It was a great experience writing these materials on a wiki, especially using the very spiffy Gadgets wiki. Unfortunately there are some things that are not so great about wikis - for example that they make it easy for spammers and spambots to add a lot of unwanted content (or delete the content we spent so much time writing). Because we would like to avoid hiring someone to keep all the pages clean we have decided that to be a full contributor to the site you have to register. Anonymous contributors can still participate, but have less choices.

Anonymous contributors can comment on this blog, add comments to the Ex-Campers page, and of course, feel free to add more work for us to the To Do, which is the best place for you to comment on content or structure of the wiki.

If you would like to contribute to this wiki in other ways please contact us at ttc (at) tacticaltech (dot) org, we will be happy to give you more access!

Additional resources:

Have a look at the Camp Layout and Camp Life and Logistics pages for additional information.

Training Materials:

• Flip Chart Paper/blackboards/whiteboards
• Markers/chalk
• Tape and alike
• Post-it Notes/small paper

Translation (if it is necessary, not recommended):

• Translator or Reliable Translation
• Translators equipment

Breaks:

• Drinks
• Snacks
• Make sure those are not served in one central place

Training Rooms:

• Set up by Trainers specifications (check specs)
• Small Group Breakout areas

Equipment List:

• Internet Connection
• Power
• Network
• Computers
• Desktops
• Laptops
• LCD Projectors/other projectors as overheads
• Screens or equivalents
• Audio Equipment/PA System
• Video Recorder/Player (check standards match)

Confirm with Training Facility/ venue owners for:

• Coffee/Tea Breaks
• Meals
• Water (24/7)
• Cleaning
• Security
• Emergency contacts

Transport:

• Transport to/from Training Facility Arranged
• Airport or Rail pick up

-------------------------------------------------------------------------
Asia Source: Tech camp for the voluntary sector
-------------------------------------------------------------------------

Bangalore, India. January 28th to February 4th 2005.

Asia Source hopes to bring together over 100 people from 20 countries 
to increase the use and awareness of Free and Open Source Software 
(FOSS) amongst the non-profit sector in South and South East Asia.

This week long event will bring together NGOs and NGO technology 
support professionals working at the grassroots level across the 
region to learn new skills, exchange tips, and share experiences. 
Together with regionally and globally renowned experts and 
specialists they will look at the use of technology and free and open 
source software within the non-profit sector from both an access and 
a content perspective. Offering participants the opportunity to 
explore the practical technical side of FOSS whilst extending their 
understanding of issues related to open source and intellectual 
property rights.

Asia Source will be the first event of its kind in the region, 
bringing together regional non-profit professionals with a rights 
based focus, it will invite those from both the technical and content 
end of the spectrum to focus on the practical elements of using such 
tools within NGOs.

Participants with a range of expertise will be provided with a space 
for intensive peer learning. They will be given the opportunity to 
develop their understanding of available options, learn how to select 
and apply alternative technologies, and be provided with the skills 
and tools to utilise this within the context of their daily work. 
They will also be encouraged to explore the challenges and the future 
potential of FOSS adoption within the social context.

During this 'camp' style event,  participants will take part in a 
range of sessions. From planning and helping an NGO to migrate to 
FOSS, to sharing tips and techniques on using tools for content 
development, advocacy and campaigning. In parallel to this they will 
look beneath user-level scenarios, and break-down tricky issues such 
as techniques for localising software and forms of understanding the 
real cost of technology use.

Four themes will flow throughout the event
o 'FLOSSophy' for NGOs
o Migration and Access
o Tools for content and communication
o Localisation

Asia Source will be held in a small artists community on the 
outskirts of Bangalore. Its aim is to become a community building 
event, with the potential to seed connections and future partnerships 
across borders and between skillsets.

The event is co-organised by Mahiti.org (Bangalore) and the Tactical 
Technology Collective (Amsterdam). The event is guided by an advisory 
board of established non-profit and FOSS professionals from across 
the South and South East Asian region. The organisers are also 
collaborating with international NGO technology groups such as the 
Association for Progressive Communications(APC) and Aspiration.  This 
event is sponsored by Hivos, the Open Society Institute, and the 
International Open Source Network (IOSN).

Asia Source belongs to a larger family of Source Events that seek to 
increase the viability of FOSS use by the non-profit sector. Other 
source events have taken place in South East Europe, Southern Africa 
and are planned in 2005 in Western Africa.

For more information and an application form please visit 
http://archive.tacticaltech.org/node/143.

The deadline for applications is November 19th 2004. Participants will
be selected by the advisory group based on their interest and
experiences. There will be a small registration fee for the event.

A number of travel and registration fee scholarships are still 
available and may be applied for on application.


-------------------------------------------------------------------
Africa Source II -
Free and Open Source Software for Local Communities
Kalangala, Uganda - Jan 08-Jan 15, 2006
-------------------------------------------------------------------

Please note that the deadline for sending in applications has been 
extended until October 24th, 2005.

We welcome applications from those working in Africa who are;
- campaigners, practitioners or project managers working within 
non-profits and interested in technology
- system administrators within NGOs, or acting as technical support 
to non-profits or community centres
- trainers and consultants to the non-profit sector, or working in 
resource centres who are intersted in technology

What is Africa Source II?
Africa Source II will be an eight day hands-on workshop aimed at 
building the technical skills of those working with and within NGOs 
on the continent. It will take place in one of the most beautiful 
parts of the Kalangala Island on Victoria Lake during the beginning 
of January 2006.

