How a WordCamp Happens

WordCamps happen all over the world every single year – they are a celebration of local WordPress communities and always a great time for everyone involved. They are also, as I’m sure you can imagine, a lot of work to put together. A huge amount of time, energy, effort and money go into making every WordCamp happen – from the smaller 50-person camps, all the way up to the 2,000-person regional events like WordCamp Europe. No matter what size a camp is, you can be sure that the organisers have been working incredibly hard to pull everything together in time for the kick-off.

Speaker panels are always a hit

I’m sure you’re aware of all of that, but you may not know just what is actually involved in bringing a WordCamp from a fun idea to a successful event. What kind of things need to happen? How much support to organisers get from WordCamp Central? How many hours do organisers lay awake at night thinking about all the things that they haven’t finished planning yet?

That last question is just not quantifiable, but knowing the answers to the rest is not only enlightening, but it could also help pave the way for you to start organising a WordCamp in your own city. So, with that in mind, here’s an overview of how a WordCamp happens and what it takes to bring one of these events to life.

First things first

Start a meetup

WordCamps are a celebration of the local WordPress community – this means that in order for a WordCamp to be approved and given the go-ahead, it needs to be borne out of an active local meetup group. This not only provides a grounding for the event, but it also means that the community will exist beyond the camp itself. In addition, it gives the organisers a first port of call when looking for volunteers, speakers and sponsors; as many of them will be readily available and active in the local community already.

The general guideline is that once a meetup group has been active for 6 months and they can realistically expect to have at least 50 people at a WordCamp then they’re ready to get going with one. The 6 month guideline is somewhat flexible depending on the group, but the length of time is important as it proves that the community has staying power and is not just going to fizzle out after one WordCamp. The 50 person minimum is also just to ensure that the event is more than a standard meetup event and really brings the community together.

Want to start a meetup? There’s a handbook to help you!

Hanging out in the sun is an important part of any WordCamp

Read the handbook

One of the great things about a programme like WordCamp, is that there is a long history and large community behind it all. Along with that history comes extensive documentation about how the events work and how you can do it yourself – enter the thorough and ever evolving WordCamp Organiser’s Handbook. If you want to organise a WordCamp, then having a read through that handbook must be your first port of call –  you don’t need to memorise it (although that can’t hurt), but going through it will give you a pretty good idea of what you can expect when you begin the planning process. The handbook will also be a constant companion to you all the way up to the date your camp actually takes place.


Once you have a somewhat clear picture of what it takes to organise a WordCamp and what you can expect, then you need to get your WordCamp application submitted. All you need to do is fill out the application form and you’ll be good to go. The form asks a whole lot of questions about you as an individual as well as about your local WordPress community, so try to be thorough when you fill it in – the more information you can provide, the better.

Coffee – the life blood of WordCamp attendees (apparently)

The application process

This is the stage where people are generally rather unsure about what happens next – I often have people asking what happens with their WordCamp applications after they have submitted them, so now you’re about to find out!


When an application is first sent in, it lands in the vetting queue. This means that the WordCamp Central team (of which I am a part) has a look through the application and does some basic checking up on the individual applying as well as the community in which the camp would be happening. This is an important process as WordCamp organisers represent the WordCamp and WordPress brands and, as such, we need to make sure they are doing it for the right reasons and that the community is in the right shape for a WordCamp to take place.

Rejected applications

If an application does not pass the vetting process, then we will email the applicant to explain why they were not accepted. The most common reason is that there is no active meetup in the area, but there can be many other reasons too.

Accepted applications

The other thing that could happen is that we are mostly happy with the application, but there are one or two things we need to ask the applicant about. We’ll then send them an email and ask what we need to fill out the info and get a better picture of it all.

Facial hair diversity is important

Once we have a complete application (whether from the start or from asking further questions), then we will let the applicant know that they have been accepted and will move to the next stage.

The Orientation

Once we are happy with a WordCamp application, we will schedule an orientation with them. WordCamp orientations are online video calls that we do with every WordCamp organiser. They last about 40 minutes or so (although the length of time can vary of course) and in the call we cover all of the major points about how WordCamps work and what we expect of organisers. We also go over some of the practical items in the process, including tools that we provide for organisers. We do these orientations every year, even if the organiser has previously been involved with a WordCamp – this enables us to make sure that the organiser is still on the same page and also gives us a chance to introduce them to any new tools that we may have built since they last organised a WordCamp.

The orientation is a good time for us (as WordCamp Central) to get a clearer idea of what the organiser is planning and how they are thinking about their WordCamp. It’s also an open conversation where the organiser can ask us any questions they have about anything they need more clarity on.

At the end of the orientation, we will create the website for the WordCamp so that the organiser can start getting things moving on that front.

