These are tasks that need to get done, separated by category.

[edit] Global Coordination

Prodding of everyone in charge of something

[edit] Website

Gather as much info as possible on everything that might interest attendees
- Hotel list
- Bus share page
- Accessibility
- Import Regulations
- How to get to Extremadura
- Electricity sockets / voltage
Publicize the visa@ address
Publicize donating and paying your stay at DebConf

[edit] Budget

Find out how much the food is going to cost.
Find out prices for equipment that needs to be rented/bought, for the video team and the network team.
Monitor all traffic for updates to prices, seek out newer price estimates.
Tax statuses
Money transfer costs into/out of EU

[edit] Sponsorship

[edit] Finding Sponsors

Contact possible sponsors and arrange amount of money. Deadline to be in the T-shirt is June 15th.
Get money from sponsors by transferring it to FFIS.

[edit] Sponsoring People

Assemble the team. Should be done ASAP.
Vote on money giving issues. Should be done during May.
Send out messages regarding status. Should be done before reconfirmation ends.

[edit] Networking

[edit] ISP

Assemble the requirements for Telefónica regarding what they will be giving us.
Arrange for whatever link they are going to give us to get installed at least 2 weeks in advance, to iron out any issues that might arise.

[edit] Infrastructure

Find out how much equipment we can get from sponsors and how much we need to buy. Will TK be sponsoring with servers this year?
Network cabling
Network routers and equipment
Wireless setup
Hacklab wiring
Video team connections
Check if it's possible to borrow/buy walkies for orga-team communication.
Find out about insurance for this equipment.

[edit] Services

These are some of the services normally involved in DebConf. Networking team should decide if they want something else.

Pentabarf
Mirrors
Proxies
irc servers
build/upload hosts.

[edit] Attendees

Check that the data entered is sensible (no important fields missing).
Check that people attending DebCamp actually do have a plan.
Decide dates of starting/ending of reconfirmation period.
Send mail to everyone registered with their registration information, when the reconfirmation period starts.

[edit] Visas

Write visa letter and get it signed
Write generic invitation lettetr

[edit] Stuff to hand out to attendees

T-Shirt
Local touristic information
- Should contact local tourist info for maps, brochures, etc.
Nametag
Proceedings (if requested)
Bag to keep everything in

[edit] T-Shirts

Shirts will be printed in Mexico.
Find out the available colors. Remember that there are 4 categories (attendee, organizer, volunteer, video team) and there should be feminine T-shirts, and also XXL or XXXL if possible.
Design the T-Shirts (including sponsor logos). Should be done by June 1th.
Order the T-Shirts. Should be done by June 15th.
Ship the T-Shirts. Should be done by July 7th.

[edit] Bags

Check with sponsors to see if someone wants to sponsor the bags. Maybe a local sponsor could just give us bags they have.
Check prices for possible bags for attendees and coordinate with Budget team.
If it's not possible to buy bags, and no sponsor wants to give them away, find some solution for the giving away of stuff

[edit] Nametags

Borrow/Buy laminator. This should be done before July 15th.
Find out if Holger will buy the nametag pouches this year again. This should be done before July 15th.
Print the nametags and laminate them. This can be done during the first days of DebCamp.

[edit] Talks

[edit] Talk Selection

Assemble the team. Should be done ASAP.
Decide if there should/will be Keynotes this year.
Vote on talks. Should be done during May
Send out messages regarding status. Should be done before reconfirmation ends.

[edit] Scheduling

Once the talks are selected, the schedule needs to be assembled. This can be done using PentaBarf.
Separate "easier" talks for the DebConf Open Day, if possible.
Publish the schedule online, and a printable version.
If possible, include the printable version with the proceedings.

[edit] Proceedings

Once the talks are selected, ping everybody to request papers.
Assemble the papers, proofread them, finish up the document. Should be done by June 30th.
Send the document to print. Should be done by July 10th.
Retrieve the proceedings. Should be done by July 15th.

[edit] Conference Extras

[edit] DayTrip

Find out somewhere nice that can be used as a DayTrip
It should be accessible. The trip itself shouldn't be more than an hour, an hour and a half tops.
Get a good price for a group trip. If the trip is free for the attendees, expect about 80% of attendees to go. If it is paid, still likely that more than 60% will go.
Coordinate with budget people if the trip can be sponsored fully, partly or not at all.

[edit] Conference Dinner

There should be at least one special dinner.
Find out a place to have this dinner, and a "special event" if possible (like live local music, or the like)
Find out prices, coordinate with budget people.

[edit] Local Coordination

[edit] Venue

(Includes hacklabs, even if in a residence)

Make a list of technical requirements for Junta
Find out the amount of Talk / BOF rooms with their sizes.
Coordinate with the Video Team, how many rooms will be recorded/streamed.
Find out distances for wires / wireless
Find out maximum power consumption of power outlets.
Plan the wired infrastructure (where the switches will be, which switches to use, where to pass the cables)
Plan where the servers will be
Plan the wireless infrastructure
Talk rooms furnishings
Talk rooms equipment
Hacklab setup
Accessibility
MAP needed

[edit] Accommodation

Instructions for attendees (what to bring, what they have, etc)
List of other nearby recommended hotels (one cheap, one medium, one expensive)
Accessibility Information (Accessibility coordinator)
MAP needed
- widths of doors

[edit] Room allocation

Get all the info regarding sizes and amount of available rooms for each week.
After reconfirmation, get all the preferences set by people and arrange them in the rooms.
Arrange people in rooms.
Publish drafts, ask for comments, fix the drafts.
Once it's settled, inform whoever needs to be informed of who's staying where.

[edit] Food

Food costs
Food service locations and times
Vegetarian, vegan, and other requirements

[edit] Volunteers

There are a number of people from Spain that have offered to volunteer. Someone needs to coordinate them.
We've been promessed a group of people to work full time for DebConf during the 2 weeks, but someone needs to coordinate them.

[edit] Front desk

Find volunteers that will be at the front desk during the 2 weeks (first week there's not much work, second week there's a lot of work).
Work that will be done at Front Desk:
- Printing and laminating of nametags
- Printing attendance certificates
- Folding and storing of T-shirts
- Preparing and handling the bags
Work that might be done at Front Desk:
- Coordination for DayTrip / Dinner
- Local Touristic information
- Trouble solving

[edit] See also

DebConf9/ToDoOld

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