Hi all, Many months ago, I sent Stormy a checklist of milestones for GUADEC organisation, with rough dates associated with each one to know when and why they needed to be done. I thought, in the context of some recent discussions, that it might be useful to send it on here.
Cheers, Dave. The checklist in the wiki is a good start: http://live.gnome.org/GuadecPlanningHowTo http://live.gnome.org/GuadecPlanningHowTo/CheckList In particular, the milestones on the first link are useful. In brief, the Big Stuff, and when you need it done: DONE: * Site, team leader, core team confirmed ASAP: * Define infrastructure needs with site (essential for defining scope & budget) - Status unknown * Get a website online with basic information: what, where, when. Link to previous editions, list previous sponsors, whatever. A static page is fine, but your conference doesn't exist until it's online - DONE (but could be nicer, with links to sponsors & previous editions) * Get a sponsor document together, define sponsorship levels and programmes - DONE * Define a keynote wishlist, and start contacting prospective keynotes - ongoing * Define sponsor wishlist, and get requests in for sponsorship - DONE? I think? Action: We still need a name opposite "co-ordinating keynotes". End of January: Start collecting content * Web infrastructure for accepting content proposals (call for papers) - DONE * Web infrastructure for the site in general is important now (registration, news) - DONE * Open call for papers - DONE * Define conference format so you know how many talk slots you have available to fill - Fred, is this done? * Add information to the website on getting to GUADEC - Not done! Action: Getting here information should be added to the website for people travelling from outside the Netherlands (flying to Schipol or arriving by train) End of February: Delegates start looking for travel options and planning Summer vacations * Get travel information and recommended dates online - Not done! * Gather suggested accommodation list, group book a cheap accommodation option for sponsored attendees - Not done! * Explain the schedule - at this stage it can be empty, but people decide their arrival & departure dates based on content - Not done! * Finalise keynotes around now and book their travel - Ongoing * Start gathering press contacts (local and international) and ensure they're present if possible. Education of local media - Need a "Press relations" person Actions: * Publish a rough schedule so that people know when the core conference days are on, what associated events and activities are happening before the start of the conference, etc * Create some news items for keynote & conference structure, announcing associate events * Get travel options online * Gather accommodation options, negotiate group deals * Identify "press relations" co-ordinator who will start systematically contacting press, ensuring magazine ads are placed, and inviting international press >From here on out, we're in the future. End of March/early April: Content finalised * Close call for papers * Allow 2 weeks for deciding on papers. Avoid temptation to accept more papers than slots. * Leave 8 or 10 slots for "Breaking news" - partner announcements, essential stuff that comes up between March and July. Fill these only with really compelling content * Start defining social schedule - budgets for social occasions should be defined, start looking for venues & activities now. Actions: * Co-ordinate conference content team * Choose presentations & technical keynotes * Contact accepted proposers * Assign social events co-ordinator After March: Detail work - and I was never very good at that :) Ensure all the printing, t-shirts, etc. are done, confirm stands, if there are any, ensure drinks and food are available near the site, organise delivery of sponsor material & gifts, co-ordinate with companies & sponsors to see if there is anything press worthy to announce, ensure that keynotes & advisory board members are met at the airport & taken to hotels, co-ordinate a press team (lesson from last year: be explicit about who the press team is before the event, you don't want to have someone who thinks they're competent come in & railroad the press after your work lining everything up). Line up interviews on request for press. Co-ordinate with local government to see if there's a welcome address or something. Co-ordinate board & advisory board meetings. And all the rest of the stuff on the wiki :) Actions: * Identify printing co-ordinator to deal with designers & printers for banners & t-shirts * Identify suppliers for food & drinks * Gather material from sponsors for any give-aways * Press co-ordinator contacts press representatives from companies, co-ordinates schedule of keynote speakers for interviews, and briefs journalists on important stuff * Constitute Welcome group, people who can meet VIPs at the airport or train station & get them to their hotels, and get them away when they're leaving, man the welcome desk, * Board meetings co-ordination - drinks, room, any required facilities (conf call, video conf, projector) Hope this helps! Cheers, Dave. -- Dave Neary GNOME Foundation member [email protected] _______________________________________________ guadec-list mailing list [email protected] http://mail.gnome.org/mailman/listinfo/guadec-list
