WPUK Unconference ???? UK 2016 (working title) venue requirements

On this page:

Bidding

Bids from individuals or groups are invited to propose the venue and related social activities for WPUK Unconference ???? UK 2016 (working title), to be held on the weekend of either 27-28 August 2016, 3-4 September 2016 or 10-11 September 2016.

For this event there is a choice to select one of three consecutive weekends to give those proposing a venue greater flexibility.

This event allows those applying to gain experience of organising a WordCamp with the support and financial input from an experienced group of organisers of previous similar gatherings.

One of the aims of the event is to introduce a WordCamp into areas where there is currently no such gathering, therefore locations where there are ongoing active WordCamps should be avoided, although applications will be still be considered where local groups are operating.

Procedure for bidders:

  • as early as possible when investigating possible locations for a venue, please contact the Core group, so that details can be added to the 2016 locations investigated page to avoid duplication of effort and facilitate the pooling of bids
  • after reading all of this page, complete the appication form, which must be submitted before the closing date of midday on Saturday 16 April 2016
  • do not forget to include URLs of room plans and quotations for the venue and related costs on the application form

At any stage during this procedure bidders should not hesitate to contact the Core Group, who are happy to assist in the preparation of bids.

The requirements detailed on this page and the related application form, which in combination specify the full 2016 requirements, are for an ideal venue in an ideal world.

If all event requirements can’t be met please provide alternative proposals, either in the relevant section of the application form or by contacting the Core Group.

The decision on the winning bid will be made by registered users of WPUK Discuss, which will subsequently be subject to WordCamp Central confirmation.

The 2016 event will be number nine in the series of annual WordPress unconferences, held at a different location around the UK, following on from:

Outline format

The format of the event is based on the principles of an unconference, and consists of a combination of:

  • common sessions for all attendees in room 1, and at other times
  • two parallel streams in rooms 1 and 2, giving attendees a choice session by session
  • a room for ad hoc sessions in room 3

The maximum number of attendees at the event will be 200.

Venue

The venue must have easy access to public transport facilities with national and international links.

The following must be in walking distance from the venue:

  • reasonably priced accommodation for attendees
  • bars, food, pubs etc
  • reasonably priced/free car parking

Access hours for all areas:

  • Saturday 0830-1830 (includes 1.0 hour rig and 0.5 hour de-rig)
  • Sunday 0915-1545 (includes 0.5 hour rig and 0.5 hour de-rig)

The hours for conference attendees is 0930-1800 for Saturday and 0945-1515 for Sunday.

All rooms and areas must have:

  • wifi internet access of sufficient capacity to accommodate 200 attendees, some using multiple devices
  • mains socket distribution and extensions for the charging of portable devices and general use
  • additionally rooms 1, 2 and 3 must provide audio and video facilities to be driven by laptops

Plans of all rooms and areas must be provided for planning purposes.

The venue must have the following rooms:

  • room 1 – minimum audience capacity 200 (used for common sessions involving all attendees and, at other times, stream 1)
  • room 2 – minimum audience capacity 100 (used for stream 2)
  • room 3 – minimum audience capacity 50 (used for ad hoc events not scheduled beforehand)

The venue must have communal area(s) for:

  • registration
  • sponsor exhibition

The venue must also have:

  • an office, for the use of the Core Group and general admin
  • a secure area for the storage of luggage, laptops, valuables, etc

Socials

The socials are an important element to the event, especially as many attendee will have travelled some distance to the event.

Please ensure food (including vegetarian options) and drink (including non-alcoholic and real ale options) are available at all socials.

  • 1900 on Friday of the weekend – informal social for those in area; it’s normally held in a pub – please take into account the numbers that potentially could be attending – however it is likely the number will be lower than Saturday
  • evening of Saturday of the weekend – the main official social; the booking of the venue, or reserving an area, is recommended, as there could be 200 attending; there is planned to be a contribution from the event budget for this social – eg for booking of the venue if payment is required
  • afternoon/evening of Sunday of the weekend – informal post event social; there is likely to be a lower number than the previous two nights, and will need to be near the venue so people can go the social after the close of the event on Sunday

Budget

The conference budget, raised from ticket sales and sponsorship, will be covering the event venue costs and a contribution to the Saturday social.

All other costs (eg overnight accommodation) will be covered by attendees on an individual basis.

All event expenditure and income must use the WPUK bank account.

Last updated 20 February 2016