Hugh Lashbrooke 9:58 am on May 14, 2020  

Online WordCamps – Resources, Tools and Information

WordPress meetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. groups are already moving their events online, and there are guidelines for online do_action charity hackathons as well. The next event series to evolve into this online paradigm is, naturally, WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more..

In order to assist organisers with the process of moving their WordCamp online, and to pave the way for new organisers to get involved, the Community Team has set up some tools, processes, and documentation to make things possible. You will find all of this in the new Online Events Handbook, but read on for a broad overview.

Production & Captioning Vendors for All

Since the pilot program for supplying production vendors to online WordCamps was announced, a few WordCamps have taken advantage of this – namely WordCamp Spain, WordCamp Santa Clarita, and the upcoming WordCamp Kent. This pilot program has proved to be a success, which means that all WordCamp organizing teams in 2020 will be able to count on this support.

In practice, this means that the online production and captioning costs associated with any online WordCamp taking place this year will be covered in full without the need for local sponsorship. As an organiser, you can make use of the vendors available or choose to work with a local supplier.

You will find more information in the documentation about production vendors, as well as what to look out for if you do look for local companies.

Updates to WordCamp Guidelines

In order to cater to online WordCamps, the guidelines for these events have been updated to be more flexible and adapt to the needs of the format. You can find these updated guidelines in the new handbook – they cover the regional focus of online events and important changes to the budget review and planning processes.

Note that these updates apply to online events only – when in-person events are able to resume, those events will follow the guidelines that were already in place taking note of these additional guidelines for in-person events taking place in 2020.

Code of Conduct for Online Events

In order to ensure these online events remain as safe and welcoming as in-person WordCamps, the new handbook includes a code of conduct that has been updated to cater to this new format. There is also some new documentation on effective ways to moderate the chat during a live stream and how you can ensure your event’s chat remains friendly and inviting.

Acknowledging Sponsors at Online Events

You can read this handbook page for some excellent ideas about how to acknowledge your online event sponsors, and more information will be published soon with information about recognising global sponsors. One requirement that has been added in here, is that all organisers must have their sponsorship packages approved by a deputy at the budget review stage.

The WordCamp Schedule

The WordCamp schedule has been updated to indicate whether an event is taking place online or not – this will provide an easy reference for anyone interested in attending an online WordCamp no matter where they are in the world. Note that Online WordCamp tickets will always be free, so anyone around the world can easily attend.

Tips for WordCamp Speakers

Since presenting a talk online is a very different experience to doing so in-person, here are some tips for speakers to help you make the most out of the experience.

Guidelines for In-Person WordCamps

If you would like to organise an in-person WordCamp for any date after June 2020, please refer to the updated guidelines for these events.

WordCamps Beyond 2020

The updated guidelines outlined here will be in effect for the remainder of the year. The team plans to review these guidelines in Q3 2020 so that organizers applying for a 2021 WordCamp have greater clarity and enough time to prepare for either an online or in-person event. 

Does this all sound like something you want to get involved in? Fill out the WordCamp organiser application form to get started!

On a personal note, I’m excited to see the online events that local organisers put together – while this is a challenging new frontier for all of us, the need to move our events online will provide a platform for a huge amount of innovation within our community.

Is there anything you think was missed here? Or any other resources or documentation you think would be helpful for the team to provide for organisers of online WordCamps? Please make it known in the comments!

Milana Cap 2:36 pm on June 15, 2020
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WordCamp.org 4:00 am on June 15, 2020
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Weekly Updates

Hello to all our Deputies, WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. organizers, MeetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. wranglers, and WordPress Community builders! You were probably hard at work this weekend. Tell us what you got accomplished in our #weekly-update!

Have you run into a roadblock with the stuff you’re working on? Head over to #community-events or #community-team in SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. and ask for help!

Hari Shanker R 8:36 am on June 12, 2020
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Meetup Organizer Newsletter: June 2020

Hello friends,

We are happy to share with you another edition of our meetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. organizer newsletter, packed full of updates from past and upcoming WordPress events, as well as news, information, and inspiration for your local meetup.

