Note: this is an AI generated document based on past discussions / meetings / planning group notes for organizing BarCamp 2024 and 2025.
How to Organize a BarCamp
A BarCamp is an open, participatory, community-led unconference. Unlike a traditional conference, the content is not fully decided months in advance by a program committee. Instead, the people who attend help create the event: they propose sessions, lead discussions, share demos, ask questions, volunteer, and shape the schedule together.
This post is a practical guide for anyone who wants to organize a BarCamp in their own community.
Why organize a BarCamp?
Organize a BarCamp when you want to create community energy without the heavy structure of a full conference.
A BarCamp is useful when you want to:
- Bring people together to learn, share, and connect.
- Give first-time speakers a low-pressure space to present.
- Let the community decide what topics matter right now.
- Encourage open conversations instead of one-way talks.
- Create momentum between larger conferences or meetups.
- Include topics beyond a strict theme: technology, design, career, health, climate, art, music, personal stories, hobbies, and more.
The spirit is simple:
For the community, by the community.
What makes BarCamp different?
In a normal conference, the schedule is usually fixed before the event. In a BarCamp, the schedule is lightweight and participatory.
People may submit session ideas before the event, but the final schedule is usually built on the day itself. Speakers choose available slots, attendees pick the sessions they want to
join, and multiple sessions can happen in parallel.
The result is an event that feels alive, informal, and community-owned.
The rules of BarCamp
These rules help explain the culture of the event:
- You do talk about BarCamp.
- You do blog about BarCamp.
- If you want to present, write your topic and name in a presentation slot.
- Only three-word intros.
- As many presentations at a time as facilities allow for.
- No pre-scheduled presentations, no tourists.
- Presentations go on as long as they have to, or until they run into another presentation slot.
- If this is your first time at BarCamp, you HAVE to present. Not strictly mandatory, but everyone is encouraged to participate actively.
You can share these rules on the website, in email reminders, and during the opening session.
Recommended event format
A simple BarCamp can run for half a day or a full day.
Example day schedule:
| Time | Activity |
|---|---|
| 9:30–10:00 | Registration / check-in |
| 10:00–10:30 | Opening and session scheduling |
| 10:30–12:00 | Morning sessions |
| 12:00–1:00 | Lunch / networking |
| 1:00 | Group photo |
| 1:00–2:30 | Afternoon sessions |
| 2:45 | Closing / optional second group photo |
Session format:
- Keep sessions around 20 minutes.
- Run multiple rooms in parallel if possible.
- Let speakers choose slots early in the day.
- Keep the schedule visible on a board or online page.
- Make the format participatory: talks, discussions, demos, roundtables, and Q&A are all welcome.
What you need
Venue
Minimum requirements:
- Multiple rooms for parallel sessions.
- Projector or display in each room.
- HDMI/adapters or clear AV instructions.
- Registration/check-in area.
- Space for a schedule board.
- Lunch/snack area.
- Seating for expected attendees.
- Clear map/location link.
Useful extras:
- Open area for a group photo.
- Tables for sponsors, games, refreshments, community displays, or a job board.
- Pin board, paper, sticky notes, markers, tape.
- Water access.
- Weather contingency if needed.
Tools
- Website or landing page.
- Session proposal form.
- Ticketing/registration platform.
- Email/newsletter tool.
- Social media channels.
- Shared schedule page.
- Feedback form.
- Photo album after the event.
Materials
- Registration list or QR check-in flow.
- Schedule board.
- Sticky notes, markers, pins/tape.
- Room signs.
- Speaker/session cards.
- Stickers or small gifts.
- Sponsor/community partner assets.
- Printed posters/flyers if doing offline promotion.
- Water, snacks, lunch coordination.
Team roles
BarCamp can be lightweight, but it still needs clear owners.
Recommended roles:
- Event owner: final decision-maker and momentum keeper.
- Operations lead: venue, room setup, schedule board, event-day flow.
- Speaker/session lead: proposals, speaker reminders, session-slot selection.
- Ticketing/support lead: registration platform, attendee questions, ticket issues.
- Content/social media lead: announcements, session highlights, live updates, thank-you posts.
- Design lead: posters, social media graphics, visual identity.
- Website lead: landing page, proposal link, ticket link, schedule, FAQ.
- Food lead: lunch, snacks, water, headcount.
- Volunteer lead: registration desk, runners, room coordinators, photo/video support.
- Sponsor/partner lead: sponsor outreach and partner coordination.
The most important role is the event owner. Without a clear owner, work can easily happen only during meetings and stall between them.
Planning timeline
T-6 to T-4 weeks: decide and announce
- Confirm event owner.
- Confirm date and rough format.
- Shortlist or confirm venue.
- Create a basic website/landing page.
- Prepare teaser email and social post.
- Prepare call for proposals.
- Set up proposal form.
- Start sponsor/partner conversations.
T-4 to T-3 weeks: open CFP and tickets
- Publish call for proposals.
- Explain clearly what an unconference is.
- Finalize venue and ticketing platform.
- Open registration/tickets.
- Test the ticketing flow before announcing widely.
- Ask community members to spread the word.
T-3 to T-2 weeks: promote proposals
- Highlight submitted proposals.
- Share examples of possible topics.
- Encourage people to submit sessions.
- Share sponsor/community partner posts.
- Reach out to past attendees, speakers, and local communities.
- Distribute flyers to offices, colleges, coworking spaces, or related events.
