JoomlaDay Charter
A JoomlaDay is a local, regional or national gathering of the Joomla! community. The Joomla Project encourages a growing and vibrant Joomla! community and JoomlaDays are part of that effort. To ensure continued protection of the Joomla! name, usage of the event name "JoomlaDay" requires permission and agreement to this charter.
In order to arrange or promote your own local JoomlaDay, you simply need to complete two items: (1) fulfill the requirements defined in this charter, (2) submit a your event here on events.joomla.org.
1. JoomlaDay Definition
A JoomlaDay is an event open to everyone, and the only fee charged should be that necessary to cover costs. JoomlaDays should not used as a commercial enterprise for profit raising purposes.
The aim of a JoomlaDay is to provide an opportunity for Joomla! users to meet and learn together. There should be speakers on a wide variety of topics and usually an opportunity for a representative of the Joomla! Project to make a presentation.
A JoomlaDay is an event created exclusively for Joomla! users and related projects. It is not acceptable to name an event "JoomlaDay" if other open source projects or commercial products which are not related to Joomla! are presented or featured.
JoomlaDays may be organised on a national, regional, or city basis. There should be only one JoomlaDay each year in a given location, but there could be several in larger countries such as China, Canada or the USA (e.g. JoomlaDay USA West and JoomlaDay USA East).
JoomlaDays usually last one day, although they may have other events around them.
2 Application and Rules
Before any actions are taken using the name JoomlaDay, an application must be filed with the Joomla! Events Team. Anyone may submit an application for usage of the name JoomlaDay.
Applications can be submitted online at: http://events.joomla.org.
2.1 Organizing Teams
Two different teams will not be allowed to organize two JoomlaDays within the same country/region/city in the same year. We grant any approved team exclusive use of the JoomlaDay name for events in their country/region/city for a period of 12 months starting with the date of their application.
As long as the organizating team approved for any given country/region/city does not violate the rules of this charter it will be granted, upon receipt of a renewal application, the right to organize the next JoomlaDay in that country/region. If a new organization team wishes to take over responsibility of the following year's JoomlaDay we will contact the original team to ensure it is not interested in organizing the event. If the original team is not interested or a renewal application is not sent in time then the a new team can take over organization of that country/region/city's JoomlaDay event.
2.2 Official Contact
For each JoomlaDay organization team, one member will serve as the official contact for the Joomla! events team. If this person is not reachable within a period of more than 30 days an alternative shall be named by the organization team.
2.3 Promotion and Marketing
Promotion of the event prior to JoomlaDay name usage application approval is prohibited. Upon application approval you will receive access to a special toolbox of marketing material and other information. These materials can be used to promote your event. See sections 3.5 and 3.6.
2.4 Financial Rules
A major requirement for the approval of your application is that the event is not designed to generate profit. A JoomlaDay event might offer associated workshops and other services for a fee, but the primary purpose of the event must not be commercial.
Some clearly excluded concepts are:
- Paying the speakers money for their talks. (except expenses for traveling, accommodation and session materials)
- Paying an event company money for organization.
- Paying your team money for organization of the event.
We recommend that you plan to transfer any surplus from the JoomlaDay event to your local Joomla! community and/or the Joomla! project.
JoomlaDays should aim to be self supporting. However organizers may request financial support from Open Source Matters. This support is not intended to cover all expenses of a JoomlaDay. Local organizers are responsible for raising funds to cover other expenses. If there is a surplus from the event this money should be repaid.
JoomlaDay organizers may seek sponsors to support their event. In general, sponsorships may be sought from any source, however the following limitations apply.
- Sponsorship from firms which have products that are not in compliance with the Joomla! license may not be accepted. This is to prevent any association of the Joomla! brand with violations of the license. If you have any questions about a sponsor please contact the events team for assistance.
- All sponsoring firms must be in compliance with Open Source Matters trademark policies.
It is up to each organizing group to determine whether to charge admission and, if so, how much to charge. Because of the nature of the events, we recommend finding a free or inexpensive location and not to make complex contracts with space providers.
