DebConf16/Timeline
From Wiki
Template: Timeline.
[edit] Previous DebConf timelines for guidance
[edit] Broad outline of Tasks/Teams
- Content - send out speaker invites, confirm, schedule talks (separate team?), etc.
- Participant assistance/Registration - open, reconfirm, manage... attendance brochure
- Site IT infrastructure: Summit/wafer stuff
- Website
- Video
- Facilities:Venue
- Facilities: Accommodation venue.
- Room allocation
- Fundraising
- Attendee sponsorship
- Infrastructure
- Coordination
- Inventory tracking
- Volunteers - management, training, appreciation
- Debian Day
- Day trip
- Conference dinner
- Budget/Treasury
- Swag bag/items
- Press
- Final Report
- DebConf Admin
- List admin
[edit] February 2015 (-17 Months)
- [done] 13: Cape Town won the bid to host Debconf 2016
- [done] Create debconf16 mailing list
- [done] Encourage team members to get involved in Debconf 15
- [done] 16-18: Prepare a press release announcing the bid [Global Team, DC16 Team]
[edit] March 2015 (-16)
- [done] Prepare a draft timeline that we can start working from as our project plan (this page)
- [done] Populate TeamRoles page: LocalTeamRoles
- [done] Start work on the conference website. If any infrastructure changes are planned (e.g. new templating system or new scheduling/registration system), it's very important to start early. [Infra Team, DC16 Team]
- [done] Start work on the sponsor's brocure. [Sponsors Team, DC16 Team]
[edit] April 2015 (-15)
- [todo] Start work on the conference logo and artwork [DC16 Team]
- [todo] Start work on the venue contract [Facilities Team, DC16 Team]
- [todo] Meet with sponsors team to finalize sponsorship levels and perks. [Sponsors Team, DC16 Team]
- [inprogress] Continue work on the conference website. If any infrastructure changes are planned (e.g. new templating system or new scheduling/registration system), it's very important to start early. [Infra Team, DC16 Team]
- [inprogress] Continue work on the sponsor's brochure. [Sponsors Team, DC16 Team]
- [todo] Investigate local tax/legal requirements, whether a local organization will be needed
[edit] May 2015 (-14)
- [todo] 9: Present artwork concepts at braai
- [todo] prepare list of sponsors to approach, send them 'cover letter' email, with a follow up call.
[edit] June 2015 (-13)
11: [didnothappen] Debconf16 Talk at http://freebeer.linux.co.za/
[edit] July 2015 (-12)
- [todo] Finish planning for a session about DC16, what attendees can expect. [DC16 Team]
- [todo] Finalize sponsor's brochure [Sponsors Team, DC16 Team] - Debian Design mailing list can help?
- [todo] Finalize venue contract (if not already completed) [Facilities Team, DC16 Team]
- [todo] Get a rough budget together, and compare this to DC15 items
[edit] August 2015 (-11)
- [done] 15-22: Attend DC15, and volunteer on-site. [DC16 Team]
- [done] Finalise logo....
[edit] September 2015 (-10)
- [inprogress] Finalise sponsors brochure (layout, design)
- [inprogress] Website layout....
- [inprogress] Venue contract must be signed
- Be well known to sponsors by around October/November
- TOP PRIORITY: Find sponsor leads, focus on local
- Engage with sponsor leads
- Budgeting team needs preliminary worst case figures from each team: video [ ], infra [ ], organizing [ ]. I will be pinging each team and marking them off. Even if its estimates, it can be changed later, we need to know where we stand and what our targets are.
- Research family accommodation further
- Find out more about childcare options
[edit] October 2015 (-9)
- Mid October: Meeting with Kris Rose, find a timeline, strategy, checklists to do with the Show Me Box
- TOP PRIORITY: Find sponsor leads, focus on local
- Engage with sponsor leads
[edit] November 2015 (-8)
- TOP PRIORITY: Find sponsor leads, focus on local
- Engage with sponsor leads
- Commit sponsors.
- Form visa team and gather information about visa: both for attendees (requirements, paper requirements) and local orga (invitation letter requirements)
[edit] December 2015 (-7)
- Create a basic page of how to reach host city for people planning their trips [DC16 Team]
- Work on press strategy, including the 'Debian a Week' blogs.
