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| This table intends to list every single step required to plan and carry out a conference. *Do not remove items* from this list; the list of tasks for a specific conference are on other pages. | 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. |
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| || XXX || Select dates. Immportant: Check they don't conflict with holidays. || | || XXX || Select dates. Important: Check they don't conflict with holidays. || |
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| || XXX || Set registration price || | || XXX || Finances: determine costs || || XXX || Finances: contact potential sponsors || || XXX || Finances: Set registration price || |
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| || XXX || Contact potential sponsors || || XXX || Finalize T-shirt design || || XXX || Arrange T-shirt manufacturing || |
|| XXX || Plan refreshments || |
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| || XXX || Pick session leaders || | |
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| || XXX || Pick session leaders || | |
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=== Swag === || XXX || Invent an amusing T-shirt slogan or conference theme || || XXX || Select a graphic designer || || XXX || Determine giveaways (sponsors may help?) || || XXX || Finalize design of T-shirts, tote bags, or other mementos || || XXX || Arrange manufacturing of T-shirt || |
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== 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 == 1. Formatting finalized program. 2. Contracting for printing of individual programs for the delegates' totes, and the presentation boards to go outside each of the session rooms. 3. Purchasing and printing delegates' name labels. 4. Preparation and printing of "Chairpersons' Notes", distributing to session chairmen/women. 5. Preparation and printing of "Speakers' Notes", distributing to speakers. 6. Delivery of tote bag inserts and stuffing of inserts into totes (normally handled by on-site volunteers). 7. Organization of registration process and briefing of day one volunteers. 8. Supervision of everything to make sure there won't be any unforeseen glitches. [This doesn't eliminate unforeseen glitches, it just minimizes them]. 9. [added after IRC communications]: encourage sprint leaders to prepare feedback and prepare to present it at the feedback session. 10. Preparation and printing of public notices (e.g. signage for registration desk, sponsors' logo sheet). |
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| * Evaluate participant feedback and prepare report. | |
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| * [http://www.smof.com/smofiles.htm Secret Masters of Fandom] | * [http://www.smof.com/smofiles.htm Secret Masters of Fandom] ---- CategoryPyConPlanning |
Rough notes on how to run 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.
Timeline
- 18-24 months |
Select conference city and venue |
XXX |
Select dates. Important: Check they don't conflict with holidays. |
XXX |
Book venue |
XXX |
Finances: determine costs |
XXX |
Finances: contact potential sponsors |
XXX |
Finances: Set registration price |
XXX |
Set up registration process and open registration |
XXX |
Post call for volunteers |
XXX |
Decide upon keynote speaker(s) |
XXX |
Plan refreshments |
XXX |
Arrange for wireless networking |
Refereed papers
XXX |
Select program committee |
XXX |
Set up conference management software |
XXX |
Post call for papers |
XXX |
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 leaders |
BoFs
XXX |
Issue call for BoFs |
XXX |
Pick BoF topics |
Swag
XXX |
Invent an amusing T-shirt slogan or conference theme |
XXX |
Select a graphic designer |
XXX |
Determine giveaways (sponsors may help?) |
XXX |
Finalize design of T-shirts, tote bags, or other mementos |
XXX |
Arrange manufacturing of T-shirt |
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 "Chairpersons' Notes", distributing to session chairmen/women.
- Preparation and printing of "Speakers' Notes", distributing 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.
- Evaluate participant feedback and prepare report.
Related links
SF fandom
[http://caption.org/1998/prog-howto.html Running cons the CAPTION way]
[http://www.smof.com/conrunner/index2.htm Conrunner] -- a 1995/6 'zine
[http://www.smof.com/smofiles.htm Secret Masters of Fandom]