Africa Source II will focus on how technology, in particular Free and 
Open Source Software (FOSS) can be integrated into the project work 
of NGO's. Over a hundred NGO Support Professionals and NGO Staff 
working at the local level across the region are expected at this 
meeting. Together with a handful of field leaders from Africa, 
Europe, North America and Asia, they will explore how technology can 
best serve the non-profit sector in Africa both in terms of access 
and content. I

We are still accepting applications! The deadline for sending in 
applications has been extended until October 24th, 2005.

Who will be there?
Participants with a range of experience will learn from one another 
about how technology can help make their NGO's more efficient, build 
capacity and facilitate their project work. They will be given an 
opportunity to develop their understanding of FOSS, including 
exploring the challenges and the future potential of FOSS adoption in 
Africa. All participants will have a history of work with service and 
advocacy NGOs, educational organisations, NGO resource centres, 
community centres and health information organisations.

What will happen there?
There will be a range of sessions for participants to take part in, 
they will include:

* How to help NGO's plan and implement FOSS applications in order to 
increase their capacity
* How to use FOSS applications to handle information, publish content 
using citizen's media tools and engage supporters
* How FOSS can increase accessibility through localisation, 
translation into local language and dialects

During these sessions participants will get an opportunity to learn 
from peers about how technology has impacted their work through case 
studies and skill shares. The workshops will be lead by a range of 
facilitators from the region with strong experience in deploying free 
and open source solutions and of working in the non-profit sector, as 
well as a number of experienced NGO practitioners. They will be 
joined by a handful of international field leaders from specific 
fields, such as community radio, alternative access solutions and the 
use of mobile phones for NGO work.

The camp will focus on learning by doing, rather than by listening. 
We aim for a "workshop vibe" as opposed to a "conference vibe"; 
participants will be hosted at an Island location, with shared 
housing. The agenda of the event is very hands-on and intensive, with 
an emphasis on active participation over passive learning. Like other 
source events, Africa Source II will be intentionally designed to 
foster community building, this creates an atmosphere conducive to 
learning, but more importantly is essential if longer term 
relationships are to be built.

Building on the previous Africa Source event (Namibia, March 2004), 
which brought together African FOSS developers working in the social 
sector, Africa Source II will in contrast work at a different level, 
concentrating on bringing together those working with NGOs and 
technology at the practitioner and intermediary level. Participants 
should have experience working with computers and the internet and a 
project or initiative planned in the future incorporating technology 
for the non-profit sector. They do not, however, have to be technical 
experts.

Besides new ideas, skills and contacts that participants will gain, 
they will also leave the workshop equipped with an event specific 
version of NGO-in-a-box, a toolkit of FOSS and materials specific to 
the NGO sector.

Who is organising Africa Source II?
The Association for Progressive Communication APC (regional network), 
Fantsuam Foundation (Nigeria), Schoolnet Africa (regional network), 
Translate.org.za, WOUGNET (Uganda), Creative Commons South Africa, 
Aspiration (US) and The Tactical Technology Collective (the 
Netherlands) will collaborate to organise the content of the workshop 
and to build strong relationships between the participants. The 
project partners are committed to examining the challenges of 
implementing FOSS in the African context, stretching its potential to 
fit the needs on the ground, and building local capacities to realise 
this. Our local partners and hosts are the East African Center for 
Open Source (EACOSS), Linux Solutions and WOUGNET.

Previous source events have taken place in Croatia - September 2003, 
Namibia - March 2004, India - February 2005, and Tajikistan October 
2005. In 2006 an event will be held in the Middle East.

How can I apply?
For more information please visit http://archive.tacticaltech.org/node/277

Applications will be invited between September and November 2005. 
This is a competitive process and participants will be selected by 
the Advisory Group based on their potential to use the skills they 
gain, their interests and the experiences they can bring to the 
event. There will be a small registration fee for the event. A 
limited number of travel and registration fee scholarships are 
available and may be applied for on application. If you would like to 
receive an application form or have any questions please write to 
[contact]

Africa Source II -
Free and Open Source Software for Local Communities
Kalangala, Uganda - Jan 08-Jan 15, 2006

Africa Source II is Africa's premier Free and Open Source Software (FOSS) specialised hands on skills development event focused on the Non Governmental Organisation (NGO) sector. Bringing together over 120 NGO support professionals, staff and software experts, the participants will examine how information technologies and FOSS can strategically impact and build civil society organisations on the continent.

Participants will learn how FOSS can help to increase access to vital information for their communities, along with providing inexpensive and efficient ICT infrastructure in non-profit organizations. They will also have a perfect opportunity to developa deeper understanding of FOSS, explore the challenges and future potential of its applications.

Sessions are expected to focus on:

• How to help NGO's plan and implement FOSS applications in order to increase their capacity
• How to use FOSS applications to handle information, publish content using citizen's media tools and engage supporters
• How FOSS can increase accessibility through localisation, translation into local language and dialects

The workshop shall run from January 8th - 15th 2006 at Pearl Gardens Beach (http://www.pearlgardensbeach.com) located on one of the world's best kept secrets, Kalangala Island in Lake Victoria, Uganda.

Collaboration to organise the content of the workshop is between an unprecedented group of organisations focused on technology use in the NGO sector that work internationally, regionally and locally; The Association for Progressive Communication APC (regional network), Fantsuam Foundation (Nigeria), Schoolnet Africa (regional network), Translate.org.za, WOUGNET (Uganda), Linux Solutions (Uganda), Creative Commons South Africa, Aspiration (US) and The Tactical Technology Collective (the Netherlands). The project partners are committed to examining the challenges of implementing FOSS in the African context, stretching its potential to fit the needs on the ground, and building local capacities to realise this. Local implementation partners are Linux Solutions, WOUGNET and East African Center for Open Source (EACOSS).

