General considerations for contribution events

Last updated on
30 November 2020

Note: Depending on the size and type (online vs. in-person) of a contribution event, you may want to also look at the DrupalCamp and Meetup organizing sections, as many of the same considerations apply.

Why organize a contribution event?

  • It's fun - sometimes it is nice to have some camaraderie while working.
  • It's satisfying - the group can see the progress that was made at the end of the event.
  • It's a good way to get a focused task done (some events are more general and some are more focused).
  • Participants can get their questions answered immediately instead of waiting for an answer in an issue.
  • Participants can learn from each other.

Types of contribution events

There are several ways to classify contribution events:

  • In-person vs. online: Are the participants in the same physical space, or are they gathering in Slack or another online medium? For an in-person event, are remote participants also welcome?
  • Stand-alone vs. DrupalCamp vs. DrupalCon: Is this contribution event being held in conjunction with another event, such as a regional DrupalCamp or a DrupalCon? (See also types of events)
  • Focus/Goal: Is this contribution event focused on a particular goal (such as finishing the release of a module), or is it open to many types of contributions?
  • Mentored vs. self-driven: Are mentors available to help new contributors get started?

Considerations for event organizing

Goal, tasks, and participants

The first step in organizing any contribution event is to figure out what the goal is, such as "Mentor new contributors through contributing their first Drupal Core patch", or "Write code for the new configuration management system". Once you have a goal, that will probably help you determine a list of tasks for the event, keeping in mind your intended participants. For instance, if you want the event to be open to new contributors, you will need to have some tasks defined for them to do, and having mentors on hand will be helpful. On the other hand, if your event is limited to a few hand-picked participants who have been involved for a while already, they may already know what tasks need to be done.

See also the task writeup: Triage novice issues and tasks

Issue tag

Most contribution events create an issue tag, such as "drupalcon-global-2020". The coordinators can tag issues ahead of time with this tag, to help participants find issues to work on. And they can ask participants to tag issues they worked on during the event with the same tag.

Coordinators, mentors, and drupal.org

For an event that is aimed at new contributors, it is helpful to have some experienced people participating who can mentor others. A ratio of 1 mentor for every 8 participants works well. For a larger event with many mentors, it is helpful to have coordinators as well as mentors. The roles that need to be filled for a larger event are listed on the Contribute by Mentoring page (some people can take on multiple roles).

A few days before the event, make sure that drupal.org staff know about your event. Let them know the IP address of the event, and how many people are expected. You can contact them in the #drupalorg channel on Slack, or by email at help@drupal.org.

Central web page

It can be helpful to create an OpenSocial web site, web page, Kanban board, or spreadsheet for coordinating the contribution event. Things that can be helpful to put on this spreadsheet or site:

  • Information on how to find the event (which building/room it is in at an event, which days/times, where to join online)
  • Groups that are participating, their leaders, and what type of contributors they need
  • Qualifications needed to attend
  • Issues or tasks to work on
  • Resources and background information (be sure to tailor this to your audience -- is it new contributors or an experienced group?)

Publicity

There is a list of places to post Drupal events on the Find an event page. If you post an event on groups.drupal.org, consider cross-posting to both regional groups in the area where an in-person event will take place, and topical groups if there are particular topics being worked on. No matter where you post your event, you should list:

  • Time/date
  • Location, directions if in person
  • How to attend remotely if that is allowed
  • Attractions (free food, people in attendance, etc.)
  • Focus, if there is one
  • Qualifications needed for participating, or who is invited to attend
  • Code of Conduct

Sample blurb for description:

Everyone is welcome; if you've built a site in Drupal, or have skills such as translating or technical writing, you can contribute. We will split into pairs and work on Drupal core issues. Bring your laptop. If possible, make an account on Drupal.org before coming.

Location

It is important to have an appropriate space for an in-person event. Features:

  • Wi-fi access (see below)
  • White board and/or projector and/or mic
  • Enough chairs and tables for everyone - preferably tables where about 6-10 people can sit and collaborate
  • Power strips for each table
  • At least one key participant is located in that city
  • Airport/transportation so all participants can reach the location

Possible locations:

  • Library meeting room
  • Business conference or board room at a company
  • University classroom or computer lab
  • Someone's living room, if it is a very small event
  • Online in a particular Slack or DrupalChat channel

Wi-Fi/Internet

If you are hosting an in-person event, it is important to have sufficient bandwidth and speed for participants:

  • Plan to provide enough access points with enough capacity for 2.5 devices per person.
  • Bandwidth limits per device should not be less than 10MB.
  • For a small sprint of around 10 people: Bandwidth: 20-30 MBps down, 5 MBps up should handle 20-25 devices.
  • For a large sprint of around 100 people: Bandwidth: 60-80 MBps down, 20 MBps up should handle 300-400 devices.

Food and drinks

If you provide on-location lunch at the event, people can continue to work, talk, and collaborate during lunch instead of leaving and coming back, which can give you an extra hour or two of productive work time. If you provide food, consider allergies and dietary preferences. On the other hand, at dinner time in an all-day event, people are likely ready to have a break. Having snacks and coffee on-hand at all times is also helpful.

Supplies

  • Whiteboard or easel pad, markers
  • Cards or paper for doodles/sketches, pens and pencils (possibly colored)
  • Name tags, and perhaps some kind of sticker or special tag for coordinators and mentors (for large events)
  • Sticky notes: you can put issue numbers or tasks on sticky notes on a board, and people can go pick one up to claim it as their task.
  • (optional) Contribution info sheets (see attached file) so groups can post goals, skills, and instructions.

For a larger contribution event, such as at a DrupalCon, see Supplies for larger contribution events.

Day of the event

  • Post signs at the building door leading people to the event
  • Post directions to bathrooms and WiFi on the whiteboard in the event room(s)

Help improve this page

Page status: No known problems

You can: