–60 min early)
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- [ ] Unlock the room / meet the venue contact
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- [ ] Set up tables and chairs in the arrangement you want
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- [ ] Test the WiFi — connect a device, run a speed test, do a `git clone`
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- [ ] Test the projector / screen if using one
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- [ ] Put up directional signs from building entrance to room
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- [ ] Write on whiteboard or print on paper:
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- WiFi network name and password
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- Project chat channel (Slack/Discord/IRC)
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- Event hashtag
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- Schedule overview
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- [ ] Set out power strips / extension cords
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- [ ] Set out any swag (stickers, name badges)
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- [ ] If catering: confirm delivery time and dietary accommodations
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## As people arrive
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- [ ] Greet people, point them to WiFi info
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- [ ] Have them add their name to an attendance list (paper or shared doc)
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- [ ] If you're doing name badges, hand them out or let people write their own
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- [ ] Help anyone who needs dev environment setup
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## Event start
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- [ ] Brief welcome (5 min max):
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- What we're doing today
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- Where to find issues/tasks
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- How to ask questions (who's available to help)
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- Logistics: food, bathrooms, end time
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- Code of Conduct reminder (link: apache.org/foundation/policies/conduct.html)
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- [ ] Point newcomers to mentors/experienced contributors
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## During the event
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- [ ] Check in periodically — anyone stuck? Anyone need help?
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- [ ] If someone finishes their task, help them find the next one
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- [ ] Take a few photos (ask consent first)
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- [ ] Keep an eye on the time — remind people 30 min before wrap-up
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## Wrap-up
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- [ ] 15-minute group share: "What did you work on? What did you accomplish?"
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- [ ] Thank everyone
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- [ ] Remind people: here's how to stay involved (mailing list, chat channel)
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- [ ] Group photo (optional, consent-based)
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- [ ] Clean up the space — leave it better than you found it
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## After the event (same day or next day)
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- [ ] Post summary to dev@ list: X people attended, Y PRs submitted, notable outcomes
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- [ ] Email dev@community.apache.org with the same summary
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- [ ] Update event page with Outcome section
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- [ ] Share photos (with consent) to photos.apachecon.com or social media
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- [ ] Thank the venue sponsor
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- [ ] Note what you'd do differently next time (add to event page)

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