Time |
Local team (Chris Tyler) |
Planning team (Paul Frields) |
External resources (Mel Chua)
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Bid process end 12 mo
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- Done with bid process.
- Execute on FUDPUb, hotel, location paperwork and sign those deals.
- Reserve specific space (rooms, etc.) at the location.
- Investigate possibility of group airline discount.
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- Set up web presence (wiki) for event.
- Schedule regular meetings.
- Get all planners on fudcon-planning and start using that list.
- Announce location to Fedora channels.
- Ensure roles and responsibilities are clearly assigned for planning team.
- Get Marketing started on the event.
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- Have a rough budget ("CommArch sets aside $X for this FUDCon") and a contact for that budget (Max).
- Marketing team begins event marketing, very lightweight.
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5 mo
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- Find lunch caterer.
- Arrange transit-in-city if applicable (if special "conference train passes" are offered, etc.)
- Place food orders for lunch at FUDCon and for FUDPub.
- Post local advertising, do local word of mouth.
- Make list of local attractions and food for hotel handout later on.
- Arrange for housing and feed of ponies.
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- Open registration.
- Begin sponsorship process; set cutoff date for sponsorship that is more than 1 month in advance of the event.
- Check in with Marketing about event marketing plan.
- Place requests with Design team for shirt, sign, and badge designs.
- Open hotel pairing signup (on the wiki).
- Open hackfests, usertrack, and sessions "CFP" discussion. Begin user track planning.
- Find reliable pony breeder, select pony.
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- Pay sponsorships as they come up.
- Pay FUDPub deposit, and other deposits as needed.
- Design team makes shirt, sign, and badge designs.
- Marketing does a push to local people/events.
- Ensure budget for pony is sufficient to sustain pony for next fiscal year.
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1 mo
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- Order shirts and swag after the people-who-get-swag cutoff number is reached (so you know sizes).
- Contact Design team to turn map and list of restaurants and local attractions and event details into a nicely laid-out hotel handout.
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- First major review of registration list (the swag-limit should have been hit by this point). * Look at the balance of attendees and make sure there aren't any gaping holes in terms of the types of people we want to attend.
- Sponsorship should have been closed at least a week or two prior to the one-month mark.
- Get all attendees on a fudcon-attendees mailing list and welcome them there.
- Kickoff FUDCon live planning (separate team).
- Revise docs so that walk-in registration is now marked as a clearer option and it's obvious that the swag cutoff has been reached.
- Close user track planning (even if it's Barcamp-style, have slot times and enough detail to start advertising the user track to users).
- Locally publicize the user track; contact Marketing team for help.
- Confirm hotel pairings are worked-out for sponsored attendees, and reminderping non-sponsored hotel attendees to check their own.
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- First detailed budget summary due to the planning mailing list at this point (ideally they will have started earlier, on a weekly basis).
- Pay for food (lunch).
- Design team generates nametag pdfs for registrants so far.
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2 wk
|
- Confirm transit-within-city availability and any special arrangements necessary.
- Confirm food for FUDpub and FUDCon lunch, particularly that vegetarian/vegan options are sufficient.
|
- Confirm hackfest sessions that are set so far.
- Confirm transit-to-FUDCon is set for all sponsored attendees.
- Get a barcamp leader (the person who stands up and explains Barcamp, drives the schedule creation on-site, etc.)
- Get people to start discussion and refinement on sessions proposed to date.
- Make materials and handouts needed for the user track.
- Handle last minute hotel arrangements as needed.
- Begin sending regular event updates to the attendees list if you haven't already. Ping sponsors and pre-emptively thank them.
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- Continue budget summaries.
- Confirm the arrival of food, swag, location, etc.
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1 wk
|
- Answer questions about location on attendees list as needed.
- Buffer sleep.
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- Last minute hotel arrangements continued.
- Updates to attendees mailing list continued.
- Buffer any last-minute conversation on the attendees list as needed.
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- Make sure we have swag and badge holders arriving at the event.
- Design generates remaining nametags so far so we have files to print for nametags for all attendees registered at this point; they should also have the hotel handout done by this point.
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2 days
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- Print nametags, signs, and the hotel handout.
- Give hotel handout to hotel.
- Sleep a lot, and be contactable only by the (remote) remainder of the event team whenever possible to avoid becoming overwhelmed.
|
- Continue to buffer last-minute requests on the attendees list and try to make sure local planners don't get overloaded.
- Start being (literally) on-call - begin to have someone contactable by phone and someone contactable by IRC at all times, in shifts.
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- Make sure stuff is delivered and paid-for.
|
1 day
|
- Post signs, setup wifi and power.
- Sleep.
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- Arrive at the location city (if remote).
- Start FUDCon live; migrate on-callness to FUDCon live.
- Test hotel handout (if coming from out of town).
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- Make sure stuff is delivered and paid-for.
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Morning-of
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- Show non-local planners to location early.
- Try to rest.
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- Make barcamp grid.
- Ensure FUDCon live is still up and running and ready for the load.
- Be on-call for the day.
- Open feedback surveys as needed.
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- Make sure stuff is delivered and paid for.
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Right afterwards
|
- Local thank-yous.
- Make sure location is cleaned up.
- Post-mortem meeting.
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- Wrap-up documentation (FUDCon Live).
- Publicize FUDCon live doc results.
- Thank everyone.
- Open/publicize feedback surveys as needed.
- Revise planning docs for the next round.
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- File receipts and close the books.
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