Barcamp Organizer Checklist
A free, privacy-friendly checklist to help you organize your barcamp.
Everything is saved locally in your browser. No account needed, no data sent to any server.
Create multiple checklists, add your own items, and export them as JSON for backup.
Default Checklist Items
Initial Setup
Decide on a name for your barcamp
Set a date (weekday or weekend?)
Assemble an organizing team (3–5 people)
Create a shared document or wiki
Assess the use of barcamp.io
A few months out
Find a venue with multiple rooms
Confirm venue capacity and number of usable rooms
Check venue Wi-Fi capacity
Verify accessibility (wheelchair access, elevators, restrooms)
Set up an event page or website
Recruit day-of volunteers
Let us set up barcamp.io for you, if you want to use it
Create a registration form or ticketing page
Draft and send sponsor pitch emails
Design a logo or use a variation of the barcamp logo
Set up social media accounts or hashtags
A few weeks out
Order t-shirts (barcamp logo front, sponsor logos back)
Plan catering: meals, snacks, coffee, vegetarian/vegan options
Confirm sponsor commitments and collect logos
Prepare the session grid (physical board or barcamp.io)
Create a schedule skeleton: time slots, breaks, lunch
Arrange for projectors or screens in each room
Test AV equipment at the venue
Send reminder email to registered participants
Print name tags or prepare a badge station
1 Week Before
Finalize room assignments and signage
Prepare welcome slides or opening presentation
Print the session grid template (if using paper)
Buy supplies: markers, sticky notes, tape, pens
Buy supplies: paper towels, garbage bags, cleaning spray
Confirm catering delivery time and setup
Prepare Wi-Fi credentials (print cards or posters)
Prepare your 'First-Timer' explanation
Create a participant guide (schedule, venue map, Wi-Fi, rules)
Test barcamp.io event setup: rooms, time slots, display mode
Brief your team on their roles for the day
Day Of — Morning
Arrive early for setup (at least 90 minutes before start)
Set up registration desk with name tags
Set up the physical session grid (whiteboard or wall)
Place room signs and directional arrows
Test projectors and Wi-Fi in every room
Set up coffee and breakfast area
Put up barcamp rules poster in the main area
Open barcamp.io in display mode on a large screen
Day Of — Opening
Welcome everyone and explain the format briefly
Explain the rules and conventions, especially the Law of Two Feet
Facilitate session pitches and grid placement
Show of hands to match popular topics with larger rooms
Take a group photo
Start the first session on time
Day Of — During Sessions
Monitor session timing (keep slots on schedule)
Refill coffee and water between sessions
Be available for AV or Wi-Fi issues
Update barcamp.io grid if sessions move or get added
Take photos for documentation and social media
Day Of — Closing
Run a closing round: highlights, takeaways, feedback
Thank sponsors by name
Announce the next barcamp (if planned)
Collect feedback (quick survey or sticky notes)
Begin cleanup immediately
After the Event
Shout out sponsors and venue host
Share photos with participants
Settle any remaining finances
Hold a team retrospective: what worked, what to improve
Save the URL of the barcamp.io event for future reference
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