In January 2020, we saw many in-person gatherings of all kinds cancelled to prevent the spread of COVID-19. As such, many WordCamp organizers had to decide to either cancel, postpone, or convert their event to an online format. As of the publication of this Handbook page (May 2020), we’re starting to see many countries, states, and counties lifting restrictions or entering the next phase of how to handle the current public health concerns. 

Community organizers of all types have shown incredible resiliency and creativity over these past few months. As we learn more about the ways in which our various parts of the world will approach gatherings in the future, our community will need to continue to work together to adapt and adjust our in-person get-togethers. With that in mind, we’ve put together a few guidelines for future in-person WordCamp planning in 2020.

• In order to account for the financial impact of potential cancellations, all contracts must have zero cancellation fees and any deposit must be fully refundable.
• Speakers must all be local. While this has the added benefit of strengthening your local community, this also helps to reduce any disruptions that may come from last-minute travel changes or restrictions.
• In the event that an in-person event is no longer possible for your scheduled event date, organizers would be strongly encouraged to switch to an online event. It’s encouraged that the organization team discuss these expectations early on and lean on their mentors to help with any training or resources to prepare for this possibility.
• To ensure the health and safety of everyone involved, all WordCamps will have a mentor assigned. The mentor will be directly involved with decisions regarding cancellations and respecting local health authorities.
• Organisers must adhere to government mandates regarding the size of in-person meetings and other applicable laws.

The Global Community Team is planning to keep these guidelines in place until Q4 2020, at which point we’ll revisit and reassess depending on the situation at that time.

Last updated: May 14, 2020