Re: [guadec-list] GUADSEC checklist with rough target dates

[Koen Martens <gmc sonologic nl>]

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
> dneary gnome org
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