The Pre-Planning Phase

After the orientation and the site creation, the organiser goes into the pre-planning phase – this is when the WordCamp has been accepted, but the date and finer details have not yet been selected or finalised. In this phase, the organiser does three main things:

  1. Gather their full organising team together
  2. Find a venue (and date) for their event
  3. Fill out and submit their preliminary budget for review

The first two items are relatively straightforward and take varying amounts of time depending on the team and the region. The third item takes the bulk of the time of this phase, as setting a preliminary budget is a critical part of the planning process.

What we mean by ‘preliminary’ in this case, is that this is the initial budget that an organising teams puts together to get a first look at what their WordCamp costs are most likely going to be. Not all of the costs need to be absolutely final at this stage (as that is not always possible), but the more accurate these costs are the better. Once the preliminary budget has been set, then the organising team submits it to WordCamp Central for review and approval.


Budget Review

The budget review is, as the name indicates, a time when we review the budget along with the organiser. This is done over another online video call and can take 30-60 minutes depending on the budget and what needs to be discussed. During this call, we will make sure that the budget includes everything required to make the event possible, that the costs are all reasonable and that the ticket price is set to a reasonable amount.

The other crucial thing that the budget review involves, is setting the amount for the event’s Global Community Sponsorship Grant – this is money that will be given to the event from the global community sponsors. These are companies that generously sponsor all of the WordCamps around the world and the money provided by them forms the start of the sponsorship money that goes towards making sure each WordCamp is successfully funded.

Once the budget review is complete and the organiser knows exactly how much they will be getting as the grant, things can move onto the next phase – the all-exciting announcement. Before this can happen, however, we need a contract (or other form of agreement) from the venue to confirm that the WordCamp is in fact booked on the selected date. Once we have that then the organising team can start publicising their event and even start selling tickets if they’re ready to do so.


Up, Up and Away

Once the budget has been finalised and the venue is confirmed, organisers can start advertising the specifics of their WordCamp – they can publish the venue and date on their WordCamp site, let their community know about it, and get going with ticket sales. From here on out, there are no more planned meetings between the organising team and WordCamp Central, but we are always available for questions and impromptu meetings as needed.

For the rest of the time organising the WordCamp, organisers will select their speakers, nail down sponsors, gather volunteers, and make sure all of their suppliers are paid on time. Each organising team does this in the way that makes the most sense for them, but the Organiser’s Handbook and the tools that we provide all give them a great platform on which to build their event.

For first time organisers, we try as hard we as we can to connect them up with a mentor – this is an experienced WordCamp organiser from elsewhere in the world who can answer their questions and generally help them out with things. We have less mentors than WordCamps so this isn’t always possible, but it is an incredibly useful resource for organisers when we can make it happen.

The time from here until the actual event varies depending on the time frame set by the organisers, so this period can be anything from one or two months to many more than that. In general, it is far better for an organiser to give themselves more time than less so they have enough time to get everything done.


The WordCamp and Beyond

After all the hard work making sure suppliers are paid, sponsors are finalised, tickets are sold, and everything is in order, the day (or days) of WordCamp finally arrives. Organisers will be working hard through the event to make sure it all goes smoothly and, even if a few small things don’t go as planned, you’ll find that most WordCamps come together really well.

After the event (once sufficient rest has been had), organisers are expected to continue building their local community, with the WordCamp providing a whole lot of momentum for new people joining the meetup group and the community growing further.

A WordCamp is not an isolated event – it happens as part of a community that not only has continued meetup events, but also looks to plan a new WordCamp each year. This means that once things have settled down for the organisers, well quickly see a new WordCamp application come in and things can slowly start getting going again for the following event.

Does organising a WordCamp sound like something you would love to do? What’s holding you back?


All photos in this post are from WordCamp Cape Town 2012, 2014 and 2015. Come join us at our 2017 event on 26 & 27 October.

PHP South Africa talk: Growing your Product by Building a Community

In addition to running a WordPress development workshop at PHP South Africa this year, I also presented a talk about growing your product by building a community. The talk used the WordPress project as a case-study for how to build a meaningful community.

The over-arching theme of the talk was that going open-source is a sure-fire way to give your product’s community a significant kick-start. Here are the slides covering all the content:

If  you have any additional questions about this I’d love to chat and hear more about it from you, so please comment here! You can also find and leave feedback on the talk on

PHP South Africa workshop: Bending WordPress to your Will

As part of my overall goal to step up this year and get involved in more community conferences and such, I ran a workshop at PHP South Africa 2017 on building your first WordPress plugin. I titled the workshop “Bending WordPress to your Will” as it sounds fittingly dramatic I think. While most of the workshop involved building a basic WordPress plugin, I spent the first part of it going over some slides that cover the concepts of actions, filters and standard plugin structure.

Here are the slides:

Once we had gone through that content we went through a WordPress plugin together. In this case I created a basic plugin titled “Post View Counter” that does exactly what the title suggests – counts post views. We went through this and covered the initial functionality, followed by some creative ways of displaying the post view count.

You can find the plugin here on GitHub – I purposefully built it in a single file using procedural code so that it would be easier to follow in a workshop format.

