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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

Determine giveaways (sponsors may help?)

XXX

Finalize design of T-shirt or other momento

XXX

Arrange manufacturing of T-shirt

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

BoFs

XXX

Pick session leaders

XXX

Issue call for BoFs

XXX

Pick BoF topics

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

  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.
  1. 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

ConventionHowto (last edited 2009-05-18 20:53:49 by PaulBoddie)

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