This page is an effort to document experience of organizing minidebconfs/debutsavs to help new people interested to organize such events.

  1. Find a host institute and fix dates for the event
  2. Decide the name and content
    • If there is an active Free Software community in the host institute you may want to give them a chance to present their work, you can call it debutsav
    • If the majority of talks are debian focused, call it minidebconf
  3. Create a wiki page under DebianIndia with details about the event (look for previous event pages for inspiration)

  4. Create a mailing list or matrix/xmpp group for the organizing team.
    1. Avoid using proprietary social media platforms and collaboration platforms for organizing
    2. Avoid promoting these platforms from the website.
  5. Make an initial announcement in Debian User Group India mailing list ( and invite volunteers to organize.

  6. Create a logo and publish svg on

  7. Complete website. Use Free Software powered services for registration. Some options are
    1. RECOMMENDED: Wafer web based app for full event management, usually used for mini debconf and ?DebConfs. You can request an instance in #debconf-team irc channel.

    2. Debian's Lime Survey instance

    3. ?FormBricks

    4. ?KoboToolbox

    5. Cryptpad forms

    6. open Form

    7. Supabase for full web app development

  8. Request for a sub domain in #debconf-team irc channel for mini debconf and in #debian-in for debutsav.
    • Example subdomains are, This can be based on the state, city or the venue.
  9. Create a sponsorship brochure
  10. Plan for accommodation, most colleges would be able to offer guest rooms or hostels
  11. Open registrations, send call for talk/workshop/event proposals to debian-devel-announe, debconf-discuss
  12. Get permission for foreign guests from Ministry of External Affairs if planning for foreign participants.
  13. Get budget approved from DPL once number of speakers is known.
    • Use for pre-approval.

    • Usually the budget covers travel and accommodation for Debian contributors.
    • Ideally we should have some local sponsors to cover part of the expenses.
  14. Design T Shirts, Stickers etc
  15. Print goodies
  16. After the event, submit expenses in to reimburse the expenses.