Africa Source II is possible thanks to the soppurt from: the Open Society Institute Information Program, the International Development Research Centre (IDRC), OSISA - Open Society Initiative for South Africa, Hivos, and InWent.

Previous Source events have taken place in Croatia - September 2003, Namibia - March 2004 and India - February 2005. Future source events will take place in Central Asia and Middle East. These events have been an integral part of a growing global movement on integrating FOSS with civil society organisations in the developing world.

More information & Contact: [contact]

--------------------------------------------------------------------------
Please send the application in plain text format to [email address] The deadline for sending applications is [date].

We will confirm receipt of the application immediately and will ask you to check and reserve (if you do not have to pay for this) your flight to [place of the camp]. A visa can be obtained upon arrival in [leave or remove if appropriate, add name of the airport or the border name].

As we have limited space and funds, we cannot accept all participant applications and cannot reimburse the expenses for all of them. Between the [date] and [date] we will personally inform each applicant by email if we are able to invite him/her and in some cases reimburse expenses.

Dates:-
[Name of the camp] is a [number of days] long meeting, to be held [exact dates and name of the place]. If you would like to participate, you will need to attend the entire event, which means arriving in [place] on or before [date] and leaving on or after [date].

Fees and subsidies:-
Participants will arrange for their own travel to [name of the place]. Once there, transport to the venue from the airport in [name] will be provided. All meals and accommodation during the meeting will be provided, for the modest participation fee of [indicate how much, for example we were asking for 75 USD].

There are a limited number of participation fee subsidies available to cover this [amount] for those who are not able to raise the funds. Travel subsidies are also available for participants who would not otherwise be able to attend the meeting. Please apply as soon as possible for subsidies as there availability is limited.

Who should attend:-
This is an event for experienced professionals actively working with the
non-profit sector in [region], with a history of working with service and advocacy NGOs, educational organisations, NGO resource centres, community centres and health information organisations in [region]. To be eligible to attend, you will need to answer the questions below, providing detailed information about projects you have worked on. The application deadline is [date]. We are interested in all kinds of non-profit and technical experience, but areas of particular focus will include the following:

[list of areas]

Demonstrating that you have worked on projects in one or more of the above areas will make your application stronger.

All participants at [name of the camp] are required to be proficient desktop users of computers, have been involved in at least one NGO/technology project before and to have an existing awareness of the concept of Free and Open Source Software.

Applications from women are highly encouraged by the event organisers.

Application Questions:-
Please answer the following questions. You do not need to write long responses, but please provide us with enough information to understand your skills and interests, and to have a sense of why you want to attend [name of the camp] and what you can contribute to the event.

Please provide answers to all the following questions.

1) Basic personal information:
a. Name:
b. Gender:
c. Date of Birth:
d. Nationality:
e. Country where you live and work now:
f. Affiliation/organisation:
g. E-mail address:
h. Telephone and emergency contact number(s):
i. Anything else we should know about you (allergies, diet, medical condition, special needs):

2) What is your experience of working with non-profit organisations/the voluntary sector. What kinds of projects and initiatives have you worked on?

3) Have you been involved with any technology projects for non-profit or civil society organizations? If so please briefly explain them.

4) Where are you from, where do you live now, and what is your current professional affiliation (organisation you work for, mission of the organisation, position you have in the organisation, is your organisation a non-profit, etc.)?

5) Which track would you choose to be part of? Please select:
[list of tracks with one paragraph of description]

6) How would you classify yourself, i.e. NGO, women’s rights, localisation, technical, etc.?

7) Please describe your current technical expertise and ability.

8) Why are you interested in attending [name of the camp]; what do you hope to learn?

9) [name of the camp] participants are encouraged to teach as well as to learn. What tutorials, development sessions or discussions would you like to lead (or help lead)?

10) Will you need to receive a participation fee subsidy in order to attend [name of the camp]? If so, please explain why.

11)Will you need to receive a travel subsidy in order to attend [name of the camp]? If so, please explain why and estimate how much (in US$) your round-trip travel to [name of the place] will cost.

Applications that will omit any of the questions will not be reviewed.

marek (at) tacticaltech (dot) org

Nobody ever have written more about source camps then Frederick Noronha, he is behind tens of interviews, blog posts and chats. You should really read his stuff!

Also the local co-organisers, one more time Marcell, Theo, Tommy (MAMA), Joris Komen, Skye (Schoolnet Namibia), Kwindla (All Africa), Sunil Abraham, Poornima N. Ramakrishna, Sreekanth Rameshiah, Allan Stanley (Mahiti), Asomiddin Atoev, Nigina Ahmedkhanova, Muhammadi Ibodulloev, Talat Numanov (CIPI), Dorothy Okello, Milton Aineruhanga, Daphne Kakonge and their team (WOUGNET) and Wire with his crew (Linux Solutions) - you have done amazing jobs in pulling those events together with us and we have learned so much from you!

We also owe gratitude to those who supported us financially, first of all to the Open Society Institute Information Program who supported all of the camps, others who believed in us were: APC, Creative Commons SA, Hivos, IDRC - The International Development Research Centre, IICD, International Open Source Network, InWEnt, the Last Mile Project USAID, Omydiar Foundation, Open Society Institute Tajikistan, Open Society Initiative Southern Africa (OSISA) Open Society Initiative West Africa (OSIWA), O'Reilly, Schoolnet Namibia, Shuttleworth Foundation and USAID.

