Rough checklist for running PyCon-style conventions.

This table intends to list every single step required to plan and carry out a conference. Do not remove items from this list, because this isn't the to-do list for any particular year; the list of remaining tasks for a specific conference such as PyCon 2006 would be on other pages. Do feel free to add any tasks that you think of.

The dates are given in terms of time before the conference. Larger conferences need lots of preparation time, and a smaller event can probably compress the timeline significantly.

Timeline

-18-24 months	Select conference city and venue
-18-24 months	Select dates. Important: Check they don't conflict with holidays.
-12-18 months	Book venue
-12-18 months	Finances: estimate costs and draw up a draft budget
-12-6 months	Finances: contact potential sponsors
XXX	Decide upon keynote speaker(s)
XXX	Call for proposals
XXX	E-mail speakers for invited talks
XXX	Review proposals
-6 months	Finances: Set registration price
XXX	Send proposal acceptances
XXX	Create schedule
XXX	Call for financial aid applications
XXX	Set up registration process and open early-bird registration
XXX	Post call for volunteers
XXX	Review/accept/reject financial aid applications
XXX	Arrange for wireless networking
XXX	Plan refreshments
XXX	End early-bird registration

Refereed papers

-9 months	Select program committee
XXX	Set up conference management software
-9 months	Post call for papers
-2 months	Paper submission deadline
XXX	Deadline for paper accept/decline decisions
XXX	Write page giving presentation advice
XXX	Notify paper authors of acceptance
XXX	Determine conference schedule
XXX	Arrange iCal/RSS publication of schedule
XXX	Pick session chairs

BoFs

-2 months	Issue call for BoFs
-2 weeks	Pick BoF topics

Swag

XXX	Determine other giveaways (sponsors may help?)
-90 days	Selecting the swag vendor
-80 days	Creating tshirt order based on size proportions of attendees prior year
-80 days	Calling for volunteer to accept delivery of tshirts and totes in advance of conference
-55 days	Bug graphic designer about images
-50 days	Get T-shirt images from graphic designer
Close of early registration	Chair commits to attendance figure.
-45 days	Get quote from swag vendor (T-shirts, tote bag)
-45 days	Get chair's approval for T-shirt, tote budget
-45 days	Have non-attending volunteers sign up on wiki to get shirts
-45 days	Get tote bag images from graphic designer
-44 days	Ordering tshirts, totes from swag vendor
-44 days	Emailing attendee tshirt images to vendor
-44 days	Emailing staff tshirt images to vendor
-44 days	Emailing tote images to vendor
-44 days	Submit reimbursement request to PSF treasurer
-37 days	Proofread T-shirts, totes at vendor
-30 days	Vendor ships to local volunteer
-30 days	Optionally make a second order if registration numbers suggest it.
-1 day	Stuff the bags
-1 day	Fold T-shirts
-1 day	Hand out some staff T-shirts

Demos

XXX	Post call for demos for demo room

PSF Meeting

-3 months	Request nominees for new PSF members
-3 months	Request nominees for board of directors
-2 months	Send out agendas and proxy forms

Next year's con

-4 months	Write requirements for con sites (like http://www.yapc.org/venue-reqs.txt)
-4 months	Post call for site proposals
-1 month	Check over site proposals
At con	Run a panel / voting session to choose a proposal

Days before conference

Formatting finalized program.
Contracting for printing of individual programs for the delegates' totes, and the presentation boards to go outside each of the session rooms.
Purchasing and printing delegates' name labels.
Preparation and printing of "Session Chair Notes", for distribution to session chairs.
Preparation and printing of "Speakers' Notes", for distribution to speakers.
Delivery of tote bag inserts and stuffing of inserts into totes (normally handled by on-site volunteers).
Organization of registration process and briefing of day one volunteers.
Supervision of everything to make sure there won't be any unforeseen glitches. [This doesn't eliminate unforeseen glitches, it just minimizes them].
[added after IRC communications]: encourage sprint leaders to prepare feedback and prepare to present it at the feedback session.
Preparation and printing of public notices (e.g. signage for registration desk, sponsors' logo sheet).

During the conference

Supervise sprints.
Run the registration desk.

After the conference

Prepare web-based proceedings.
Prepare recorded audio.
Evaluate participant feedback and prepare report.
Determine profit/loss.

Page

User