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
- 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 dev@community.apache.org
What makes a sprint succeed
Based on lessons from past Apache events (BarCamp series 2011–2013, Apache Meetup NL, Bangalore hackathons):
- Pre-curated issues — Don’t make people search for work. Have 10+ labeled issues ready, with difficulty levels marked.
- Experienced reviewers present — If PRs submitted during the sprint sit unreviewed for weeks, participants won’t come back.
- 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.
- Pair people up — A newcomer + a committer at the same table produces results. A newcomer alone produces frustration.
- 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 dev@community.apache.org 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 page. Sprints typically need $200–500 (pizza + drinks for a day).