In particular we would like to thank those individuals who not only helped us with fund rasing but also greatly advised our work: first of all Janet Haven, apart from doint that, she also participated in almost all of the camps, then Ben Akoh, Ra'ida Al-Zu'bi, Anriette Esterhuysen, John Dada, Tobias Eigen, Jacques Guidon, Zuhra Halimova, Saskia Harmsen, Shafika Isaacs, Daniel Kakinda, San Ng, Kamol Obidov, Ashraf Patel, Onno Purbo, Prof. Dr. Victor van Reijswoud, Balthas Seibold, Lane Smith, Mark Surman, Fatimata Sylla Seye, Sanjiva Weerawarana, Adel el Zaim and many others!

All the design such as logos, banners and other SWAG were mostly designed by Float Left - our friends from Amsterdam (Auke, Courtney and Marieke)

As you know from all the tips we were trying to share with you on this wiki, there cannot be a good camp without a nice venue, excellent food, special programme (we have to mention here C.F. John, the artist from Vishtar, Bangalore), and all those people who were responsible for transportation (here we must mention Ronnie from Uganda - unforgetable driver!), for all of you anonymous heroes of source camps - thank you!

You might like to know that this site runs on a wiki called Gadgets, our thanks for their help should go to Brian Szymanski and Douglas Hunter. Brian thanks for all the late night interventions!

Last but not least - Philipp Schmidt - who is not only a big enthusiast of the camp philosophy but he also is the one who pressed us to put this guide together and is responsible for its final shape and content - Philipp chapeau bas!

Finally - our families and kids - thanks for your support and enormous patience!

Thank you all!

on behalf of Tactical Technology Collective

Stephanie and Marek

If you have been to a Source Camp, please add your voice!

Summer Source:

Ian Lawrence from Brazil

"Without SummerSource I would not be implementing a shift to OSS software. It was only after talking with the participants of the camp and actually having 'hands on' experience that I felt confident enough in my own abilities to install and maintain the software. More important, however, was actually having confidence in the software itself and in the community which supports it. I gained this as a direct result of the camp and it has made a lasting impression on me and I hope it will too on the people I am working with here."

Eugeniy Lobanov, Belarus

"The most important for me was the knowledge about F/OSS using and implementation, because before the camp we practically didnt have relevant information about implementation of F/OSS solutions for NGOs and some other stakeholders. Also, it was extremely important to receive a professional overview of existing F/OSS solutions and a comparison of F/OSS to licensed software. After the camp we switched 2 of our computers to the Knoppix operating system. And we decided to start a project devoted to the promotion of F/OSS among NGOs in Belarus"

Tomas Krag, head of the Danish NGO wire.less.dk

"I learned a lot about the needs of NGO's from around the world, and even more about the key issues that make Free Software and Open standards so important everywhere in the world. In a sense, the inspiration to take one more step away from running a company and towards starting an NGO for real, came from the Summer Source camp."

Jeffrey Starin

" Woodstock in a server room. And like that electrifying event in the summer of 1969, the Summer Source Camp for NGOs 2003 may very well be remembered as a turning point, a spark that successfully ignited the imaginations of both the unconventional, high-IQ open-source software developers and their activist implementer counterparts.... the Tactical Tech collective deserve kudos for taking thorny and politically charged agendas and artfully weaving them into a collective learning experience for all."

Linux Magazine

"The bazaar, was designed to bring implementers and developers together for discussion, brainstorming, alliance building and visioning. Lying on rugs, drinking Turkish tea, participants exchanged Open Source ideas, projects and visions, trading in currencies of creativity and learning... As the camp came to an end, a new era of close cooperation between NGOs and the free and Open Source community had just begun"

Africa Source 1

Slashdot.org

"Africa Source was a mixture of structured and semi-structured discussions with loads of good 'ole hacking thrown in to boot. With workshops ranging from i18n to wireless hacks to running a MOSIX cluster, there were plenty of hands-on sessions for folks to attend. The first ever Kiswahili spell checker was developed and released during the conference, a testament to the activity of those involved"

Andy Wingo on his blog

"... wonderful to meet other hackers of the continent, and especially seeing quality home grown hackers working on home-grown solutions"

Kwindla Kramer for ONLamp.com

"Tomorrow we have sessions on translating and localizing software, on gender issues, and on business strategies. A long block of time in the afternoon is set aside for free-form, peer-to-peer, "skill-shares" on such topics as using public-key cryptography, building F/OSS applications around SMS and other cellular phone technologies, tips on tuning large databases, and many others."

Asia Source

Ethan Zuckerman for worldchanging.com

"In a thatched roof pavillion ten kilometers from downtown Bangalore, a hundred geeks are clustered around laptops. There are a few American and European faces, but most of the geeks are from Asia: Indians, Philipinos, Burmese, Thai. While some are editing video, most are wrestling with installations of Ubuntu Linux. At intervals, they break off to play ping pong, shoot some hoops, or play a little cricket, before retiring to the onsite vegetarian dining hall."

Click here for the full article.

Africa Source 2

Janet Haven on her blog

"You wouldn't normally expect to learn about open source software, organizational technology needs, or the finer points of information strategies for advocacy groups while sitting on the shores of Lake Victoria in Uganda. Nor would you normally hope to bring 140 people from all over Africa to Ssese Island, a spot known for its natural beauty, curving white beaches, warm afternoons, and slow pace of life, and expect them to remain excited about those topics for seven days running.

But it happened, and this, in a nutshell, is the magic of the Source Camp series that the Tactical Technology Collective has led over the past three years."

Read the whole article on Janet's blog

Gunner interviewed for newsforge.com

"First, I believe we succeeded in strengthening the social network of FOSS practitioners in Africa. This is essential for building FOSS
capacity in Africa; participants now have relationships and contact
information for those who can help them to move forward in their
migration to FOSS technologies.

