For various types of events, intended towards newcomers (workshop format) & non-newcomers (more hacking), document high-level steps, timeline, organizing roles for later reference. This is part of the wider effort of to document user group processes.

It can be something like, how to organize Wiki Loves campaigns.

A rough unformatted example:

• Step 1: Decide dates & location; 3 months before the event date; primary coordinator
• Step 2: Announce scholarships; 2.5 months before the event; comms coordinator
• Step 3: Request for quotes from hotels; 2 months before event; logistics coordinator
• Step 4: Decide on scholarships; 1.5 months before the event; primary coordinator
• etc. etc.

This should also include role descriptions such as the responsibilities of the primary coordinator, communications coordinator, logistics coordinator, trainers etc.