This is an automated email from the ASF dual-hosted git repository.
rbowen pushed a commit to branch main
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The following commit(s) were added to refs/heads/main by this push:
new 851cdd9 Add self-serve event organizer guides and templates
851cdd9 is described below
commit 851cdd93094408d250e7b453529587fd088aa12b
Author: Rich Bowen <[email protected]>
AuthorDate: Fri Jul 17 13:17:00 2026 -0400
Add self-serve event organizer guides and templates
- organize/small-event-guide.md: step-by-step how-to for local events
- organize/templates/: sprint-in-a-box, day-of-checklist,
barcamp-template, meetup-template, small-event-template
- Updated events/__index.md and organize/__index.md with links
These describe current practice: how to use events.apache.org to
coordinate a community event. Funding-related content commented out
pending budget discussion.
---
source/events/__index.md | 24 +++-
source/organize/__index.md | 55 ++++++++--
source/organize/small-event-guide.md | 128 ++++++++++++++++++++++
source/organize/templates/barcamp-template.md | 102 +++++++++++++++++
source/organize/templates/day-of-checklist.md | 64 +++++++++++
source/organize/templates/meetup-template.md | 57 ++++++++++
source/organize/templates/small-event-template.md | 88 +++++++++++++++
source/organize/templates/sprint-in-a-box.md | 92 ++++++++++++++++
8 files changed, 598 insertions(+), 12 deletions(-)
diff --git a/source/events/__index.md b/source/events/__index.md
index e9ad21f..8c89e42 100644
--- a/source/events/__index.md
+++ b/source/events/__index.md
@@ -19,7 +19,25 @@ virtual, we can help you get the word out.
**To get started:**
-1. Send a note to
[[email protected]](https://lists.apache.org/[email protected])
describing your event.
-2. We'll set up a page for you on this site where you can share details,
collect volunteers, and coordinate logistics.
+1. Read the [How to Organize a Small Apache
Event](/organize/small-event-guide/) guide
+2. Copy one of our [event page templates](/organize/#templates)
+3. Submit a PR to [this repo](https://github.com/apache/comdev-events-site)
with your event page
+4. Send a note to
[[email protected]](https://lists.apache.org/[email protected])
to let us know about your PR -- we can help review and publicize
-You don't need to be running a large conference — even a small contributor
sprint or community meetup is welcome here.
+Or, if you'd rather not deal with PRs: just send a note to
+[[email protected]](https://lists.apache.org/[email protected])
+describing your event and we'll set up a page for you.
+
+You don't need to be running a large conference — even a small
+contributor sprint or community meetup is welcome here.
+
+---
+
+## Resources for Organizers
+
+* [Sprint in a Box](/organize/templates/sprint-in-a-box/) — Everything you
need for a one-day contributor sprint
+* [Day-of Checklist](/organize/templates/day-of-checklist/) — Printable
checklist for event day
+<!--
+* [Event Funding](/organize/templates/funding-request/) — Request financial
support for venue, catering, materials
+-->
+* [Volunteer Opportunities](/volunteer/) — Find help for your event
diff --git a/source/organize/__index.md b/source/organize/__index.md
index 160fbc6..7fd14ee 100644
--- a/source/organize/__index.md
+++ b/source/organize/__index.md
@@ -3,16 +3,53 @@ title: Organize an Apache Event
slug: index
---
-If you want to host your own Apache project event, or propose a
-[roadshow](/about/roadshow.html) about the ASF, get in touch with us on the
[Event Planning
-mailing list](mailto:[email protected]).
+# Organize an Apache Event
-**Important!** While we appreciate other parties producing events to tell the
world about
-our many great Apache projects and communities, [Apache trademarks and
brands](https://whimsy.apache.org/brand/list)
-are also important to us. To use any Apache trademarks in conjunctions with
events,
-you **must** request permission by following the
-[Third Party Event Branding
Policy](https://www.apache.org/foundation/marks/events.html).
+Whether you're planning a small contributor sprint or a multi-day
+BarCamp, this section has everything you need to get started.