Second, more than 120 participants left AS II with practical, hands-on experience and know-how about migrating NGOs and schools to FOSS. These skills include assessment, planning, deployment, configuration, training, and support. We look forward to watching them collaborate on the mailing lists, and to hearing their success stories and reflections both online and when next we convene.

Read the whole article on newsforge.com

Evelyn on her blog

"Africa Source II was a spectacular event that has ever happened in my life. It was amazing meeting so many people willing to share out knowledge with others at absolutely no cost. One of the biggest inspiration for me in Africa Source II was making friends and networking with lots of people, 'the geeks'. I was a techie volunteer and i was among the guys who set up and managed the network at the source camp."

Becky Faith for Pambazuka News

"Women from Namibia, Zimbabwe, Zambia, Nigeria, Malawi, Kenya, South Africa, Ghana, Senegal, Uganda, Sierra Leone and Guinea, and Egypt got together to discuss how they might advocate for open source amongst women. Mentoring for school-age girls to get them to consider information technology as a career was seen as a top priority. The openness of the FOSS community was seen as a great opportunity for learning and participation by women."

• Feedback form (from Africa Source 2)
• Feedback analysis (also from Africa Source 2)
  

Gathering and analysing feedback is imperative for evaluating efforts and improving.

Every participant and facilitator fills out a feedback form at the end of each Source Camp. The responses are then analysed and a report is compiled. The report is used for internal review, and included with the final report to funders.

Additional information:

• See Graceful Shut Down for more information on final reporting.

• Strengthen group integration
• Expose diversity of cultures and traditions
• Create a relaxed environment for further learning
  

Off Agenda programme items occur during "free" time in the afternoon breaks and evenings. Internally, it can be divided into passive and active activities. Activities are based on local resources, and are yet another chance for participants to not only interact with each other, but also engage with the event hosts and their culture.

Afternoons

In the afternoons, all the labs are open, and sport facilities are prepared ready for those requiring more physical activities. Where possible, additional creative opportunities should be created. In Bangalore in 2004 CF John, an artist in residence, worked on a gigantic mural with all the participants. It was used as a background to a discussion about intellectual property and copyrights, and was finally cut into over 100 pieces for all participants to take home. Dance and yoga workshops were also organised for volunteers. The event location is important in determining afternoon activities: Summer Source and Africa Source 2 were located by the sea shore and a lake respectively, that created great opportunities for relaxing and swimming.

When there is opportunity, contributions to the local communities are important. In Uganda, a group of 30 participants built a water source for the village.

Evenings

In the evenings, there are usually a variety of events occurring in parallel. An informal, welcoming space should be created on the first evening, for people to get to know each other (this has sometimes happened around a bonfire).

There is also usually a local dance/theatre evening, with local "indie" performers. Music is a key feature at least twice during a Camp, in the form of DJing and a final farewell party on the last evening. Other evenings feature, for example, "open mic" singing competitions, games evenings (when participants teach other various group games), and film screenings.

Outing Day

Outing day holds some exciting fun for all, and options for activities range from hikes to visits to projects in the vicinity, and volunteer contribution to local activities. Outing days are ideally used as case studies to highlight issues that relate to the skills learned during the tracks.

Examples of outings for previous events:

• Africa Source 2 participants helped a local project build a well. They also walked through the orchards, had a boat ride on the lake, and went hiking.

Add extra fun stuff

• Include a sport-like event, such as stretching-yoga.
• Freeform talks occur between evening programme and sessions, and usually involve presentations on unusual topics, e.g. subversive technology and culture jamming.
• New Reality Development Kit - See NRD Kit
  
• Culture jamming - See Sniggle
  

In general there are two types of boxes, thematic boxes and Source Camp boxes:

Thematic boxes are tailored to a particular use and purpose, for example secure communication, audio and video production, or open publishing.

Source Camp boxes are created and handed out during each Source Event. They contain all the software that was used during the Camp, so that participants can continue using it after they return home. It also contains a wealth of other software, including a Linux distrubition and some other packages that might be difficult to download in low-bandwidth regions. On the other hand Source Camp boxes contain thousands of pictures taken during the Camp by participants, the final results of our work, and any other information or documentation we want to share with each other. They are created in a small volunteer team (see the picture above for the burn room at Africa Source 2) that works tirelessly to collect all the relevent bits and pieces of information and software from participants and facilitators to include them on the CDs.

A typical Source Camp box comprises 10 CD Roms and comes in a nicely designed package.

Additional resources:

Please visit the ngoinabox.org website, which contains a wealth of information and access to previous box collections.

Additional resources:

• See Concept Paper Example Text for some example text blocks that might be useful when writing your own concept paper.

Below is a comprehensive list of the (typical) elements of a concept paper. Some are crucial, while others depend on the circumstances of each event. After the event, most parts of the Concept Paper are used in the final report to funders.

Additional information:

• See Graceful Shut Down for more info on the final report.

Below is the typical structure of the Concept Paper. Not all parts are written at the same time, but the document grows as the event takes shape:

• Short summary of the event
• Local context and need
• Summary of organisers' qualifications / relevant experiences
• Aims and Objectives (see Concept Paper Example Text)
  
• List of organisations and advisory group members
• Short description of the event:
  

• Venue and format
• Participants (see Concept Paper Example Text)
• Sessions Overview (see Concept Paper Example Text)
• Facilitators (see Concept Paper Example Text)
• NGO in a box (see Concept Paper Example Text)

• Agenda for the event (see Running the Programme for more info)
  
• Expected outcomes
  

Appendices:

A - Event Partners (organisers, collaborators, funders)

B - Budgets

• Proposed budget for fund raising (see Budgets and Budgeting for more information)
  

C - FOSS for non profits (see Concept Paper Example Text)

Here are some sample emails that have been used in the past:

Example of an email send to all the facilitators and partners after the event (all are individually sent and tailored to each recipient!):

Dear [Name],

I hope this finds you well!

