Collects requirements for the conference software.

Features

• Registration for the conference
• Scheduling
• Mapping of attendee locations
• Paper submissions
• Conference feedback

Users

• At a minimum, we must have a user's e-mail address so that we can contact them.
• Users can have multiple flags set: speaker, volunteer, session chair. (More such flags may be added.)
• Users can optionally supply their geographic location for mapping, paper mailings, and for inclusion on the badges.
• Attendee e-mail addresses can be exported in order to add them to a conference mailing list.

Paper submission

• Users can submit proposals.
• Some users have 'reviewer' status and can look at other people's proposals.
• Some users have 'organizer' status and can mark proposals as 'accepted' or 'declined', and can set a scheduled time/location.
• Proposals have: title, summary/abstract, description, category, length (30/45 min), difficulty level (beginner/intermediate/advanced), a list of 3 assigned reviewers, an accepted boolean, a list of reviewer comments, and a list of uploaded documents.
• On being submitted, proposals are assigned 3 reviewers at random. If the author has reviewer status, the author must not be one of the assigned reviewers.
• Reviewers can vote +1, -1, +0, -0, or 'no vote' on proposals, with a mandatory comment. These comments are not shown to authors until after the selection process is complete.
• Reports: all proposals, all proposals with fewer than 3 votes, all proposals with 3 or more votes grouped by their votes (all positive, all negative, a mixture).
• Reviewers can enter comments that will be e-mailed to the author. Authors can add replies to these comments.
• One-time operation: Authors can be e-mailed the review comments written about their reports.
• One-time operation: Authors are e-mailed the accept/decline decision about their proposal.

Registration

• Must able to produce a list of attendees, showing attendee name, T-shirt size, food preferences if any, include in delegate listing Y/N, permission to e-mail about PyCon Y/N, paid/unpaid Y/N, certain special flags (e.g. speaker/session/chair) so we can hand them the right swag bag and info.

• Can charge the user's credit card for the appropriate amount. Or attendees can be marked as 'unpaid', and they must then mail a cheque to the PSF.
• Must support different prices for students and non-students.
• Keeps or can generate the total revenue for the conference.
• Badge information must be exportable (or maybe we can produce PDF for printing).
• Badges must show: user's name, certain flags (speaker, session chair, volunteer).
• Badges can optionally show the attendee's organization and home location, at the attendee's choice.
• Attendees can register for the conference and optionally for tutorials.
• The software should track the number of attendees for each tutorial, closing registration once the tutorial has filled up.
  • Tutorial money may need to be refunded if a tutorial is cancelled.
  • Tutorial may need to be switched to another if cancelled?
  • Maybe they specify 1, 2, ... preference for am and pm, and we refund only when no preferred tutorial is available? * Multiple attendees can be registered in one operation and charged to the same credit card. A maximum of 3 attendees is sufficient.
• Registrants can optionally donate an amount to the PSF.
• Admin: add a registrant without charging a credit card. (We still need to count free attendees for T-shirt counts, hotel bookings, etc.)
• Reports: list of all publicly visible registrants, list of all registrants (admin only), list of unregistered speakers.
• Export presentation materials into a directory tree that can be turned into the conference proceedings.

Mapping

• Use frapper?: http://www.frappr.com/django/

• google maps integrated
• supports foreign countries
• comment and interest tags per entry
• map 'pin' locations sent via compliant XML (to work with other google stuff)
• multiple types of 'pins' (different colors, shapes):
  • Person

  • Sponsor of PyCon

  • Corporation (employer of engineers with python experience)
  • Python Users Group
  • Zoom Group (see next bullet)
• When zoomed out merge multiple overlapping pins into one Zoom Group 'pin'
• support search and filter of pins by interest tag and pin type

Scheduling

• Produce printable schedules for the entire conference, and for individual rooms for a given day.
• Track session chairs for each session.

Sponsors

• Sponsors can fill in a form with contact information that gets stored in a list and also e-mailed to the sponsorship coordinator.
• (Admin) The coordinator can enter sponsors who've committed: contact info, sponsorship level (platinum/gold/silver), invoice number, paid Y/N, web graphic, banner provided Y/N, banner received Y/N, comments on where the banner should be displayed.

Feedback

• Forms for the entire conference, and for specific talks and tutorials. (Sprints aren't of interest.)
• Report: feedback summary for the conference, summaries for individual talks.
• E-mail authors with the results from their talk's feedback.

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CategoryPyConPlanning