- * [Organizing a Roadshow event](roadshow)
+## Small Community Events (NEW)
+Most Apache events are organized by individual contributors in their
+local communities. You don't need special permission — just follow our
+self-service guide:
+* **[How to Organize a Small Apache Event](small-event-guide/)** —
Step-by-step process from idea to execution
+* **[Sprint in a Box](templates/sprint-in-a-box/)** — Everything for a one-day
coding sprint (the simplest possible event)
+<!--
+* **[Event Funding Request](templates/funding-request/)** — How to get
financial support for your event
+-->
+* **[Day-of Checklist](templates/day-of-checklist/)** — Printable logistics
checklist
+
+## Templates
+
+To create your event page, make a new directory under
+`source/events/YYYY/your-event-name/` in
+[this repo](https://github.com/apache/comdev-events-site) and copy
+one of these templates as your starting `__index.md`:
+
+* [General event template](templates/small-event-template/) -- Works for any
event type
+* [Meetup template](templates/meetup-template/) -- Evening talks + networking
+* [BarCamp template](templates/barcamp-template/) -- Full-day unconference
+* [Hackathon project
page](../../events/2026/community-over-code/sampleproject/) — For
project-specific hackathon participation
+
+## Larger Events
+
+For events requesting ASF budget or official branding:
+
+<!--
+* [Organizing a Roadshow event](roadshow/) — Bid process for ASF-branded events
+-->
+
+## Branding
+
+If you're using "Apache" or any project name in your event:
+
+* Review the [Third Party Event Branding
Policy](https://www.apache.org/foundation/marks/events.html)
+* For small community events run by committers, this is typically a
lightweight check — not a gate
+
+## Get Help
+
+* Email
[[email protected]](https://lists.apache.org/[email protected])
+* Join **#volunteers** on
[apachecon.slack.com](http://s.apache.org/apachecon-slack)
+* Or contact the [Event Planning mailing list](mailto:[email protected])
diff --git a/source/organize/small-event-guide.md
b/source/organize/small-event-guide.md
new file mode 100644
index 0000000..d22c9b7
--- /dev/null
+++ b/source/organize/small-event-guide.md
@@ -0,0 +1,128 @@
+---
+title: "How to Organize a Small Apache Event"
+---
+
+# How to Organize a Small Apache Event
+
+This guide covers everything you need to run a local event — a
+hackathon, sprint, meetup, BarCamp, or community gathering — with
+Apache branding. You don't need permission from ComDev to start
+planning; just follow the steps below.
+
+## What counts as a "small event"?
+
+Any community gathering of 5–100 people organized by or for an
+Apache project community:
+
+* **Contributor sprint** — a day of focused hacking on a specific project
+* **Hackathon** — multi-project working event
+* **BarCamp / unconference** — participant-driven talks and discussion
+* **Meetup** — an evening or half-day of talks and networking
+* **Release party** — celebrating a major release
+
+## Step-by-step
+
+### 1. Pick your format and date
+
+Decide what kind of event you're running and pick a date at least 4
+weeks out. Weekend events are common but weekday evenings work for
+meetups.
+
+### 2. Find a venue
+
+Good options (often free):
+* University classrooms or lecture halls
+* Company offices with community spaces
+* Coworking spaces
+* Libraries with meeting rooms
+* Conference side-rooms (if co-locating)
+
+You need: tables, chairs, power outlets, WiFi, and ideally a projector.
+
+### 3. Identify a coordinator
+
+Every event needs one named person who is the point of contact. This
+person should be:
+* An Apache committer or PMC member on at least one project, OR
+* Working with the support of a committer/PMC member
+
+### 4. Create your event page
+
+Copy the [event page template](../templates/small-event-template/) and
+submit a PR to this repository. The template has all the fields you need.
+
+Alternatively, email
[[email protected]](mailto:[email protected])
+with your event details and we'll set up the page for you.
+
+### 5. Handle trademarks
+
+If you're using "Apache" or any Apache project name in your event title
+or materials:
+* Review the [Third Party Event Branding
Policy](https://www.apache.org/foundation/marks/events.html)
+* For small community events organized by committers, this is
+ typically lightweight — just ensure you're not implying ASF
+ endorsement of a commercial product
+
+You do NOT need to wait for trademark approval to start planning. Just
+make sure your materials comply before publishing them.
+
+### 6. Promote the event
+
+* Post to your project's dev@ mailing list
+* List it on this site (via the event page you created in step 4)
+* Share on social media using #ApacheCommunity
+* If there are local meetup groups, reach out to them
+
+<!--
+### 7. Request funding (optional)
+
+If you need financial support for venue costs, catering, or materials,
+see the [Event Funding Request](funding-request/) page. Small events
+can request up to $2,000 with a lightweight proposal.
