DebConf16/Timeline

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Template: [[Timeline]].
 
Template: [[Timeline]].
   
=== Previous DebConfs timelines for guidance:===
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=== Previous DebConf timelines for guidance ===
* [[DebConf15/TODOs|DC15 ToDo list]].
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* [[Timeline#Examples|Example timelines]].
   
 
== Broad outline of Tasks/Teams ==
 
== Broad outline of Tasks/Teams ==

Latest revision as of 04:52, 5 February 2017

Template: Timeline.

Contents

[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)
  • 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
  • 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)
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