DebConf18/Timeline

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Contents

Previous DebConf timelines for guidance

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.

March 2017 (-16)

April 2017 (-15)

May 2017 (-14)

June 2017 (-13)

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

July 2017 (-12)

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

Future plan

October 2017 (-9)

  • Choose catering company
  • Make a video of NCTU
  • Start the work on wafer
  • Get a preliminary budget approved
  • Start investigating concrete childcare options
  • Collect concrete catering offers
  • Investigate suppliers for t-shirts, lanyards, bags, other swag
  • Send reminder for DCX+1 bids

November 2017 (-8)

  • Commit sponsors
  • Form visa team and gather information about visa: both for attendees (requirements, paper requirements) and local orga (invitation letter requirements)

December 2017 (-7)

  • Create a basic page of how to reach host city for people planning their trips
  • Work on press strategy
  • Decide what DebConf swag we want (T-shirt + ???)
  • Have a working wafer registration-wise

January 2018 (-6)

  • Call for bursaries team
  • Get budget approved
  • Get money starting to roll in
  • Decide how much we are going to charge for the different fees and how that will work
  • Decide swag design and preferred manufacturer(s)
  • Send reminder on 29 January 2016: Sponsorship requests, Talk submissions close 2017-02-28
  • DCX+1 decision

February 2018 (-5)

  • 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

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
  • 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

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
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