[guadec-list] GUADSEC checklist with rough target dates

[Dave Neary <dneary gnome org>]

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