GUADEC 2010 Planning
Status Key
Color |
Meaning |
Green |
on track |
Yellow |
there are questions or minor issues or uncertainties |
Red |
needs owner or there are major issues |
Open Tasks
Status |
Activity |
Individual |
Team |
Comments |
Due Date |
Press |
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International Press |
Joe 'Zonker' Brockmeier |
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Has responded recently. |
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Press volunteers |
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Organizational |
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Insurance |
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Need to pay. Koen will transfer the money. |
July 19th |
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Themed Days |
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Open Desktop Day |
Sanne te Meerman |
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GNOME Training |
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Attendees |
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Public Transportation |
Reinout van Schouwen |
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How many to order? Needs to be added to the registration web page, ask registered attendees for wishes |
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Ongoing |
Invite Letters (for Visa) |
Invites sent to requests with complete data |
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Venue |
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Create Scenario |
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not all data (volunteers...) available yet |
July 7th |
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accept offer |
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Offer accepted, catering needs to be adjusted |
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overview of volunteers, all room needs, |
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day by day, wish from HHS |
June 25th |
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Break Catering |
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Sponsored by MeeGo |
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A/V-recording |
Olav Vitters |
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Including working with Fluendo. Olav unreachable, Reinout waiting for hardware quote from venue, Koen going to arrange camera's and wires to hook up everything |
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Venue Coordination |
Maybe SanneSteemers |
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Wireless networking |
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Outside help has arrived, see: http://guadec.powercraft.nl/trac/guadec/ |
July 23rd |
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At Event |
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Registration Desk |
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Can QR codes be used to auto-print tickets? |
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Onsite volunteer coordination |
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Heralds are mostly sorted out, but I don't know of other requirements for volunteers. |
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Sponsors |
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Ongoing |
International Sponsors |
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All signed up. Coordinating details and payment. |
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National Sponsor |
Vincent van Adrighem |
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Collateral from international sponsors |
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Collateral from national sponsors |
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Speakers |
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Speaker and room coordination |
Christophe |
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Lightening talks |
Mario Gonzales |
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Missing one-handled, Fabrice Mous is new keynote |
Keynotes |
Paul Cooper(contct sanne) |
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Google SoC talks |
Ruben Vermeerch |
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Website work |
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Online registration process |
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Group registration process |
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Going just fine |
Website |
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Daily schedule updates during conference |
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Social Events |
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Social Events |
Jeroen van der Vegt |
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Collabora and Canonical are hosting parties. We need to send them venue, food and drink options with pictures. |
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Day trips |
Sanne Steemers |
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Website registration too? |
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Soccer game |
Jeroen van der Vegt |
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Not yet succeeded in finding suitable sports field |
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Merchandise |
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Merchandise |
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Poster |
Andreas Nillson |
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Banner |
Reinout |
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There's a large GNOME banner in Spain. Working with Evenementenbureau HHS to find out banner size. |
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Lanyards and badge holders |
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Tshirts |
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Swag |
Gaël Hernandez |
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USB drives |
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Data for USB keys has been sent. |
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Hotels and Meetings |
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Sponsored Travelers hotel |
German |
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Advisory Board Meeting |
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Reserved by Koen at a hotel on Tuesday |
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Board Meeting |
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At StayOkay on Sunday |
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Roles of GUADEC organisers
Role |
Name |
Responsibilities |
Co-ordination & Budget |
Vincent van Adrighem |
Co-ordinate everyone else & ensure the event doesn't lose money |
Sponsorship |
StormyPeters |
Elaborate sponsorship value proposition & raise revenue |
Registration |
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Co-ordinate registration pricing, infrastructure, packages |
Venue relations |
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Audio/Visual co-ordination |
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Work with venue to ensure a/v support for conferences (mics, projectors, etc), co-ordinate needs with program committee |
Networking |
Bruce van der Kooij |
Co-ordinate with networking provider & sysadmins to ensure quality of service for wired & wireless internet |
Accommodation |
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Ensure availability of a range of accommodation options & ensure they're well displayed on website |
Catering |
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In the case where we are providing lunches and coffee breaks, co-ordinate with suppliers |
Social Events |
Co-ordinate venues & sponsors for social events |
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Volunteer co-ordination |
vacancy |
Be aware of all available volunteers and teams which need volunteers, and connect volunteers to task leaders |
Content chairman |
Christophe Fergeau |
Staff content committee, co-ordinate paper selection, notify all submitters, co-ordinate schedule planning |
Keynotes co-ordinator |
Paul Cooper |
Choose & co-ordinate invitation of keynotes (both GNOME & famous international keynotes) |
Content committee |
Christophe Fregeau |
Choose papers from call for participation, design conference schedule |
Video recording |
Olav Vitters |
Co-ordinate recording team. Ensure that main conference tracks are recorded, edited and posted online after the conference |
Webmaster |
Maintain web infrastructure, installation of modules, anything requiring shell access to web server |
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Web designer |
Vinicius Depizzol |
Design the theme for the website |
Web content |
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Ensure timely publication of content from various teams. Co-ordinate editors & contributors to CMS. |
Event marketing |
William from Texas |
Writing press releases, articles, co-ordinating press relations & art team |
Artwork |
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Maintain conference visual identity - co-ordinate logo design, magazine ad design, posters & banner design |
International Press Relations |
Joe Brockmeier |
Contact and take care of international journalists attending the conference, and ensure that they are fed (press releases, interview timetable, press facilities, etc) |
Local press relations |
Sanne te Meerman |
Contact and take care of local journalists attending the conference, and ensure that they are fed (press releases, interview timetable, press facilities, etc) |
Printing & merchandising |
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Gather designs, deal with printer, ensure timely availability of printed material and merchandising for event |
GUADEC Training |
Dave Neary |
Ensure availability of facilities, catering, etc |
Warm-up co-ordination |
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Co-ordinate facilities & agenda for warm-up days |
Advisory board meeting |
Ensure availability of facilities, catering, etc |
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Board meeting |
Ensure availability of facilities, catering, etc |
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Helpdesk co-ordinator |
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Set-up of registration desk, merchandising sales (eventually), co-ordinate helpdesk volunteers schedule |
T-shirt ordering |
Make sure T-shirts with GUADEC 2010 design are ordered in time |
Completed Tasks
Status |
Activity |
Individual |
Team |
Comments |
Due Date |
Done |
Bank Account for the local foundation |
Vincent van Adrighem |
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