ConventionHowto

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This page was migrated from the old MoinMoin-based wiki. Information may be outdated or no longer applicable. For current documentation, see python.org.

Rough checklist for running PyCon-style conventions.

This table intends to list every single step required to plan and carry out a conference. Do not remove items from this list, because this isn’t the to-do list for any particular year; the list of remaining tasks for a specific conference such as PyCon 2006 would be on other pages. Do feel free to add any tasks that you think of.

The dates are given in terms of time before the conference. Larger conferences need lots of preparation time, and a smaller event can probably compress the timeline significantly.

1. Timeline

1.0.1. Refereed papers

1.0.2. BoFs

1.0.3. Swag

1.0.4. Demos

1.1. PSF Meeting

1.2. Next year’s con

1.3. Days before conference

  1. Formatting finalized program.

  2. Contracting for printing of individual programs for the delegates’ totes, and the presentation boards to go outside each of the session rooms.

  3. Purchasing and printing delegates’ name labels.

  4. Preparation and printing of “Session Chair Notes”, for distribution to session chairs.

  5. Preparation and printing of “Speakers’ Notes”, for distribution to speakers.

  6. Delivery of tote bag inserts and stuffing of inserts into totes (normally handled by on-site volunteers).

  7. Organization of registration process and briefing of day one volunteers.

  8. Supervision of everything to make sure there won’t be any unforeseen glitches. [This doesn’t eliminate unforeseen glitches, it just minimizes them].

  9. [added after IRC communications]: encourage sprint leaders to prepare feedback and prepare to present it at the feedback session.

  10. Preparation and printing of public notices (e.g. signage for registration desk, sponsors’ logo sheet).

1.4. During the conference

  • Supervise sprints.

  • Run the registration desk.

1.5. After the conference

  • Prepare web-based proceedings.

  • Prepare recorded audio.

  • Evaluate participant feedback and prepare report.

  • Determine profit/loss.