DebConf18/Timeline

Current status

February 2017 (-17)

• Getting involved with teams for DC17.
• Prepare venue contract with NCTU.
• Call for conference logo.
• Prepare conference website.
• Work on the sponsors' brochure.

June 2017 (-13)

• Finalize the logo
• Print the stickers and distribute them in conferences in Taiwan

August 2017 (-11)

• Attend DebConf17 and volunteer on-site. [Local Team]
• Present a session about DebConf18 and what attendees can expect. [Local Team]
• Set up a booth for DC18 stickers and buttons. [Local Team]

September 2017 (-10)

• Deadline for Brochure & Flyer is 2017-09-28.
• Contact potential sponsors.
• Ask teams what are their needs to get a better budget
• Put a static site online in place of Wafer

October 2017 (-9)

• Send reminder for DCX+1 bids

November 2017 (-8)

• Commit sponsors

December 2017 (-7)

• Start the work on wafer
• Work on press strategy

January 2018 (-6)

• Call for bursaries team
• Get budget approved
• DCX+1 decision
• Form visa team and gather information about visa: both for attendees (requirements, paper requirements) and local orga (invitation letter requirements)
• Investigate suppliers for t-shirts, lanyards, bags, other swag
• Collect concrete catering offers
• Have a working wafer registration-wise
• Formalize fundraising SOP

Future plan

February 2018 (-5)

• Get money starting to roll in
• Call for talk proposals (CFP)
• Reminder on the registration dates + initial announcement of some content
• Deadline for attendees to request sponsorship (send a reminder a week before)
• Start to talk with hotel
• Create a basic page of how to reach host city for people planning their trips
• Decide swag design and preferred manufacturer(s)
• Choose catering company
• Start investigating concrete childcare options

March 2018 (-4)

• Opening registration
• Bursaries responds to attendees that requested sponsoring saying yes or no
• Get a deal with hotel
• Figure out childcare offers and coordinate with any parent attendees
  • Children under 7 cannot attend TSMCMoI part of DebConf18/DayTrip#Industry Tour A
• Registration officially opens

April 2018 (-3)

• Announce bare-bones schedule: times of talks at least, perhaps some highlighted speakers if possible.
• Follow-up with catering
• Publish a preliminary conference schedule
• Follow-up with Croix-Rouge for camp beds
• Finalize banners / signs / large format prints

May 2018 (-2)

• Start working on a "Welcome to DC18" 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)
• Official registration closes
• Follow-up with hotel
• Start working on visas
• Order DebConf swag
• ../DayTrip/A registration closes 5/31.

June 2018 (-1)

• Finalize numbers for lodging, in Hotel + at dorm
• Complete the "getting to" page with pictures and step-by-step on how to reach the venue and lodging
• Order banners / signs / large format prints
• Check that the key signing document is sent out

July 2018 (+0)

• Get the beds delivered
• Send out the personalized "Welcome to DC18" file (attendee brochure)
• Print badges
• DCX+2 bid information sent to allow people to prepare
• Make a "Welcome" post to the site on the first day.
• Debcamp
• Debian Open Weekend
• Debconf

August 2018 (+1)

• Debconf
• Day Trips
• Make a thanks and wrapup post to the site on the last day
• Teardown
• Closing accounting
• Thank you letters (fundraising)
• Handle lost & found
• Reimburse people that have not collected their sponsorship on-site (possibly via SPI)

September 2018 (+2)

• Final Report