I'm writing on behalf of Tactical Tech and Source Camp partners: [Name of partner] and [Name of partner], to say a very BIG thank you for your help with Source Camp. Despite the (surprising) fact that significant time has already passed since we met there, the whole experience is certainly still very present in our minds.

We really felt that all the facilitators at Source Camp did an outstanding job of providing support to participants and handling the difficult task of thinking on their feet. We were extremely glad to have you as part of this group, we really hope that it was also enjoyable and interesting for you, [CAMP /INDIVIDUAL SPECIFIC e.g: regardless of the weather and quality of roads, and the fact that you abandoned part of it]. I really think we learnt a lot about how to teach in the area of [Reference to particular learning area]. Hopefully these things will be helpful for our other events like [Name of events]!

We are now finishing up all the reports and summarising the outcomes of the event. We will let you know when they are available online. However, if there is anything that you would like to share with us (e.g. opinions, stories, plans you've made, a project you might have decided to go for and were influenced/encouraged by your participation in the Source Camp), it will be of great help to us as we prepare the next events .Any thoughts on how to improve Source Camps would be also appreciated. However, if you've already said everything in the feedback form, please just let us just know how are you doing and what are you up to now!

Our plans are starting to shape up for [Event] and [Other event] that we have planned for 200[Number], and we have our fingers crossed that the funding will come through.

Once again, thanks a lot!

[Names]

Example of an email sent to all the participants after the event (sent to the group):

Dear friends,

I am now back at the office and [Personal reference to aspects of the Source Camp that you miss].

I am writing to you to say BIG thank you to all of you. It is thanks to you that [Name of Camp] was unforgettable. We had an amazing group of people who certainly will change the world in coming decades, at least its source :-) and I am really proud to be tiny part of it. Mostly, I am missing your positive energy!

I'm also writing to invite all of you to share with everyone on the list your reflections, stories or anything good you would like to say about [Name of Camp]. It is not only a nice way to enrich our memories, but also a great tool for building the virtual community we hope to maintain for some time. I encourage each of you to write at least a sentence in response to this email: please tell us if [Name of Camp] inspired or changed anything for you. Please also tell us stories about other people, scenes or events you remember. Totally random reflections are welcome as well :)

We are currently wrapping up, working on all the reports and final reimbursements etc. We will let you know as soon as we publish some of the outcomes.

Thank you again - and I hope to hear from you very soon!!

[Name and signature]

Find more on FLOSSophy in this interview of Patrice Riemens (FLOSSopher Emeritus) by Frederick "FN" Noronha.

• Name tag - Name tags serve two purposes, they help you remember names and make it easier to strike up conversations with new friends you have not met yet, and they are colour coded to signal if someone is an organiser, participant/facilitator, or outsider/guest
  
• General welcome message - To make arriving participants feel welcome, and mention any last minute changes. See General welcome message to download an example.
  
• Overview of the agenda and courses (You can find a few examples on the Running the Programme page)
  
• Bios of participants - See this list of bios from Africa Source 2 for examples
  
• Participants guidelines - Some general guidelines on how the approach to sharing and learning that makes the Camps so special. Example from Africa Source 2 and Foss Road can be downloaded from the Participants Guidelines page.
  
• Site rules - The usual rules of the house. Example to download from Site Rules page.
  
• A map of the camp - Download an example of Africa Source 2 from the Camp Map page.
  
• Descriptions of some of the more general sessions of a Source Camp, including Screwdriver and Skillshare ssessions, the Bazaar, the outing day, etc. See the Special Sessions page for descriptions.
  

These welcome packs are usually created at the camp, not beforehand, as they usually include some last-minute information. If printing at the Camp is an issue, the general parts of the pack could also be printed before arrival.

Additional resoures:

• The information on this page is closely related to the Camp Layout page. The two should be read together.
  

Finding people and things

• How can someone from the outside reach me by phone?
• What is the phone number of the venue?
• Can I use your phone?
• Where can I make a phonecall?

Include all contact information on the FAQ online and in the Welcome Pack. Hang a note on the office wall for everybody to see. You need details of the venue (address, phone number) and details of the organisation. The event office should have its own direct number.

Try to have a local phone booth available. Alternatively, have a local simcard with pre-paid connection available and charge cost price. Include your arrangements in the welcome pack.

• Have you seen …?
• I can’t find the person I am looking for, can you give him/her something for me?
• I can’t find the person I am looking for, can you tell her/him that…
• Where is Marek?

It is impossible to keep track of everyone. People do need a central place to exchange information, but the interface for this needn't be human. Set up a system with lost & found items, message board, etc. This can be done by hanging A1 posters with a pencil attached to it on the wall at the office.

Arrange portable radios and make sure every main location has one (i.e. the office, server room, plenary room, and different workshop locations). Make sure that people tell you when they need to be unreachable for a while (and that will happen!).

Practical logistics

Camp navigation

• Where is the toilet?

Make a clear map of the venue, mark toilets male/female, include the map in the welcome pack and hang it onto the office all.

Medical problems / emergencies

• When and where can I find the doctor?
• Do we have a first aid kit?

Have an emergency number 24h/d clearly posted on the office wall along with contact details of the organisers and venue etc. If possible, arrange a doctor on site and agree on available times. Keep the first aid kit at the office.

Internet and electricity

• Is there Internet?
• Is there wireless?
• The power has gone off, can you help me?
• The power has gone off, when will it be up again?
• And the Internet?