[edit] January 2016 (-6)
- Call for papers + Opening of registration [Content Team, Infra Team]
- Get budget approved [Facilities Team, DC16 Team]
- Get money starting to roll in
- Get everything ready for the opening of registration:
- Get the conference system ready to register attendees and talks (infrastructure team)
- Decide what information we are going to ask from people (assistance team)
- Decide what information we are going to ask from talks (content team)
- Decide how much we are going to charge for the different fees and how that will work
- Create a page explaining the categories and what will be provided for each
- Create a basic page of how to reach Heidelberg for people planning their trips
- DESIGN: Final draft design for review in 15 January, with placeholders for sponsors.
- Decide on T-shirt design (colors, logo placement, etc) and preferred printer - mid January
- Decide on bag design (colors, logo placement, etc) and preferred printer - mid January
- EXTERNAL COMMUNICATION: Expression of intent opens 18 January 2016
- Fields filled in:
- I am interested in attending DebCamp16 (tick box/Yes or No twin tick box)
- I am interested in attending DebCamp16 (tick box/Yes or No twin tick box)
- I would possibly require sponsorship for food (tick box/Yes or No twin tick box)
- I would possibly require accommodation sponsorship (tick box/Yes or No twin tick box)
- I would possibly require travel sponsorship (tick box/Yes or No twin tick box)
- I am submitting a talk proposal (with an attachment field?) (tick box/Yes or No twin tick box)
- I am considering bringing a family/more than just myself attending (tick box/Yes or No twin tick box)
- Email required/have an (Alioth?) account: Join mailing list to get notified when registration opens. (Text field)
- Fields filled in:
- EXTERNAL COMMUNICATION: Send reminder on 29 January 2016: Sponsorship requests, Talk submissions close Monday 29 February 2016
[edit] February 2016 (-5)
- Reminder on the registration dates + initial announcement of some content
- Deadline for attendees to request sponsorship
- EXTERNAL COMMUNICATION: Send reminder on 17 February 2016: Sponsorship requests, Talk submissions close Monday 29 February 2016
- EXTERNAL COMMUNICATION: Sponsorship requests, Talk submissions close Monday 29 February 2016
[edit] March 2016 (-4)
- Bursaries responds to attendees that requested sponsoring saying yes or no
- Figure out childcare offers and coordinate with any parent attendees [Facilities Team]
- Registration officially open (or make earlier?)
[edit] April 2016 (-3)
- Start working on a "Welcome to DC16" email template with all the info in as few pages as possible (personalized to include personal info including dates, amount that needs to get paid, etc)
- EXTERNAL COMMUNICATION: Registration opens Saturday 2 April 2016 (page replaces expression of interest on website)
- Fields required:
- Dates of attendance (rather than a range, tick off every day from e.g. 28 June to 9 July?)
- Food required (sponsored or paid for)
- Accommodation required (Sponsored or paid for)
- T-shirt size
- etc
- Fields required:
- INTERNAL BIG DEADLINE: Bursaries, Content team make decisions by 17 April 2016 (May need date adjustment for easter...)
- EXTERNAL COMMUNICATION: Announce bursaries on Monday 24 April 2016,
- EXTERNAL COMMUNICATION: Announce bare-bones schedule on Monday 24 April 2016, - times of talks at least, perhaps some highlighted speakers if possible.
[edit] May 2016 (-2)
- EXTERNAL COMMUNICATION: Official registration closes 9 May 2016.
- After this date, there are no guaranteed swag bags, T-shirts or printed name badge. Attendees can no longer be sponsored, except in extreme cases. (Wording...)
- [todo] Find out: Last date to register for accommodation at the venue...
- Order T-shirts
- Order bags
- Order banners / signs / large format prints
- check that the key signing document is sent out
[edit] June 2016 (-1)
- Finalize numbers for lodging (Reconfirmations, but bear in mind registration BoF suggestions which may change this timeline)
- Complete the "getting to" page with pictures and step-by-step on how to reach the venue and lodging
- Send out the personalized "Welcome to DC16" file (attendee brochure)
- Print badges
[edit] July 2016 (+0)
- Make a "Welcome" post to the site on the first day.
- Debcamp
- Debian Open Weekend
- Debconf
- Day Trips
- Make a thanks and wrapup post to the site on the last day
- Teardown
[edit] August 2016 (+1)
- Closing accounting
- Thank you letters (fundraising)
- Final Report
- Handle lost & found
- Reimburse people that have not collected their sponsorship on-site (possibly via SPI)
[edit] September 2016 (+2)
- File final tax report (if a company has been created for DC16)