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Checklist

This is a place for the GNOME.Asia organizering team to write down our check-lists and make sure we are on schedule :-) Let's keep it up to date and feel free to add items as well.

Before the event

  1. Confirm venues - DONE (on 14 Jan) - action by Bharath / Lakhil

  2. Confirm dates - DONE (on 17 Jan) - action by Fred

  3. Location visit and check electricity / Internet network / Presentation / Exhibition area - DONE (on week of 10 Jan) - action by Bharath / Lakhil

  4. Call for paper - DONE (week of 10 Jan) - action by Lakhil

  5. Call for sponsors - DONE (21 Jan) - action by Fred

  6. Website launched - DONE (21 Jan) - action by Pockey

  7. Promote call for paper - DONE (until Feb 26) - action by Pockey / Bharath / Lakhil

  8. Promote Hackfest and get hackers - DONE - action by everybody

  9. Put hotel details for hackers' / speakers' booking - DONE (on Feb 25) - by Bharath

  10. Speakers and talks confirmed - by everybody

  11. Book venues - Done by Bharath

  12. Send emails to speakers to accept talks email draft - March 2 - Done by Pockey

  13. Finance logistic - bank account / cash flow - early Feb - action by Lakhil / Bharath

  14. Approach sponsors - 21 Jan to 10 Mar

    • * International companies - Fred

    • Local companies - Bharath

  15. Prepare a floor-plan for exhibition area - early Feb - action by Bharath

  16. Confirm registration system, the entrance fee page and start participants registration - March 1 - action by Pockey / Lakhil / Bharath / Fred

  17. Call for volunteers - Feb - action by Lakhil / Bharath

  18. Printed materials / merchandisers artwork development - finish by Feb 28 - action by Pockey

  19. Plan BOF

  20. Plan Student training

  21. Hotel rooms booked - by mid March - action by Lakhil / Bharath

  22. Registration student training open - finished by Lakhil / Pockey

  23. Plan Business session - finished by Fred

  24. Schedule confirmed and online - March 15 - action by Pockey

  25. Party / tour planning and confirm the number of persons joining - March 10 - action by Lakhil / Bharath

  26. Final budget estimation confirmed - early March - action by Lakhil / Bharath / Pockey

  27. Approach media partners - Bharath / Lakhil / Chandni

  28. Design certificates for student training / volunteers - action by Pockey

  29. Approach local press and advertise the event - on going - action by Lakhil / Bharath / Chandni
  30. Selection of MCs - Feb - action by Lakhil / Bharath

  31. Plan booths

  32. Finalize questionnaires to participants (can be a online survey - by Emily)

  33. Printing / production of printed materials / merchandisers - Mar 25 - action by Lakhil / Bharath

  34. Exhibition area / booth planning - need to send booths details to exhibitors in early March - action by Lakhil / Bharath / Fred

a week before the event

  1. Send email reminders to speakers / participants (with address in local languages and map) - bharath

  2. Borrow 1 x DV for Allan Caeg and Max Huang to bring 1 x DV

  3. All printed materials / merchandisers ready -- pockey

  4. All tables / desks / equipments for exhibitions / presentations ready - pockey / volunteers

  5. Location final visit and double check electricity / Internet network (setup) - pockey / bharath

  6. Lunch / dinner booked for both speakers / participants - bharath

  7. Volunteers meet up and briefing - pockey

  8. Invite local press (tv, web and print - ask them to join the event and then report it) - chandni / fred

  9. Arrange photographer and video shooting volunteers (and arrange DV and camera) - pockey/ but no video cameras available

  10. Borrow LCDs - for exhibition / demo of GNOME 3.0 purpose - pockey / bharath

  11. Borrow walkie talkies - for the conference day - emily

  12. Planning for registration / reception (by pockey - 20 March)

  13. Name tags for speakers to put on the conference room - missed but okay

  14. Prepare conference Badge / stickers to put name (by pockey and Bharath)

  15. Prepare two white boards - for brainstorming purpose (hackfest) (by Bharath and Akhil - 20 March) - missed

  16. Prepare a white board - for participants as love / hate board (conference) (by Bharath and Akhil - 20 March)

  17. Bus rental for sending speakers / VIPs to venues / party (by pockey and Bharath - 20 March)

  18. Book tour for the 1 day outing - missed
  19. Prepare live video streaming / testing - missed

D-day / the day before

  1. 4 BW Print out of final conference program (use normal printer to print the day before the event) - pockey / volunteers

  2. Set up venue / booths - pockey / volunteers

  3. Set up registration reception / brief volunteers of the procedure - pockey

  4. Set up computers (with at least GNOME and / or GNOME 3.0 running on them?) in each room - bharath / volunteers

  5. Photos / video taking - pockey / volunteers

  6. Place the white broad in the venue (love / hate broad) - bharath

  7. Place name tags in the conference room (to seat speakers / VIPs) - missed but okay
  8. Introduce MC to speakers (to get a bio for introduction) - missed but okay

  9. Arrange press to interview the GNOME guys - pockey

  10. Get mobile phone numbers for those who join the tour afte

  11. Max and Wers to make videos during the event asking them couple of questions and we'll use this for marketing later

Post event

  1. Prepare press release (English and Chinese) - Fred and Max
  2. Send press release to press (including our contacted press and other general press from GNOME) and follow up - Bharath / Fred / Pockey / Max
  3. Gather statistic from volunteers (participants contacts / total no. etc) - Bharath
  4. Prepare post event survey - Emily
  5. Send emails to sponsors to follow up - Fred
  6. Send emails to speakers to follow up (thank them, upload slides, ask them to blog, etc.) - Pockey
  7. Find a photo sharing platform - fred and everybody
  8. Volunteers upload pictures - Bharath
  9. Edit our marketing video - Max and Allan Caeg
  10. Follow up with the board if we received all the money from each sponsor (Fred / Emily)
  11. Update on the refund of paid participants (how much we refund in total) and donation fee (17500 rs?)
  12. Finalize expense report to send to the GNOME.Asia committee first and then send to the Foundation upon approval - Bharath
  13. Follow up with different communities to establish GUGs - Pockey / Emily

  14. Everybody to put comments on what we can improve / keep for next year(s) - everybody - http://live.gnome.org/GnomeAsia/2011Summit/LoveHate

2024-10-23 11:10