After each JoomlaDay a financial report must be submitted. At a minimum it should include:
- Number of attendees
- Total expenses
- Total income
- Status of any surplus or deficit
- A list of sponsors
2.5 Legal Issues
JoomlaDays are organized and controlled by local event organizers who are solely responsible for all actions and liabiilities in association with the event. Neither Open Source Matters nor the Joomla! project is responsible for the actions or expenditures of local organizers. Local organizers are responsible for obtaining all appropriate insurance, permits, and other similar items.
2.6 Support from Open Source Matters and the Events Team
The Joomla! Project provides support for JoomlaDays in the following ways
- Use of the JoomlaDay brand
- Publicity on the Joomla.org family of sites
- Advice and mentoring for organizers
- Arranging for participation by members of Joomla! teams
- Limited financial support
3 Organization and Structure
Generally a JoomlaDay should be focused on local people and companies. Make your organization as simple as possible. A highly sophisticated event is not what people expect. Community interaction and collaborative learning should be the focus. The main thing the people are looking for is a place to meet each other in person and to get to know other Joomla! users and contributors.
3.1 Activities
You are free to determine the topic, range of activities and structure of the day. We suggest you include time for people to talk and chat about what's going on in the Joomla! world both globally and locally.
3.2 Exhibition / paid workshops
During an JoomlaDay event sponsors may pay for exhibition space orclearly labelled presentation slots and with that help to reduce the entrance fee for the audience or expenses for the organization holding the event.
Special interest workshops can be organized and might have a separate fee. One idea is to create one day which includes special workshops or training and charge a higher fee for that day. The income of that day is then used to organize the community day and reduce the entrance fee for everybody or to finance refreshments.
3.3 Speakers
If desired by the organizers, the events team will help to arrange for participation of a speaker from one of the Joomla! Project teams. This may be a live presentation or may be via web conferencing. The events team cannot guarantee the availability of speakers. Event organizers may contact potential speakers directly to ask about potential participation. Event organizers are responsible for the costs of any travel for Joomla! team members, though the financial support for JoomlaDays from Open Source Matters is often used for this purpose.
3.4 Naming Convention
JoomlaDay events follow an established naming convention. For events covering an entire country the name should follow the convention: JoomlaDay or JoomlaDay where is the name of the country and is the recognized country code[1] for the country. For events covering a region in a larger country the naming convention is: JoomlaDay or JoomlaDay where and are the same as above and is the name of the region the event covers. If a city name is appropriate it may be used.
Some examples of names would be:
- JoomlaDay France
- JoomlaDay NL
- JoomlaDay USA West
- JoomlaDay USA East
- JoomlaDay Vancouver
- JoomlaDay Pune
3.5 Logo Usage
An official logo is available for use. A link to this will be provided on acceptance. Any other use of Joomla! logos must be done under the terms in the Joomla! Brand Manual. Any usage on tee shirts or other merchandise must be approved separately.
3.6 Web Site
Within the toolbox provided to you on acceptance you will find a sample template and sample data to build your individual site. However you are free to use any site structure, information and template according to what is best for your community.
3.7 Event reporting / news
You can inform people about your event using the Joomla! Forum JoomlaDays and Community Meetings.
You should supply an event description for listing on the Joomla! Events website. You will be given instructions on how to create an official image.
If you want, you may blog in the team blogs on the Community site with news and updates about your JoomlaDay. Ask the events team to arrange an account if you wish to do this.
If you have a news feed for your events you should submit a request for inclusion in JoomlaConnect.
Ask attendees of your JoomlaDay to share their content across social networks using a unique hashtag, such as: jday e.g. jdaynyc09.
4 Credits & Contributions
This document was written and reviewed by the following contributors:
- T. Akarawuth
- Henk von Cann
- Pete Coutts
- Robert Deutz
- Ulrich Eichenseer
- Alex Kempkens
- Ryan W. Ozimek
- Alex Red
- Markku Suominen
- Brian Teeman
- Pierre-André Vullioud
- Louis Landry
- Elin Waring
If you have any further questions please ask within the Joomla! Events forum in the Joomla! Events Forum..
5 References
[1] Country Codes: http://en.wikipedia.org/wiki/ISO_3166-1