Camp Planning 3/26/2024

Adding meeting notes from March:

Key facts:
170 days until camp
5 months & 2 weeks

Midcamp Notes
It appears that sponsorship will not be easy this year. It is looking like a number of agencies are cutting back with their contributions to camp.

Sponsors:

Need to begin our asks ASAP; many orgs already have their budgets set for 2024
Pantheon - reached out to McKenna Reget, she was responsive
Wilbur reached out to Michael Foley at MNDOR to see if he would join the sponsor team
Agencies are cutting back, expect less money this year
Consider reworking tiers; Platinum, Gold, Silver, Bronze
Need someone to lead this
Wilbur and Eva will work on reaching out to Sponsors
We will organize our efforts in the Task document

Cost of Camp

We’re considering the cost of camp covering the cost of 1+ people.

Cost per person should be ? 200?
Hunch: Cost per person might be $200 per person.

Formula
((Cost of food + Cost of Venue) / Projected Attendance) + (Cost of Socials / Past Attendance)

Venue

Choice that’s presented: West Wing, Dale Shepard room, 3 breakout rooms
“Campus Club buyout”
Close the floor to the public
All hallways and rooms

Venue decision deadline: April meeting
Budget
Projected cost for venue: 11,414
Projected cost for food: 11,092

Marketing:

Sent out our “Save the Date” email
About 500 people opened the email
Announcements: TCDrupal, Midcamp, Drupal,
We have Stickers!
Twin Cities Drupal Mastodon account
Ideas
Blog about camp on tcdrupal.org
Get it hooked up to the Planet
Converse with The Drop Times about articles about Camp
LinkedIn?

Website

2024 site is UP - need to point domains
2023 site is marked as archive

Link to new site: https://live-tcdc24.pantheonsite.io/

Conference Program: Jer

Offer to speakers: Free ticket

Rolling Approvals
Rolling approvals might justify attendance to camp
Helps marketing efforts
Featured speakers
Keynote speakers
Target specific speakers that deliver great talks

Social Events

Can we stay at the Campus Club for parties?
Going to find out the cost of hiring a bartender for parties

House of Balls
Not everyone felt safe going to there

Offsite Karaoke?

Volunteers

Update and built out our list of contacts
Make the “asks” of people, slot them into roles