Task List

To do now

• Wednesday 26th:
• Thursday 27th:

  • AdBoard meeting @ MADLab

  • Collect T-shirts (Sam -- 10AM)
  • Move everything from Codethink office to room 2.04 at Brooks Building (Sam, Javier, others -- 10.30AM)
  • Collect badges and tokens from printers
  • Prepare for registration
    • Print names on badges -- Sam has list of names with cancellations removed
    • Prepare badges:
      • Insert breakfast token
      • Insert birthday party invite
      • Insert Wharf drinks token and MOSI drinks token
      • Fold badge into pouch

    • Set up iZettle for taking card payments (the device is coming with AdrienPlazas but we could make an account in advance)

    • Set up laptop with printer for checking registrations and printing badges
  • Kro Bar event
• Friday 28th:
  • Volunteer briefing (8.30), including IT briefing (8.45)
  • Info desk and registration setup
  • Video setup
  • Open registration

  • Opening talk

  • Newcomer lunch -- reserve a couple of canteen tables for newcomers (Nuritzi)
  • Open talks

  • Intern's lightning talks

• Saturday 29th:

  • AGM

  • Group photo
  • MOSI party
• Sunday 30th:
  • Open talks
  • Lightning talks
  • Load out (before 18:00 -- put stuff into loading bay with help of staff)
  • Closing talk

  • Decide on date for Peak District trip and announce (AllanDay)

• Monday 31st:

  • Set up Shed for BoFs

  • Pick up stuff from loading bay

After conference

• Produce final budget with invoices
• transfer leftover cash to GNOME Foundation
• Video editing and publishing

• Credits & post-mortem

Deposits to be returned

• Kro Bar - £300 (paid from Sam's personal bank account)
• The Wharf - £100
• City tours - £250 (paid??)

Completed tasks

• Research VAT exemption: Stephen Jones (Codethink) helped researched this and did not find any practical solution for us to claim back VAT on accommodation. Thankfully the venue booking costs are already VAT exempt. (done Nov 2016)

• Book venue: venue hire contract has been signed by Nuritzi & returned to Kate at MMU (done 1st Dec 2016)

• Book low-cost group accommodation: 40 rooms in MMU Townhouses are booked for travel committee, plus some more to sell with reigstration (done Dec 2016)

• Design conference logo - https://github.com/gnome-design-team/gnome-marketing/tree/master/events/guadec/2017

• Pay venue deposit: done (Dec 2016)

• Pay first accommodation deposit: done (Dec 2016)

• Collect stuff at FOSDEM: done (Feb 2017), Sam now has lots of EU 4-way adapters, old GUADEC t-shirts, a banner, and misc. other bits. The main event box is needed elsewhere for now.

• Set up GUADEC 2017 website: initial work done (Feb 2017): http://2017.guadec.org/

• Set up registration: done (Mar 2017): https://registration.guadec.org/

• Create sponsorship brochure (combined GUADEC + GNOME ASIA): done (Mar 2017): https://2017.guadec.org/wp-content/uploads/2017/03/conference-brochure-2017.pdf

• Open a UK bank account: done (Mar 2017)

• Announce registration and call for papers: done (Apr 2017)

• Invite letters: we now have a standard invite letter ready to send on request (Apr 2017)

• Pay 2nd accommodation deposit (Sam) -- our new contact just says that we need to pay the full balance by July 11th, so let's do that

• Sponsor announcements: Codethink

• Call for papers: done, with around 70 talk submissions (Apr 2017)

• Book MOSI for birthday event: done (Lene - Apr 2017)

• Invite previous contributors to 20th birthday party (May 2017)

• Research and document breakfast, lunch & dinner places near the venue: Violeta has done this at https://2017.guadec.org/location/ (May 2017)

• Come up with a list of possible keynote speakers: We are going with one keynote only (Jun 2017)

• Figure out Thursday night accommodation for sponsored attendee: Sam has reserved 20 rooms at the Premier Inn nearby. Deadline for deposit & final numbers is 29th Jun 2017

• Plan workshops during unconference days (Allan -- done June 2017)

• Organize GUADEC/GNOME beer -- supplier stopped speaking to us, probably too late now?

• Arrange a location for pre-GUADEC GNOME Foundation meetings (Sam - done June 2017)

• Public Liability insurance (Sam - done June 2017)

• Figure out schedule (Kat & Sam -- done July 2017)

• Promote registration and accommodation bookings during June (Sam)

• Chase up people who have booked rooms but not paid -- this seems to be due to PayPal failures in most cases. (Sam -- 2 cancellations in the end, plus 2 more subsequent cancellations)

• Gather info on dietary restrictions, for the MOSI buffet and the MMU canteen lunches -- send a mass email for this. (email sent to all registered folk July 2017, no replies yet about dietary requirements)

• Arrange visa invite letters as requested -- list (Sam has done these -- visa deadline now passed)

• Distribute posters (see ../Announce and ../Printing) (not complete but time better spent on other stuff -- we are already over capacity! -- July 2017)

• Pay for Premier Inn rooms and send list of names (Sam -- done 13th July)

• Design gifts, merchandise & decorations (Allan -- sent to printers 18th July)

• Design and print roller banners with all sponsor logos) -- (Allan -- sent to printers 18th July)

• Monday 24th:

  • --(Collect guitar amp (Sam)

  • Organize PAT testing (Sam)

  • Visit printers, pay & check ticket sizes (Sam)

  • Practice video recording and room streaming -- 13.00 (Sam + Gary)

  • Conference call 18:00

  • Confirm final table & flip chart numbers with venue

• Tuesday 25th:

  • Sync accommodation bookings

  • Shopping

  • Finish ../Printing (Allan, Sam)

• Wednesday 26th:

  • Finalize accommodation names

    • Send accommodation welcome pack to those who haven't been sent it already

    • Create list of people who need to pay at registration (2 people)

  • Final emails to volunteers people

  • Final emails to registered people

Deadlines

Visit Manchester's fixed hotel rates: Thursday 29th June 2017

Payments

• MOSI hire & catering balance -- est. £5511 -- by June 29th July 14th

• Brooks Building venue hire -- July 7th (invoice sent to Foundation)

• Accommodation -- £10730.88 -- by July 11th

• Premier Inn - £806 + £245 -- July 13th

From Mandy @ MMU:

• Update on guest numbers Monday 19 June 2017

• Venue Balance Payment due Friday 7 July 2017

• Accommodation Balance Payment due Tuesday 11 July 2017

• Final numbers, dietary requirements including full name and catering requirements and details of room set-ups due Friday 14 July 2017

• Final room names for accommodation: 9am on 26th July (anyone beyond T.J will be "Name TBC" on the form) (Sam).