+-->
+
+### 8. Run the event
+
+See the [Day-of Checklist](day-of-checklist/) for a printable
+checklist.
+
+### 9. After the event
+
+* Post a brief report to [email protected] (attendance, what
+ worked, what you'd change)
+* Add photos to [photos.apachecon.com](https://photos.apachecon.com) if
+ you took any
+* Update your event page with an "Outcome" section
+* Consider writing a blog post for [blogs.apache.org](https://blogs.apache.org)
+
+---
+
+## Resources
+
+* [Event page template](../templates/small-event-template/) — copy this to
create your event page
+* [Day-of checklist](day-of-checklist/) — printable logistics checklist
+<!-- * [Funding request process](funding-request/) — how to ask for budget
support -->
+* [Sprint in a Box](sprint-in-a-box/) — everything you need for a contributor
sprint
+* [Speaker support](../../volunteer/speaker-support/) — coaching for presenters
+* [ASF event branding
policy](https://www.apache.org/foundation/marks/events.html)
+
+---
+
+## FAQ
+
+**Do I need to be an ASF Member to run an event?**
+No. Any committer can organize an event. Non-committers can too, as
+long as they have the support of a project PMC member.
+
+**Can I charge admission?**
+Events using Apache branding should be free or at-cost (covering
+venue/food). Profit-making events need separate approval per the
+branding policy.
+
+**What if my event is virtual?**
+Same process. Note the timezone, platform (Zoom, Jitsi, etc.), and
+maximum capacity on your event page.
+
+**Who do I contact if I get stuck?**
+Email [[email protected]](mailto:[email protected]) —
+someone from the community development team will help.
diff --git a/source/organize/templates/barcamp-template.md
b/source/organize/templates/barcamp-template.md
new file mode 100644
index 0000000..2cbd777
--- /dev/null
+++ b/source/organize/templates/barcamp-template.md
@@ -0,0 +1,102 @@
+---
+title: "BarCamp Apache [City] [Year]"
+draft: true
+---
+
+<!--
+ TEMPLATE: For BarCamp / unconference style events.
+ Copy this to source/events/YYYY/barcamp-city.md
+ Set draft: false when ready to publish.
+-->
+
+<img src="/images/apache-oak-leaf.svg" alt="Apache" style="height:1.4em;
vertical-align:middle;"> **BarCamp Apache [City]**
+
+## Event Details
+
+| | |
+|---|---|
+| **What** | BarCamp / Unconference |
+| **When** | [Date(s)], all day |
+| **Where** | [Venue], [Address], [City] |
+| **Size** | [Expected attendees, typically 30–80] |
+| **Cost** | Free |
+| **Registration** | [Link — important for headcount/catering] |
+| **Contact** | [Name] — [[email protected]] |
+
+## What is a BarCamp?
+
+A BarCamp is a participant-driven unconference. There is no
+pre-determined schedule — attendees propose and vote on sessions the
+morning of the event. Anyone can present. Sessions are typically 30–45
+minutes and can be talks, discussions, demos, or workshops.
+
+## How it works
+
+1. **Morning:** Everyone gathers. Anyone who wants to lead a session
+ writes their topic on a sticky note and pitches it in 30 seconds.
+2. **Vote:** Participants vote (dot-stickers or show of hands) to fill
+ the available time slots.
+3. **Sessions run:** Parallel tracks in different rooms/spaces.
+4. **End of day:** Group retrospective — what was best? What do we want
+ to continue?