Everybody is working really hard to make sure the electricity and Internet connection are stable and sufficient. Do not point the asking party to the server room, as the people there are probably quite busy when the power or connection is down. You are likely to find yourself asking people to be patient. Make sure that any planned maintenance in the server room is communicated to everyone. Put a note on the office with DNS, gateway etc.

General office and equipment

• Where is a projector?

Devise a system to keep track of the projectors. In the morning they should be brought to the workshop rooms, and returned to a secure place after the sessions. If they are needed at night for a movie showing or such, ensure that the person responsible person returns the projector. Know who the responsible persons are.

• Where can I find tape?
• Do you have notebooks?
• Do you have batteries?

Have enough stationary in the office but do not present them as if you’re running an art gallery. Tape, notebooks, pencils, markers... they always seem to vanish.

Arrange a little shop or shopping service for general needs such as batteries, cigarettes, repellant, toothpaste.

• Can I use your cable?
• I can’t install the printer, can you print something for me?
• Can I use your laptop to check my mail for a minute?
• Can I ask you something while you seem to be rather busy?
• Can I print something?
• Can I copy something?

These kinds of interferences with your work make it impossible to concentrate and get something done.

Make sure you have marked all your gear with your name. If you have spare equipment, share if you want to. If using your equipment involves you handing over your laptop, say no. However, there are times when a facilitator needs to print materials for the workshop. It’s your call.

Arrange an easy-to-operate printer and copy machine. Agree with facilitators that they will make their copies well upfront. Schedule time slots for participants to copy their flight tickets.

Set up a "charging"/security room

• Can I charge my phone here?
• Can I charge my laptop here?
• Where can I charge my equipment?
• Can I put my stuff inside?

Direct people to the charging room.

Rooms and housing

• Do you have toiletpaper?
• Is my room clean yet?
• Where can I find the cleaner?
• Can my tent be cleaned?
• I have some animals and insects in my room, what do I do?
• I want to shower but there is no water, what do I do?
• I need fresh towels, can you get one?

Make sure you know the housekeeping manager who is maintaining room facilities. Clearly agree on the process, timing, etc. It is handy to have a small stock of toilet paper at the office, but only for emergencies.

Know where housekeeping is situated. Don’t point participants there, as there should be a single point of communication. However, having participants fetch some items themselves (e.g. toilet paper, fresh towels) can save a lot of time.

• Do you have my room key?

Create system for room allocations and key exchange. Room security is always a difficult issue as participants are sharing rooms, and in the beginning they may not even know what their roommate looks like.

Room allocations

Name all buildings and rooms. Keep a block apart for women. When participants arrive, allocate them to a room and keep track of where everybody is. Try to fill up rooms as quickly as possible, leaving no empty beds in the rooms until the next batch arrives. Participants with special needs should be allocated upfront.

Housekeeping

Make arrangements with housekeeping as they will need to have access to the rooms (spare or master keys are not always available). Do not start a hotel reception. Roommates need to agree on their own system and are responsible for their own key exchange. If possible, set up a desk with a volunteer in the charge/security room and handle the keys there.

• Can I get my laundry done?

Arrange a laundry service or provide laundry facilities. Be strict with time schedules so the office won’t turn into a dirty-clothes-gathering.

Food and drinks

• Can I take a water?
• The water is finished, where can I get more?

Ensure there is enough water at different locations at all times. Imprint the participants’ brains with the information that water is valuable and in limited supply. Appoint a volunteer or someone from the venue to maintain the water supply (and check it yourself, too).

• Is lunch being served?

Agree on a very strict schedule with the venue and kitchen. The schedule is very tight and therefore breakfast, coffee breaks, lunch and dinner should be strictly on time.

Finance and travel

If possible arrange a dedicated person to handle all travel details and currency exchanges. Make sure there are clearly schedule time slots for travel arrangements or reimbursement issues.

• How can I pay my participation fee?

Try to deal with this as soon as participants arrive, as you'll be dealing with other issues for the rest of the week. Usually, fees can be paid in USD or the local currency. Ensure there is sufficient small cash in both currencies. Have receipts ready.

• Can I give you the documents for the agreed travel reimbursement?

Schedule strict times for this. You will need three to four days to process it all. At first participants will all come at the same time. Don’t stress and don’t rush – you will be dealing with a large amount of money and need to pay attention to every detail. Participants need to be patient (and would like the process to be handled with care).

• Which documents do you need for travel reimbursement?
• And what if I have an e-ticket?

Participants need to provide the original invoice from the travel agent, or a printed and signed email, a copy of the ticket, a copy of the visa, and original receipts of other costs (transit hotel, fuel, local travel costs). Print the eticket and sign.

Agree on the final amount and the exchange rate.

• What bank information do you need?

Account Name, Account Number, Name of the Bank, Full Address of the Bank, Swift/IBAN Code, Participant's full name & Address. If there is an intermediary bank, all of these details too (in some instances payment is processed first through a country's major bank and then sent on to a smaller one).

• Who do I go to for questions about my departures?
• What exchange rate are you using?

Make a list of the exchange rates (as on www.xe.com, for example) and stick to those rates.

Additional resources:

• Have a look at the extensive information on the Travel Reimbursement page.
  

