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

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.

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