+
+## Schedule
+
+| Time | Activity |
+|------|----------|
+| 09:00 | Doors open, coffee, networking |
+| 09:30 | Welcome, introductions, session proposals |
+| 10:00 | Voting, schedule posted |
+| 10:30 | Session block 1 |
+| 11:15 | Session block 2 |
+| 12:00 | Lunch |
+| 13:00 | Session block 3 |
+| 13:45 | Session block 4 |
+| 14:30 | Break |
+| 14:45 | Session block 5 |
+| 15:30 | Retrospective + next steps |
+| 16:00 | End |
+
+## Venue Requirements
+
+* 2–3 rooms/spaces for parallel sessions
+* Main room for opening/closing (seats all attendees)
+* Whiteboard or wall space for schedule grid
+* WiFi, power outlets
+* Projector in at least one room
+
+## Materials Needed
+
+* Large sticky notes (for session proposals)
+* Markers (thick ones people can read from across the room)
+* Dot stickers (for voting)
+* Masking tape (for schedule grid on wall)
+* Name badges (blank ones people fill in)
+* Printed schedule grid template
+
+## Sponsors
+
+* **Venue:** [Company/Organization]
+* **Catering:** [Company/Organization]
+* **Other:** [Company/Organization]
+
+## Organizers
+
+* [Name] ([Apache ID]) — Lead organizer
+* [Name] — Venue coordination
+* [Name] — Catering
+* [Name] — Promotion
+
+## Sign Up
+
+<!-- Link to registration. BarCamps often use a wiki page or simple
+ form where people add their name and what they might want to talk
+ about. -->
+
+## Outcome
+
+<!-- Fill in after the event -->
+
+---
+
+Part of the [Apache Community Events](https://events.apache.org/events/)
program.
diff --git a/source/organize/templates/day-of-checklist.md
b/source/organize/templates/day-of-checklist.md
new file mode 100644
index 0000000..4172469
--- /dev/null
+++ b/source/organize/templates/day-of-checklist.md
@@ -0,0 +1,64 @@
+---
+title: "Day-of Checklist"
+---
+
+# Event Day Checklist
+
+Print this and bring it with you. Check items off as you go.
+
+## Before doors open (arrive 30–60 min early)
+
+- [ ] Unlock the room / meet the venue contact
+- [ ] Set up tables and chairs in the arrangement you want
+- [ ] Test the WiFi — connect a device, run a speed test, do a `git clone`
+- [ ] Test the projector / screen if using one
+- [ ] Put up directional signs from building entrance to room
+- [ ] Write on whiteboard or print on paper:
+ - WiFi network name and password
+ - Project chat channel (Slack/Discord/IRC)
+ - Event hashtag
+ - Schedule overview
+- [ ] Set out power strips / extension cords
+- [ ] Set out any swag (stickers, name badges)
+- [ ] If catering: confirm delivery time and dietary accommodations
+
+## As people arrive
+
+- [ ] Greet people, point them to WiFi info
+- [ ] Have them add their name to an attendance list (paper or shared doc)
+- [ ] If you're doing name badges, hand them out or let people write their own
+- [ ] Help anyone who needs dev environment setup
+
+## Event start
+
+- [ ] Brief welcome (5 min max):
+ - What we're doing today
+ - Where to find issues/tasks
+ - How to ask questions (who's available to help)
+ - Logistics: food, bathrooms, end time
+ - Code of Conduct reminder (link:
apache.org/foundation/policies/conduct.html)
+- [ ] Point newcomers to mentors/experienced contributors
+
+## During the event
+
+- [ ] Check in periodically — anyone stuck? Anyone need help?
+- [ ] If someone finishes their task, help them find the next one
+- [ ] Take a few photos (ask consent first)
+- [ ] Keep an eye on the time — remind people 30 min before wrap-up
+
+## Wrap-up
+
+- [ ] 15-minute group share: "What did you work on? What did you accomplish?"
+- [ ] Thank everyone
+- [ ] Remind people: here's how to stay involved (mailing list, chat channel)
+- [ ] Group photo (optional, consent-based)
+- [ ] Clean up the space — leave it better than you found it
+
+## After the event (same day or next day)
+
+- [ ] Post summary to dev@ list: X people attended, Y PRs submitted, notable
outcomes
+- [ ] Email [email protected] with the same summary
+- [ ] Update event page with Outcome section
+- [ ] Share photos (with consent) to photos.apachecon.com or social media
+- [ ] Thank the venue sponsor
+- [ ] Note what you'd do differently next time (add to event page)
diff --git a/source/organize/templates/meetup-template.md
b/source/organize/templates/meetup-template.md
new file mode 100644
index 0000000..50bcf99
--- /dev/null
+++ b/source/organize/templates/meetup-template.md
@@ -0,0 +1,57 @@
+---
+title: "Apache [ProjectName] Meetup — [City] [Month Year]"
+draft: true
+---
+
+<!--
+ TEMPLATE: For recurring meetup groups or one-off meetup events.