Newsletter contents:

  • Online Event Updates
  • Upcoming Online Events
  • An opportunity to highlight your Meetup Group
  • Tuesday Trainings

Online Event Updates

WordCamp Europe Online 2020 
Following the success of WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Spain online, WordCamp Europe was held fully online from June 4 to 6. The event had a record 8,600 sign-ups from people belonging to 138 countries, along with 2,500 sign-ups for the contributor dayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/.. WCEU Online also had 33 sponsors and 40 sponsors, along with a Q&A with Matt Mullenweg. You can find the videos of the event in WordPress.tv by following the link, or you can catch the live stream recording of the entire event from the WP Europe YouTube Channel.

do_action Japan
The first online do_action event – do_action Japan was held from May 16 – 17. About 70 Japanese WordPress community members and 9 non-profit organizations came together to do the event, which was also the first do_action event in Japan. The team made use of free tools such as SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/., Gmail, Google Forms/Sheets/Docs/Slides, as well as Figma for design, and Zoom for calls to plan the event. You can read more about the event in its recap in the Make/Community blog. 

WordCamp Kent online
On May 30-31, 2020, the Northeast Ohio WordPress community came together online for the first online edition of WordCamp Kent. The event had over 1400 attendees from all across the world, along with 21 speakers and 10 sponsors! For those who missed the event, videos of the event will soon be available on WordPress.tv! 

Featured Online Meetup: 
The WordPress Pune meetup (Pune, Maharashtra, India) is planning a weekly online meetup series called the: “WordPress Community Check-in Meetup”. The event is planned as a casual check-in for all attendees, and the idea is to mitigate the struggles faced by community members due to the lack of social interaction due to COVID-19. The first edition of the event – is scheduled for Friday, June 12th at 5:00 PM IST, and will subsequently be held every Friday.

Upcoming Online Events

While many people in the community miss the camaraderie of in-person events — that are currently on a pause due to COVID-19 — online events enable people to attend Meetups and WordCamps all across the world. In fact, we encourage you to attend online meetups and WordCamps, as it offers an unmatched learning experience! You can find out about all upcoming events here: https://make.wordpress.org/community/events/online/

If your local community is interested in learning about a certain topic, and if you are unable to find local speakers, feel free to reach out to external speakers. Other organizers have been able to  successfully recruit a speaker they found on a WordCamp speaker list, for their online meetup.

If you are holding a meetup online, please use the tag #OnlineWPMeetup so that the WordPress Marketing team can find you and bring you some communications and marketing support.

Here are some highlighted WordPress events and workshops coming soon:

  • WordCamp Denver 2020
    The WordPress Community of Denver, CO is coming up with the first edition of their Online WordCamp on June 26-27. The organizers promise a fun, informative, stress-free virtual conference for beginners, developers, and everyone in-between. The event will have 30-40 minute talks, fun activities, workshop-style sessions, Q&A panels, and more on a variety of WordPress topics, among others. Tickets for WordCamp Denver are free. Get yours now!
  • Diversity Speaker Training
    The Diverse Speaker Training group (#WPDiversity) has two kinds of workshops to highlight. As many tech events are moving to an online model, the Diverse Speaker Training group (#WPDiversity) would like to help your community members from marginalized and underrepresented groups share their knowledge at your virtual meetups and WordCamps. Even if you are not holding your events online yourself at this time, your members could be speaking at virtual events in other communities, and be excited to speak at yours once your events are on again.
    1. We are holding workshops for the members of your community from marginalized and underrepresented groups: 
      https://make.wordpress.org/community/tag/WPDiversityWorkshops
      Next series: Late July (dates TBD). It will be announced at the link.
    2. We are holding facilitator trainings so you can learn how to run the workshop for your community: https://tiny.cc/wpdiversity
      Next training: July 18 at 5-7pm UTC. For this one and other dates, please fill out this form.

Opportunities to highlight your Meetup Group

We have two opportunities for you to highlight your local meetup group, as well as your events!