The original list

• Who do I go to for questions about my departures?
• Who is taking care of the currency exchange?
• I can’t find the person I am looking for, can you exchange something for me?
• I can’t find the person I am looking for, can you tell her/him that…
• Is there internet?
• Is there wireless?
• Can I use your cable?
• Where is Marek?
• Have you seen …?
• I can’t install the printer, can you print something for me?
• Where can I make a phonecall?
• Can I use your phone?
• Where can I be reached by phone?
• Do you have toiletpaper?
• Is my room clean yet?
• Where can I find the cleaner?
• Can I take a water?
• Do you have my room key?
• Can my tent be cleaned?
• How can I pay my participation fee?
• Can I give you the documents for the agreed travel reimbursement?
• Which documents do you need for travel reimbursement?
• And what if I have an e-ticket?
• What bank information do you need?
• Can I get my laundry done?
• I have some animals and insects in my room, what do I do?
• Where is the toilet?
• I want to shower but there is no water, what do I do?
• When and where can I find the doctor?
• Do we have a first aid kit?
• Can I use your laptop to check my mail for minute?
• Can I charge my phone here?
• Can I ask you something while you seem to be rather busy?
• Can I charge my laptop here?
• What is the phone number of the venue?
• Where can I charge my equipment?
• Can I put my stuff inside?
• Where is a projector?
• Where is tape?
• Do you have notebooks?
• Can I copy something?
• Can I print something?
• Do you want a coffee?
• Do you want a beer?
• Is lunch being served?
• Do you have batteries?
• The power has gone off, can you help me?
• The power has gone off, when will it be up again?
• And the internet?
• I need fresh towels, can you get one?
• The water is finished, where can I get more?
• Can I use your toilet?

• Use the budget (see Budgets And Budgeting) for fundraising.
• Some big funders are only interested in providing funds or grants to cover core costs, or travel costs for people from particular regions.
• Securing funding for core costs (e.g. salary and expenses of organisers, venue, programme, T-shirts etc.) is usually the most difficult aspect of fundraising.
• Most funders want their money to go to a specific region of the world (some funders have budget allocations for different regions).
• When working with funders it makes sense to calculate a per-person cost (total costs of the event divided by the number of expected participants). This helps to illustrate the number of participants that their contribution would support.
• Example: Africa Source 2: 1065 US$ core cost / person + flights
• Whenever funders sponsor individuals, it is important to include the total cost per person, which includes all overheads (see above) rather than just the flight and fee for that individual. The difference can be quite substantial!
• It is ideal to keep the number of funders relatively small (makes reporting and management much easier). A good number would be 2 or 3 big funders, but this is not always possible. For example, Africa Source 2 had 11 funders.
• Similarly, it is best to get funding committments as early as possible, but again this is not always possible. In the example of Africa Source II, the last funding was committed only a few weeks before the event.

Examples:

• A funder might decide to sponsor individual participants coming from a specific region. In this case the implementing organisation would need to suggest a few candidates and the funders decide which one to sponsor.
• A funder might wish to sponsor individuals that they are already working with. In this case, it is important to ensure that these individuals pass the rigorous application/selection process.

Reporting to funders

Careful reporting to funders is important to demonstrate that funds were used to support the agreed objectives, and also to build a relationship with potential for future funding.

Please refer to the Graceful Shut Down page for details on reporting after the event.

Camp branding

Designing an attractive logo, choosing an interesting name, and creating a unique identity for each Camp, makes it easier to attract the media's attention, and identify with the event.

The camp web site

• Each Source Camp has a dedicated space on the web (see Africa Source 2 <http://wiki.africasource2.tacticaltech.org/> or Foss Road <http://wiki.fosstj.tacticaltech.org/cgi-bin/wiki.pl?FrontPage> for examples).
• Publish a short general announcement roughly 6 months prior to the event.
• When planning, update information on the website as things become increasingly concrete: add information regarding the venue, travel, visa requirements, health considerations, reference links, the updated concept note, FAQ, application form, advisory group information, details about funders/donors/supporters, testimonials from previous participants, etc.
• During the event, focus moves to the event wiki (see Africa Source 2 <http://wiki.africasource2.tacticaltech.org/> or Foss Road <http://wiki.fosstj.tacticaltech.org/cgi-bin/wiki.pl?FrontPage> for examples). See more on this below.

Use the Internet

• To announce your event:
• Create a list of relevant discussion groups and mailing lists and post your Announcement to them (or ask others to post them)
• Make a list of online event calendars, and submit your information to make sure you are listed in all relevant calendars.
  

Involve the Advisory Group

• Ask for media contacts and create a list of targets for your announcements.
• Involve the advisors in sending out the Announcement to their networks (this includes individuals, organisations, mailing lists, etc.)
• Coordinate this to avoid duplication.

Make sure the call for participation gets heard

• Use all available channels, traditional media, www, email and rely on your network and advisory group to diffuse the Announcement.
• Send out a reminder.

Work (with) the press

• Around 1.5 months before the event, approach and organise journalists/press coverage, using the initially created list as a starting point.
• Organise a press conference if appropriate.
• Clearly differentiate the event from other conferences.
• Write forwardable emails, without spamming: use contacts and networks.

Press releases

• Write a short Press Release, max 1 A4, ‘ready-to-use’.
• Do not send out too many press releases.
  
• As a general rule, send one before (to reach potential participants) and one after the event (to report on the successes).

Cover the event as it unfolds

• If possible, organise streaming for the event.
• Provide some coverage from the event itself. Frederik Noronha's blog posts from previous events are a good example for quasi-live coverage. Probably as a result of the widely published and forwarded blog posts, the Africa Source II wiki is very prominently ranked in Google.
• Keep an eye out for accomplishments, achievements, and stories that characterise the event.
• Update donors and sponsors during the event.
• Make sure coverage is unintrusive and does not affect the style and atmosphere of the event. For example, it can be disruptive having many non-participants interviewing during the Source Camp. Remember that the event is more important than its press coverage.
• Use an event wiki for documentation, local planning (announcements), and community building.

Publicise post-event

• Collect reports, articles, feedback and outcomes on the website.
• Ask participants to describe their experiences and tell their stories, and use information from the feedback forms.
• If appropriate, publish further articles about the event.