T-1 week: lock operations
- Confirm rooms, AV, seating, food, and check-in process.
- Confirm volunteer assignments.
- Prepare schedule board and room labels.
- Send speaker reminder email.
- Send attendee reminder email.
- Publish preliminary schedule if available.
- Prepare content capture plan: photos, short videos, live posts.
T-1 day: final reminders
- Send final attendee email.
- Remind speakers to arrive early for slot selection.
- Remind attendees to bring QR code/ticket, water bottle, ID if required, and laptop if presenting.
- Print or prepare event-day materials.
- Check projectors, HDMI, and room setup.
Event day: execute
- Set up registration desk.
- Set up schedule board.
- Prepare all rooms.
- Run opening session and explain the rules.
- Fill session slots.
- Keep sessions moving.
- Capture photos/videos.
- Handle food and breaks.
- Take group photo.
- Collect informal feedback.
T+1 to T+5 days: close the loop
- Send thank-you email.
- Share photo album and invite uploads.
- Send feedback form.
- Thank sponsors, attendees, speakers, and volunteers.
- Encourage people to blog/post about BarCamp.
- Invite attendees to the next community meetup.
- Run an organizer retrospective.
Communication plan
A simple content sequence:
- Teaser: BarCamp is returning.
- Social media announcement.
- Call for proposals: explain what an unconference is.
- “Why submit a proposal?” post.
- Registration/tickets open.
- Highlight proposed sessions.
- Encourage voting or interest if your format supports it.
- Sponsor/community partner posts.
- Day-before reminder.
- Day-of-event posts.
- Thank-you post and email.
Good messaging themes:
- “BarCamp is back.”
- “Ready to share?”
- “For the community, by the community.”
- “Come ready to share, learn, and connect.”
- “Rule #1: You do talk about BarCamp.”
- “Rule #8: You have to present — okay, not really, but we think you should.”
Email templates
Speaker reminder
Subject: BarCamp: Tickets, Timing, and Reminders
Hello and Namaste,
We’re excited to have you speak at BarCamp. A few reminders:
- Please grab your ticket so you are set for the day. Because this is participatory, we expect everyone, including organizers and speakers, to have a ticket.
- Talk slots will be chosen at the beginning of the event. Please arrive early if you want to secure your preferred slot.
- We will have projectors with HDMI. Please bring your laptop and download your slides in advance.
- Please share the event with your network. A bigger crowd means better energy for your session.
See you soon,
Team BarCamp
Day-before attendee email
Subject: BarCamp Final Info and Event Day Reminders
Hello and Namaste,
We’re excited to welcome you to BarCamp. Please keep these in mind:
- Keep your ticket QR code ready for check-in.
- Arrive early for registration.
- If you are speaking, arrive early to choose your slot.
- Bring your laptop if presenting.
- Bring a reusable water bottle.
- Bring ID if required by the venue.
- Check the schedule link for the latest updates.
See you tomorrow,
Team BarCamp
Thank-you email
Subject: Thank You for an Unforgettable BarCamp
Thank you for the energy, creativity, and participation you brought to BarCamp. The event was shaped by everyone who led a session, joined a discussion, asked questions, volunteered,
or helped spread the word.
Please help us improve the next BarCamp by filling out the feedback form. You can also relive and share moments through the photo album.
Rule #2 says: you do blog about BarCamp — so please write, post, and share your experience.
See you at future community events.
Feedback questions
Use a short feedback form after the event:
- Which sessions did you attend?
- What did you like most about the sessions?
- What improvements would you suggest for future sessions?
- What types of sessions would you like to see in an event like this?
- Were the facilities adequate: venue, seating, equipment?
- Any issues you encountered?
- Would you attend another BarCamp?
- Any additional comments or suggestions?
Lessons learned
Things that work well:
- A committed core team.
- Weekly organizer meetings.
- Clear ownership of tasks.
- A strong connection to an existing community.
- Honest communication with attendees.
- Word of mouth plus regular social media.
- Flyers and direct outreach to offices, colleges, and other events.
Things to watch out for:
- Not having a clear event owner.
- Work happening only during meetings.
- Starting speaker/session work too late.
- Starting sponsorship too late.
- Not having enough design/content capacity.
- Engaging volunteers too late.
- Rushing website, marketing, and branding at the end.
- Not maintaining one shared dashboard/checklist.
- Under-counting food and logistics needs. Count attendees, volunteers, organizers, AV teams, stalls, partners, and sponsors.
- Not planning photo/video/content capture in advance.
Final checklist
Before announcing:
- Event owner confirmed
- Date confirmed
- Venue confirmed or nearly confirmed
- Website/landing page ready
- Proposal form ready
- Ticketing/registration tested
- Basic visual assets ready
One week before:
- Rooms confirmed
- AV checked
- Food confirmed
- Volunteers assigned
- Speaker reminder sent
- Attendee reminder sent
- Schedule board prepared
- Room signs prepared
- Content capture plan ready
Event day:
- Registration desk ready
- Schedule board ready
- Opening script ready
- Room coordinators briefed
- Food/water handled
- Photos/videos captured
- Group photo taken
After event:
- Thank-you email sent
- Feedback form shared
- Photo album shared
- Sponsors/volunteers thanked
- Retrospective completed
- Notes documented for next year
Closing thought
A BarCamp does not need to be perfect. It needs to be participatory, welcoming, and useful.
If people leave having shared something, learned something, met someone new, or felt more connected to the community, the BarCamp worked.