  1. Showcase your Meetup group in the Meetup.com blog
    Meetup.com would like to highlight one of our groups, to inspire other community organizers, and also to recognize the work that WordPress volunteers do. Would you like to have your local Meetup group featured in the Meetup.com blog? Did your group host a unique event that you’d like to share to inspire other community organizers? Send us an email to support@wordcamp.org with a brief description of your Meetup group, as well as any pictures of your meetups. We will review your suggestions and select some to  pass them along to Meetup.com. You have until June 30th, 2020, 23:59 UTC to send us your suggestions! 
  2. Feature your Online Meetups in our newsletter
    In an effort to highlight the hard work done by meetup organizers across the world, we will be sharing stories about online events from local meetup groups. Would you like to highlight recent online events from your local meetup group in our monthly newsletter? We will publish a call for content post for the next edition of the newsletter in the first week of July. Please comment on the post when it is up, or just send us an email to support@wordcamp.org to share about events in your local meetup group.

Tuesday Trainings

We started Tuesday Trainings (#tuesdaytrainings) last month as a way to share knowledge and help to train organizers and interested community members in a variety of skills, while also adding additional training documentation to our handbooks. Each week on Tuesday a different topic will be highlighted on the WordPress Community Blog. The content will come in a variety of formats including blog posts, recorded presentations, discussions, and workshops. You can find links to the latest Tuesday training posts below: 

Upcoming Tuesday Training Alert

On Tuesday, the 16th of June, the Community Team is planning a live 1 hour workshop on conflict de-escalation, by one of our long-time Community Deputies, Andrea Middleton. The session will offer a better understanding of conflict and how it intensifies, plus a step-by-step guide for responding strategically to de-escalate conflict in text communication. The workshop will happen over video chat at 9am PST (4pm UTC). If you’d like to be a part of the online event please respond in comments of this post. You can expect a calendar invite and an email reminder on Monday with more information on joining the call.

If you’d like to contribute your knowledge for a Tuesday Training, please email us at support@wordcamp.org 

If you have any questions, Community Team deputies are available to help. Please send an email to support@wordcamp.org or join the #community-events Slack channel. Thanks for everything you do to grow the WordPress community, let’s keep sharing knowledge and inspiring our Open SourceOpen Source Open Source denotes software for which the original source code is made freely available and may be redistributed and modified. Open Source **must be** delivered via a licensing model, see GPL. Community! 

We’ll see you online soon!
#newsletter

Cami Kaos 9:02 pm on June 11, 2020
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Tuesday Trainings: Signup for the Conflict De-escalation Workshop

This coming Tuesday will be a new first for the Tuesday Trainings series, a live workshop. It’s my intent to bring a variety of formats to this series, and next week is where we start to Experiment. Please join @andreamiddleton who will be teaching a 1 hour class on conflict de-escalation.

About the conflict de-escalation workshop Have you ever found yourself in an argument with someone on the internet, and wondered how to get out? Are you interested in reducing the intensity of the conflict that crops up among people on your team or in your circles? Come to this session for a better understanding of conflict and how it intensifies, plus a step-by-step guide for responding strategically to de-escalate conflict in text communication.

The workshop will happen over video chat at 9am PST (4pm UTC). If you’d like to be a part of the online event please respond in comments. You can expect a calendar invite and an email reminder on Monday with more information on joining the call.

#tuesdaytrainings #community-management

Tammie Lister 10:10 pm on June 9, 2020
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Tuesday Trainings: Tips for designing an online WordCamp

WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Europe concluded successfully this past weekend. This being an online flagship WordCamp of larger scale and reach, the WCEU design team, which included Estela, Roberto and myself, wanted to share our lessons learned. We compiled the following collection of notes and tips curated during the event to share as a starting point to help those focusing on design during an online event. Let’s dive right in!

The experience

Creating an online event is very different from a physical one. What will be the experience for those attending falls down to the website, the streams, networking rooms (if you have them) and social media. This means considering even small details, such as what music can enhance the experience. WCEU ended up having an original music piece created and that truly helped make the event feel more unique and crafted.