+ Copy this to source/events/YYYY/your-meetup-name.md
+ Set draft: false when ready to publish.
+-->
+
+<img src="/images/apache-oak-leaf.svg" alt="Apache" style="height:1.4em;
vertical-align:middle;"> **Apache [ProjectName] Meetup**
+
+## Event Details
+
+| | |
+|---|---|
+| **What** | Meetup — talks + networking |
+| **When** | [Date], [Start time]–[End time] [Timezone] |
+| **Where** | [Venue], [Address], [City] |
+| **Size** | [Expected attendees] |
+| **Cost** | Free |
+| **RSVP** | [Link to meetup.com/eventbrite/Google form] |
+| **Contact** | [Name] — [email] |
+
+## Talks
+
+| Time | Speaker | Topic |
+|------|---------|-------|
+| 18:30 | | Doors open, networking |
+| 19:00 | [Speaker Name] | [Talk title] |
+| 19:30 | [Speaker Name] | [Talk title] |
+| 20:00 | | Open discussion / lightning talks |
+| 20:30 | | Wrap up |
+
+## About
+
+<!-- Brief description: what's the purpose of this meetup? Who should
+ come? What will they get out of it? -->
+
+## Venue
+
+<!-- Any special instructions: which entrance, parking, building
+ access, accessibility notes -->
+
+## Organizers
+
+* [Name] ([Apache ID]) — Coordinator
+* [Name] — [Role]
+
+## Outcome
+
+<!-- Fill in after the event -->
+
+---
+
+Part of the [Apache Community Events](https://events.apache.org/events/)
program.
diff --git a/source/organize/templates/small-event-template.md
b/source/organize/templates/small-event-template.md
new file mode 100644
index 0000000..2fb7356
--- /dev/null
+++ b/source/organize/templates/small-event-template.md
@@ -0,0 +1,88 @@
+---
+title: "Apache [ProjectName] [EventType] — [City] [Year]"
+draft: true
+---
+
+<!--
+ TEMPLATE: Copy this file to source/events/YYYY/your-event-name.md
+ Fill in all sections below, then submit a PR.
+ Remove this comment block before publishing.
+
+ Set draft: false when you're ready for the page to go live.
+-->
+
+<img src="/images/apache-oak-leaf.svg" alt="Apache" style="height:1.4em;
vertical-align:middle;"> **Apache [ProjectName] [EventType]**
+
+## Event Details
+
+| | |
+|---|---|
+| **What** | [Hackathon / Sprint / Meetup / BarCamp / Retreat] |
+| **When** | [Date and time, including timezone] |
+| **Where** | [Venue name, full address, city, country] |
+| **Size** | [Expected number of attendees] |
+| **Cost** | [Free / at-cost — specify if there's a registration fee] |
+| **Registration** | [Link to registration form, or "just show up"] |
+| **Contact** | [Name] — [[email protected]] |
+
+## About This Event
+
+<!-- 2-3 paragraphs: What is this event? Who is it for? What will
+ participants get out of it? -->
+
+## Schedule
+
+<!-- A rough agenda — doesn't need to be minute-by-minute -->
+
+| Time | Activity |
+|------|----------|
+| 09:00 | Doors open, setup |
+| 09:30 | Welcome and introductions |
+| 10:00 | [Main activity begins] |
+| 12:30 | Lunch |
+| 13:30 | [Afternoon session] |
+| 16:30 | Wrap-up and next steps |
+| 17:00 | End |
+
+## What to Bring
+
+* Laptop with dev environment set up (see Resources below)
+* Power adapter / extension cord (if you have one)
+* [Project-specific requirements]
+
+## Resources
+
+<!-- Links to help participants prepare -->
+
+* [Project contribution
guide](https://yourproject.apache.org/contributing.html)
+* [Development environment
setup](https://yourproject.apache.org/dev-setup.html)
+* [Issue tracker / curated issue
list](https://github.com/apache/yourproject/issues)
+* [Chat channel](https://link-to-slack-or-discord)
+
+## Sponsors
+
+<!-- Optional: acknowledge venue or catering sponsors -->
+
+* **Venue provided by:** [Company/Organization]
+* **Catering sponsored by:** [Company/Organization]
+
+## Organizers
+
+* [Name] ([Apache ID]) — Coordinator
+* [Name] ([Apache ID]) — [Role]
+
+## Outcome
+
+<!-- Fill this in AFTER the event -->
+<!--
+* Attendance: X people
+* What happened: [brief summary]
+* Notable outcomes: [PRs merged, decisions made, new contributors onboarded]
+* What we'd do differently: [lessons learned]
+* Photos: [link]
+-->
+
+---
+
+Questions? Contact [coordinator email] or post to
+[[email protected]](mailto:[email protected]).
