10000 :newspaper: Add initial timeline · djangocon/djangocon-us-docs@1b44e99 · GitHub
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📰 Add initial timeline
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‎docs/logistics/timeline.md

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---
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layout: page
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title: Planning Timeline
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parent: Logistics
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nav_order: 1
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---
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## 9-10 Months Out
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- **Organizers**
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- Select conference chair(s)
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- **Venue**
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- Finalize site selection
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- Finalize hotel room rate and obtain hotel booking link
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- **A/V**
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- Gather quotes for A/V. Include cost of projectors, microphones, and recording for 2 rooms across 3 days.
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- Gather quotes for live captioning
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- **Budget**
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- Start thinking about budget, especially budget for new activities
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- **Website and Graphics**
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- Gather quotes for new website design and implementation
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## 7-8 Months Out
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- **Organizers**
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- Former chairs help onboard new chairs
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- Recruit team members, especially leads for Program, Opportunity Grants, Sponsors, Communucation
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- Schedule initial meetings with team leads and former chairs
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- **Logistics**
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- Start thinking about overall deadlines for call for proposals, opportunity grants, etc.
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- **Budget**
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- Finalize budget
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- Finalize ticket prices
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- **Tickets**
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- Create conference tickets in Ti.to or other ticketing software
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- Set questions for name, company, dietary restrictions, t-shirt sizes, etc.
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- Create "invisible" ticket types for organizers, speakers, opportunity grant receipients, sponsors
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- Create "visible" ticket types for:
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- Patron
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- Corporate
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- Corporate Early Bird
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- Individual
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- Individual Early Bird
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- Discounted (limit one per purchase)
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- Morning tutorial
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- Afternoon tutorial
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- Sprint Day 1
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- Sprint Day 2
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- Donation
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- Create ticket refund policy and ensure it's posted prominently
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- **Sponsors**
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- Put together sponsorship prospectus. If possible, use new logos
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- **A/V**
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- Finalize selection of A/V vendor
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- DEFNA finalizes contracts with A/V vendor
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- Budget permitting, finalize selection of live captioning vendor
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- **Website and Graphics**
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- Finalize vendor selection
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- Start working with vendor to develop:
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- Logo
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- Website design
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- Sticker design
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- Patch design
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- Bag design
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- T-shirt design
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- Other swag ideas (speaker gifts, for example)
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- Work on website copy
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## 6 Months Out
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- **Organizers**
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- Hold initial organizer meetings
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- Communicate deadlines, overall conference plan
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- Onboard new organizers and make sure they have proper access to Trello, Slack, etc.
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- **Program**
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- Finalize Call for Proposals copy in Papercall or other CFP software
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- Finalize deadlines:
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- Call for Proposals open
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- Call for Proposals close
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- Reviewing papers begins
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- Reviewing papers ends
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- Final talk selection
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- Initial acceptances
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- How long do speakers have to accept their slot?
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- Second wave of acceptances
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- Final notices (including rejections)
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- Open Call for Proposals
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- **Opportunity Grants**
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- Finalize form for applying for opportunity grants
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- Finalize deadlines:
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- Grant application opens
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- Grant application closes
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- Reviewing begins
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- Reviewing ends
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- Allocation for speakers
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- Allocation for non-speakers
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- Final notifications
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- **Tickets**
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- Make sure opportunity grant and speaker tickets have been created, and give those teams the ticket codes
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- **Sponsors**
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- Continue to recruit sponsors
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- **Website and Graphics**
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- Finalize website copy
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- **Communication**
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- Start regularly scheduling tweets and Facebook posts to promote things like ticket sales, hotel bookings, sponsorship opportunities, the Call for Proposals being open, the Opportunity Grant application being open
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- **Inclusion and Accessibility**
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- Make sure venue accessibility information is on the website
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- Make sure Alcoholics Anonymous meetings are on the website
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- Make sure Code of Conduct is on the website and is up to date
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- Start researching emergency information that is local to the host city
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- Nearest hospital
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- Local police
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- Rape crisis center
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## 5 Months Out
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- **Organizers**
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- Continue to hold regular organizer meetings
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- Make sure to work with each other across teams to communicate needs, ask for help, etc.
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- **Program**
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- Start recruiting reviewers
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- Recruit diverse applicants
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- Contact community groups and other conferences to encourage their members to submit
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- Recruit speakers on desired topics
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- Prepare list of topics you'd like to make sure the conference covers
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- Get a head start on reviewing talks
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- **Opportunity Grants**
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- Recruit diverse applicants
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- Promote application to community groups and other conferences
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- Get a head start on reviewing applications
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- **Tickets**
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- Monitor ticket sales.
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- As we run out of early-bird tickets, update website.
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- **Sponsors**
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- Continue to recruit sponsors
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- Work with communication team for sponsor blog posts and social media posts
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- **Communication**
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- Plan blog posts for this months. Possible topics include:
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- Call for Proposals
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- Opportunity Grant application
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- Call for reviewers
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- Call for sponsors
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- **Inclusion and Accessibility**
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- Research international travel requirements
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- Work with communication team to communicate travel requirements
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- Prepare child care application
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- Communicate child care application on website, on social media
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## 4 Months Out
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- **Program**
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- Review talks and tutorials
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- "Kittendome" to select final talks and tutorials. Set aside some talks for waitlist.
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- Run list of speakers by the DSF Code of Conduct Committee
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- Get speaker ticket code
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- Send out initial round of acceptance letters
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- Communicate accepted speakers to Opportunity Grants team to coordinate grant
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- Send out second wave of acceptance letters, based on initial results
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- Send out final notifications
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- Prepare final schedule
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- **Opportunity Grants**
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- Review applicants
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- Get list of accepted speakers
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- Allocate for accepted speakers first. Coordinate with program team to send out opportunity grant information with speaker acceptance.
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- Once speakers are finalized, allocate non-speaker funds
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- Get opportunity grant ticket code
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- Send out acceptance emails
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- Send out final notifications, including rejections
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- **Tickets**
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- Monitor ticket sales.
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- We are likely to start running out of early-bird tickets, so monitor that
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- **Sponsors**
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- Continue to recruit sponsors
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- Work with communication team for sponsor blog posts and social media posts
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- **Communication**
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- Plan blog posts for this months. Possible topics include:
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- Early bird tickets running low
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- Push to book hotel
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- Accepted speaker list
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- Child care available
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- Work with Program and Opportunity Grants on their acceptance/rejection letters
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- **Inclusion and Accessibility**
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- Research international travel requirements
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- Work with communication team to communicate travel requirements
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- Prepare child care application
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- Communicate child care application on website, on social media
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## 3 Months Out
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## 2 Months Out
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## 1 Month Out
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## 2 Weeks Out
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## 1 Week Out
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## Week Of

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