Your event’s website becomes far more important as it moves online. A physical WordCamp will see the focus shift for design to the space itself. Think about the different sizes of screens and the fact that now your design will be in someone’s living room, perhaps on their TV. Many will be watching whilst viewing or interacting on their tablets.

TrelloTrello Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example: https://trello.com/b/8UGHVBu8/wp-marketing.

Having a way to clearly report the myriad of tasks that will stack up is crucial to functioning. This team used Trello. After a few iterations, the team settled into using columns for:

  • Information: a column to collect all useful links.
  • Inbox: anything not sorted. This was triaged during the weekly meetings and a few times a week by the team.
  • This month: anything that was to do as a focus during the months leading up to the event.
  • Coming up: tasks that were in the future but for the event.
  • Not this year: this column was made once the event moved from physical to online, to keep record of everything for next year.
  • Icebox: ideas and inspiration not added for any year yet.
  • Done: everything once completed goes there.


Labels were used for specific roles within the design team, for example, visual or website and team lead to get decisions. As time progressed other teams were asked to follow the following format for adding a card:

  • Put it in the ‘Inbox’ column.
  • Where possible state deadlines and priority to enable focusing.

Before the event

  • Prepare slide decks before the event and share using Google slides. This way everyone can work on them and you can easily create a template for any team to use.
  • Test slides with the software to avoid duplication of frames, for example, double logos.
  • Make clear to speakers, sponsors, and even your organizing team, the ideal sizes of images and limits to the size of files. You likely will have to make multiple versions if using a combination of YouTube and SteamYard for example.
  • If you need music, YouTube has a free streaming library you can use.
  • Consider virtual swag for the event. This can be something people can then print out themselves. Personally, I would love to see this carry on for future, in-person events as it really offers options. Remember to also provide source files as this opens up where someone can get virtual swag printed.
  • Consider if your branding needs to adapt for digital screens when moving from a physical to online event.
  • Add a track link to each speaker slot so people can easily know where to go.

During the event

  • The event site is going to be a major focus of your attendees, speakers, sponsors, volunteers, and organizers. Be ready to update things. This is a big difference from a physical event.
  • Communicate with your teammates in advance to understand who will be around to help, and what roles and responsibilities are during the event. Share with each other when you are taking a break or watching a talk.
  • The first few hours will be intense, so prioritise tasks and focus.
  • Note each task in your team’s SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. channel. It’s strongly encouraged to have one on Slack (or another platform) to coordinate. Share when someone is owning a task so that you can easily support each other.
  • Designate one team member as the point of contact for all teams, so the others can focus on tasks.
  • Find out how many attendees are impacted by any request that comes in during the event, this helps to prioritise tasks and helps the team to move forward intentionally.
  • There is a chance that once all the bumps are smoothed out on day one, your second day will be calmer, so this may be a better day to watch talks or to work on last-minute adjustments to closing remark slides.
  • Video calls are great to focus work during the event, text works but to speed process hop on a video and share screens to just get it done.

So, those are the tips! We hope this helps as you design your own online event. If you have additional tips, thoughts, or any feedback to share based on your experience designing for an online WordCamp, we invite you to share that in the comments.

#tuesdaytrainings

Sandy Edwards 3:47 pm on June 9, 2020
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Youth Event Working Group Chat/Office Hours June 11, 2020

In light of everything going on with COVID-19 and needing to move events to a remote status. We are changing our Youth Events Working Group meetings to be Office Hours. This is so that anyone can come to #community-events channel and ask any questions about how to help the kids at home during this time.

If you want to start a virtual meetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area., get resources for your own family or just talk about things kids can do safely online our group is here to support it.

This will happen weekly on Thursdays at 2100UTC/5pm EST.

If anyone wants to help with more International Friendly times please reach out and let either @camikaos or myself (@sunsand187) know.

Starting in July we will resume our regular working group meeting in addition to these office hours. For more information on joining the working group check out this link: https://make.wordpress.org/community/2019/01/14/call-for-volunteers-kids-events-working-group/

#kids-events, #youth-events

WordCamp.org 4:00 am on June 8, 2020
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Weekly Updates

Hello to all our Deputies, WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. organizers, MeetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. wranglers, and WordPress Community builders! You were probably hard at work this weekend. Tell us what you got accomplished in our #weekly-update!