diff --git a/source/organize/templates/sprint-in-a-box.md
b/source/organize/templates/sprint-in-a-box.md
new file mode 100644
index 0000000..5aff7a8
--- /dev/null
+++ b/source/organize/templates/sprint-in-a-box.md
@@ -0,0 +1,92 @@
+---
+title: "Sprint in a Box"
+---
+
+# Sprint in a Box
+
+Everything you need to run a one-day contributor sprint for your Apache
+project. This is the simplest possible event — no talks, no sponsors
+needed, just a room and people who want to code together.
+
+## Minimum requirements
+
+* **Room** with tables, chairs, WiFi, and power outlets for 5–30 people
+* **One coordinator** who is a committer on the project
+* **3+ committed attendees** before you set a date
+* **4–6 weeks lead time** for promotion
+
+## Timeline
+
+### 6 weeks before
+
+- [ ] Confirm room (university, office, coworking space, library)
+- [ ] Set up event page using the [event template](small-event-template/)
+- [ ] Post to your project's dev@ list: "Who's interested?"
+- [ ] Curate 10+ issues suitable for new contributors (label them "sprint")
+
+### 4 weeks before
+
+- [ ] Post registration link to dev@ and users@ lists
+- [ ] Share on social media
+- [ ] Email local meetup groups if relevant
+- [ ] Confirm WiFi works and has enough bandwidth for git operations
+
+### 1 week before
+
+- [ ] Send reminder to registrants with:
+ - Venue address and directions
+ - What to bring (laptop, charger)
+ - Link to dev environment setup guide
+ - Link to curated issue list
+- [ ] Confirm headcount for any food/drink orders
+- [ ] Print a few copies of the Getting Started guide (for walk-ins)
+
+### Day of
+
+- [ ] Arrive 30 min early to set up
+- [ ] Put up signs: venue entrance, room door, WiFi password
+- [ ] Write WiFi password and project chat channel on whiteboard
+- [ ] Welcome participants, brief intro (5 min max):
+ - Where to find issues
+ - How to ask questions
+ - Who can review PRs today
+- [ ] **Pair newcomers with experienced contributors**
+- [ ] Mid-day: quick status check-in (optional)
+- [ ] End of day: group share-out — what did we accomplish?
+- [ ] Photo (with consent)
+
+### Day after
+
+- [ ] Post summary to dev@ list (attendance, PRs, issues closed)
+- [ ] Update event page with Outcome section
+- [ ] Thank participants
+- [ ] Send report to [email protected]
+
+## What makes a sprint succeed
+
+Based on lessons from past Apache events (BarCamp series 2011–2013,
+Apache Meetup NL, Bangalore hackathons):
+
+1. **Pre-curated issues** — Don't make people search for work. Have 10+
+ labeled issues ready, with difficulty levels marked.
+2. **Experienced reviewers present** — If PRs submitted during the
+ sprint sit unreviewed for weeks, participants won't come back.
+3. **Dev environment pre-tested** — The #1 time-waster at sprints is
+ "I can't get the build working." Have someone verify the setup guide
+ works on Mac, Linux, and Windows beforehand.
+4. **Pair people up** — A newcomer + a committer at the same table
+ produces results. A newcomer alone produces frustration.
+5. **Keep it small** — 8–15 people is ideal. Over 25, you need
+ multiple coordinators and the energy dissipates.
+
+## Swag and materials (optional)
+
+If you'd like Apache stickers, sticker sheets, or other materials for
+your event, email [[email protected]](mailto:[email protected])
+at least 4 weeks in advance. We can ship limited quantities at no cost.
+
+## Funding
+
+If you need help covering room rental or food costs, see the
+[Event Funding Request](../funding-request/) page. Sprints typically
+need $200–500 (pizza + drinks for a day).
