Hi Dave, Also see:
http://live.gnome.org/GUADEC/2010/Planning Gr, Koen On Wed, Mar 17, 2010 at 12:38:04AM +0100, Dave Neary wrote: > > 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 > > _______________________________________________ guadec-list mailing list [email protected] http://mail.gnome.org/mailman/listinfo/guadec-list