Along with that, here are a few sites that I mentioned in the workshop:

If you were in the workshop I’d love to hear what you thought of it, so please leave a comment here! You can also give some feedback on

Month in WordPress moving to

For about 2 and a half years, I’ve been posting a monthly wrap-up of WordPress news internally at Woo and then at Automattic (after we were acquired). After much coaxing I eventually decided to post these wrap-ups publicly too, and have been doing so on this blog under the wordpress-month tag for the past few months. That’s all changing now though!

From this month onwards, I will still be posting these updates publicly, but I have been asked to now post them directly on the News blog instead. I think this is great, partly because it means I get to write stuff that loads more people will read, and also because these kinds of news wrap-ups are super useful to people who don’t have the time to keep up with everything themselves.

So, if you want to know more about what’s been going on in the WordPress world for any given month, then keep an eye out on You can read this past month’s post here.

The Month in WordPress: May 2017

With WordCamp Europe coming up in June, as well as the Community Summit and the release of WordPress 4.8, there is a lot happening in the WordPress world that is leading up to all of that. This has made May a particularly busy month, so there’s a lot to read through and catch up on from most areas of the WordPress project. I can guarantee you that it is all super interesting and well worth reading 🙂 Continue reading → The Month in WordPress: May 2017

The Month in WordPress: April 2017

As I posted previously, I’m bringing this internal monthly wrap-up of WordPress community news out from just inside Automattic and sharing it here too. Enjoy!

Another month has come to end and we have another chance to look back at what happened in the WordPress community over the last 30 days, so sit back and enjoy the reading. I was on leave and largely offline for the first half of April, so there’s a fair chance that I missed something important from the time that I wasn’t trawling the internet for WordPress news – I tried not to of course, but if I did then please add it in the comments!

Continue reading → The Month in WordPress: April 2017

The Month in WordPress: March 2017

As I posted last month, I’m bringing this internal monthly wrap-up of WordPress community news out from just inside Automattic and sharing it here too. Enjoy!

It’s been a busy month in the WordPress world! There have been a number of new releases and announcements, as well as some other tidbits that have made the past 31 days a very interesting time in the community of which we are all a part. I’ve highlighted what I feel are the most significant stories, but the links in the last section are definitely worth reading too! Continue reading → The Month in WordPress: March 2017

A few Coffee Shops to work from in Cape Town

Aside from generally enjoying my job and what I do on a daily basis, I also have the added advantage of having flexible hours and being able to work wherever I want. What this translates into is that I end up working at various coffee shops around Cape Town – this is great, because it means that I get to decide on my working environment every day (and even move between different places on the same day), as well as have the opportunity to bump into a number of people that I know who I don’t usually get to see.

If this kind of working lifestyle sounds interesting to you then you should think about joining Automattic – we’re always hiring!

I often have people asking me to recommend good places to work, so I thought I would share a few of my favourite spots here and give some quick opinions about them. All of these are in the Southern Suburbs of Cape Town, as that is far more local for me, and the only real requirement for them to be an option is for them to supply (usually free) wifi, so I have included some internet speed test results that are typical for an average day at each spot. Continue reading → A few Coffee Shops to work from in Cape Town

The woman who inspires me

Today is International Women’s Day – while many people are using it as a day of marching and demonstrations to push for greater gender equality, I thought I’d use it as an opportunity to talk about the woman who inspires me the most in my life – Catherine Lashbrooke.

Cath is my wife and the mother of our two children, but she is, of course, so much more than that (as if being a wife and a mother isn’t enough). Amongst her many roles in my life, she is my best friend, my rock when things are tough, my greatest source of entertainment, my biggest supporter, my comforter, and so many other things. She encourages me to be a better man and inspires me to act on things to improve myself. She is a beautiful, loving, caring, kind, compassionate, funny, intelligent, wise, strong, passionate and joyful woman who makes my life better every day just being a part of it. She keeps me focussed on what is important in life and makes sure that I keep my eyes fixed on Christ as my centre.

On top of that, she is an incredible mother to our children and she’s the main person keeping our family afloat – I can 100% positively say that without her making sure we keep things together, our family would certainly be a hot mess. How she does it all is a wonder to me and I am incredibly lucky to have her in my life.

So, I know I don’t ever post things on here about my personal life, but today I would like to honour and thank the most important and inspirational woman in my life – my wife, Catherine Lashbrooke.

The Month in WordPress: February 2017

For a little over 2 years now, I have been posting monthly updates internally at WooThemes and now at Automattic in which I give a wrap-up of all the significant news from the WordPress community for the past month. This has been a great way for people too be kept up to date about what’s happening around them, as well as for me to personally keep abreast of developments in all areas of the WordPress project.

After much coaxing from quite a few people, I thought I’d start posting these updates on my own blog too, so that others can also benefit from them. The updates include news from the past month, as well as a smattering of comments from myself showing my own opinions about it all.

So, with all that in mind – here’s February’s update… Continue reading → The Month in WordPress: February 2017