The attached Events Plan is a work in progress.

Drupal Events Plan

Cary Gordon, Drupal Association Events Manager

Overview/summary

1.     The Drupal Association underwrites and presents on DrupalCons directly

a.     The events management company will handle the day-to-day finances

b.     The Drupal Association and only the Drupal Association will determine how event proceeds, if any, are spent.

2.     DrupalCons will be right-sized – no benefit in turning folks away

3.     While DrupalCons serve many important functions, their marketing aspect is the most valuable. A lost opportunity in this area is irreplaceable.

a.     Tech press might cover Drupal 24/7, but the general press – particularly the business press -only sees us when we do something big and public, like a Con

4.     Areas of responsibility will be distributed:

o   Board

§  Events Manger

·      Regional organizing groups

·      Event management company

·      Event organizing committees

§  Marketing manager

·      Sponsorship

§  Public relations manager

·      Press releases

·      Stream management

5.     Locations and ticket prices will be suggested by the regional organizing committee and the events management company, evaluated by the event manager and selected by the a.d.o board.

6.     This, like Drupal, is a work in progress.

7.     I believe that we can have everything we want and keep the tickets under $400.

8.     This iteration of the plan only covers DrupalCons. Future versions will have a broader focus.

     I.     DrupalCon

DrupalCons serve at least three distinct functions, all of which have great value to the Drupal Association and the community at large.

DrupalCons present an unparalleled opportunity for the Drupal Association to market Drupal beyond its existing user base and developer communities. Next to drupal.org, they are the Association’s most valuable marketing assets.

Because Drupal is unique in its status as a truly community built and maintained product, DrupalCons are an essential rallying point for the development community.

DrupalCons will continue to provide an environment where project developers can come together to make Drupal in sprints, BoFs, and by taking advantage of the myriad opportunities for face-to-face discussion and collaboration that occur at a DrupalCon.

DrupalCons also present opportunities for Drupal shops and vendors who market to the community to reach their targeted audiences. In return, they provide an important revenue stream. The Association needs to make an effort to enhance the value that these sponsors receive from their participation without diminishing the attendee experience.

Plus one

Beginning as early as 2010, there will be three DrupalCons per year. The Drupal Association will sponsor and endorse the production of one DrupalCon each in Europe and North America, and one that will alternate between North America and Asia/Australia. The Southern Hemisphere conferences will, if possible, be held in Summer (December - January).

Fiscal agencies

The production of DrupalCons is the sole fiscal responsibility of the Drupal Association. The Association must either form the appropriate entity(ies) to assume fiscal agency for these events, or identify an agency (or agencies) to act as fiscal agent in our stead. As DrupalCons are extensions of the Association, fiduciary responsibility for all aspects of their existence lies solely with the Board of the Drupal Association.

DrupalCon Regional Organizing Groups

The Events Manager will endeavor to form four DrupalCon Regional Organizing Groups – one each for Europe, North America, South America, and Asia/Australia. These groups, composed of interested Association members (at any level), will focus on developing the programs and content for the DrupalCon in their region.

Once established, the Groups will be autonomous, self-governing and open to all interested parties. The Events Manager will recruit interim chairpersons for the North American and European Groups, who will publicize and promote their respective groups. Once established, The Groups will select their own leadership and manage their own governance. Each Group will choose a secretary to record meetings and memorialize other communications (i.e. email and other formats), and all meeting records will be open and made available online.

The Groups will be responsible for:

·      Recommending cities for DrupalCons in their regions;

·      Communicating their recommendations to the Events Manager.

·      Consider feedback from the Events Manager and the production company (see: below);

·      Selecting a (local) leader for each DrupalCon;

·      Managing the program for DrupalCons in their regions, either through a subcommittee or as a committee of the whole: and

·      Working with the production company to assist in production of the event.

Budgets will by managed by the production company, reviewed by the Group, supervised by the Events Manager and subject to the approval of the Drupal Association Board.

The Drupal Board will have final approval of DrupalCon cities.

Professional production

DrupalCons will be professionally produced.  In a move forward from the current practice of retaining an events production firm to handle the details of production once the location has been determined and the venue selected, the Drupal Association will contract directly with production companies that are capable of working anywhere on their respective continents.

Productions entities will be selected by the Events Manager, subject to approval of the Board.

The production entity will handle:

·      booking the venue;

·      covering all details of physical event production including, but not limited to

o   catering

o   power and power distribution

o   audio/video

o   event video recording (possibly)

o   internet connectivity

o   weather mitigation

o   printing

o   security

·      paying deposits on the venue and other items as needed;

·      organizing ticket sales;

·      obtaining insurance and licenses as required by law;

·      handling day to day finances;

The Association will, at the request of the entity, provide funds to cover deposits and legitimate and agreed upon upfront expenses not covered by ticket sales.

Sponsorship

All DrupalCons will have the same sponsorship structure with four levels of paid sponsorship – Platinum, Gold, Silver and Bronze. The Marketing Manager, working with the Events Manager and the Board, will establish a benefit template for these four levels, which will be modified as needed to suit local conditions. Pricing will also be determined in conjunction with the regional organizing groups. Additionally, there will be a low-cost individual support/sponsorship option for event registrants that will allow them to make a contribution beyond their price of admission.

The Marketing Manager will also establish a system to manage relationships with continuing and ongoing sponsors. This system may include alternative and/or consolidated sponsorship packages.

All sponsorship payments will be made to the Drupal Association, or at the discretion of the Association treasurer, to the local regional organizing group.

Public relations

The Drupal Association Public Relations Manager will coordinate and schedule all press releases and official announcements. The Public Relations Manager will work with the event organizing committee and the event webmaster to coordinate streamed information.

Local involvement

Each DrupalCon will have an event organizing committee. The organizing committee will:

·      Include an event chairperson;

·      Coordinate local activities for attendees;

·      Organize and produce supplemental activities; and

·      Work to impart a local/regional flavor to DrupalCon.

The committee will be recruited by the Regional Organizing Group, and may be drawn all or in part from that group.