Have you run into a roadblock with the stuff you’re working on? Head over to #community-events or #community-team in SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. and ask for help!

Mary Job 8:22 am on June 4, 2020
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Community Team Chat Agenda | June 4 2020

Hello Team!

Our bi-monthly Community Team chat is happening this Thursday, June 4 2020. Meeting times are detailed below. We use the same agenda for both meetings in order to include all time zones.

Asia-Pacific / EMEA friendly: Thursday, June 4, 2020, 12:00 PM GMT+1

Americas friendly: Thursday, June 4, 2020, 09:00 PM GMT+1

Deputy/Mentor check-in

What have you been doing and how is it going?

P2P2 P2 or O2 is the term people use to refer to the Make WordPress blog. It can be found at https://make.wordpress.org/. posts needing review/feedback

MeetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. organizer newsletter suggestions for June 2020 – Hari Shanker R
https://make.wordpress.org/community/2020/06/02/meetup-organizer-newsletter-suggestions-for-june-2020/

Tuesday Trainings: The power of working as a team – Angela Jin
https://make.wordpress.org/community/2020/06/02/tuesday-trainings-the-power-of-working-as-a-team/

Diverse Speaker Workshops Reports – April & May 2020 – Jillbinder
https://make.wordpress.org/community/2020/06/02/diverse-speaker-workshops-reports-april-may-2020/

Recap of the Diverse Speaker Training group (#WPDiversity) on May 27, 2020 – Jillbinder
https://make.wordpress.org/community/2020/05/28/recap-of-the-diverse-speaker-training-group-wpdiversity-on-may-27-2020/

Tuesday Trainings: Practising Open Communication – Hugh Lashbrooke
https://make.wordpress.org/community/2020/05/26/tuesday-trainings-practising-open-communication/

Schedule BlockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. Available for BetaBeta A pre-release of software that is given out to a large group of users to trial under real conditions. Beta versions have gone through alpha testing in-house and are generally fairly close in look, feel and function to the final product; however, design changes often occur as part of the process. Testing – Ian Dunn
https://make.wordpress.org/community/2020/05/22/schedule-block-available-for-beta-testing/

Feedback request for WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Organizers: How do you use your WordCamp email address? – Hari Shanker R
https://make.wordpress.org/community/2020/05/22/feedback-request-for-wordcamp-organizers-how-do-you-use-your-wordcamp-email-address/

Schedule for contributing with the Community Team at WCEU Contributor day posted by Cami – https://make.wordpress.org/community/2020/06/03/contributing-with-the-community-team-at-wceu-contributor-day/

Highlighted P2 posts

Please add any additional items to this agenda by commenting on this post as needed.

#meeting-agenda, #team-chat

Cami Kaos 10:39 pm on June 3, 2020
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Contributing with the Community Team at WCEU Contributor Day!

WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Europe Online is happening tomorrow, Thursday 4, June 2020 From 13:00 to 18:00 UTC (convert to your local time). The Community Team will be working to help attendees contribute in a variety of ways throughout the day and we hope that you’ll join us.

13:30
MeetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area. Orientation @harishanker

14:30
All About do_action – @angelasjin

15:00
Meetup Organizer Roundtable – @mariaojob
WordCamp Orientation – @camikaos

16:00
Meetup Orientation – @angelasjin
Deputy Orientation – @camikaos

17:00
Online WordCamp Organizer Roundtable – @courtneypk
Community Office Hours – @camikaos

Please join WordCamp Europe Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/. organizers at the WordCamp Europe site at 13:00UTC for opening remarks and instructions. For more information on joining the individual sessions we’ll be directing traffic in the Community Team channel in WordPress SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/..

We can’t wait to contribute with you!

#contributor-day, #wceu, #wceu-contributorday

Josepha 5:44 pm on June 3, 2020
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X-post: WordCamp Europe Office and Listening Hours

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