ICT Camp Replication

Klaikong Vaidhayakarn
ChangeFusion.org
Twitter: @klaikong
Mekong ICT Camp 2010
ChiangMai
Inspiration
Philosophy
peer-to-peer approach to learning and teaching.
Problem in the region

- The need for local support,

- The lack of effective usage of ICT4D and,
- the lack of a self-supported local community of practitioners
Step to organize the camp
8 months at least for preparing
Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

• Draft a Concept Paper that articulates the overall vision of the event for partners
and funders. This document should be updated as the planning becomes
increasingly concrete.
• Start recruiting potential advisory group members
• Begin researching potential venues
• Secure seed funding
• Search for sponsors and funding
• Make final go/no-go decision based on funding
The venue
Camp’s layout
Breakout rooms

Main Hall off-session area

Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

• Choose dates (check other events clashes, weather, local holidays)

• Make first short announcements to friends and funders
• Publish a brief announcement on www site (use text from the Concept Paper, or
text from your Announcement)
• Choose venue
Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

• Revise budget based on real quotes/proposals

• Choose and invite key and local facilitators [with advisory group and partners]
• Decide the content tracksPrepare advisory group for application review
• Create mailing lists (participants, facilitators, logistical/organizational)
Sessions design

- Main learning sessions

- Skills sharing sessions (ad-hoc)

- Spacial events such as ballroom dance, yoga, painting, salsa, etc...

Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

- Make announcements / invitations

• Make general Announcement and send individual notes to partners,
funders, and people in your network
• Invite potential future partner(s)
- Receive applications, respond to questions and comments
 Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

Application deadline (1 1/2 months to go until first day of the Camp)

• Review applications and select participants
• Launch the participants' mailing list
• Send invitation letters to selected participants and facilitators (for visas)
Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

• Make t-shirts
• Small team travels to location
• Finalise logistics for evening sessions and outing day (see Off Agenda programme)
• Prepare Welcome Pack
• Confirm facilitators' needs
• Facilitators arrive and meet the day before the Camp starts
• Break out in content track groups and do a rough plan of the week's content.
Month 1 2 3 4 5 6 7 8

Step Pre-Pre production Pre production Event

• Registration, invoicing, room assignment
• Copy tickets for reimbursement (see Travel Reimbursement)
• Day 1: Open plenary in the morning; Spectogram introduced; break into tracks for
the afternoon
• Document and stream the event (photos, movie, recordings, blogging, ...)
• Have a sport-like event, such as stretching-yoga
• Note potential outcomes
• Update the note to donors and sponsors during the event
• Exchange t-shirts for feedback forms (see Feedback Analysis)
• Make a plan for follow up and collaboration
• Hold two debriefing sessions, one with all facilitators and key participants on the
last day of the camp, and a second one with faciliators and organisers after
participants have left. See Graceful Shut Down for more information.
Post-production (during the 2 months after the Camp)

• Send Thank You Notes to key organisations and people

• Analyse feedback forms and compile a report
• Search and collect post-event coverage (see Media Coverage Report)
• Post reports, articles, feedback and outcomes on the web
• Conduct post-event publicity
• Compile funders' pack (see Final Report for information on the final narrative and
financial reports, media reports, feedback analysis, photos, giveaways etc.)
• Articulate and begin carrying out a plan for continuing to support the community
The sponsors
 The local sponsors
- Private companies

- Government agencies
The advisors
References
- Tactical Technology Collective, Source Raplication
http://replication.tacticaltech.org/

- Asia Source I - 2005

http://www.mahiti.org/free-open-source/asiasource/

- Asia Source II Wiki

http://asiasource2.iosn.net/mediawiki/index.php/Main_Page

- Asia Source III

http://asiasource3.net/

- Mekong ICT Camp 2008

http://www.mekongict4d.org/wiki/doku.php?id=welcome_to_the_mekong_ict_camp_2008

- Mekong ICT Camp 2010

http://www.mekongict.org