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Program Checklists

Program Checklists

Keynote Selection

  • Ask the community for input PyCon example
  • Have a small group determine the keynotes
  • Reach out to the keynotes
  • Collect the keynote bios and headshots
  • Update the keynotes on the website schedule
  • Assign someone to be "responsible" for each keynote (keynote happiness)
  • Book the keynote hotel rooms
  • Reimburse keynotes for flights
  • Coordinate with the speaker giving opening remarks to make sure the introduction works
  • Thank the keynotes

Talks

  • Update the call for proposals pages on the website
  • Set up Pretalx page for this year
  • Recruit speaker mentors
  • Publicize the existence of speaker mentors
  • Publicize the CFP and deadlines
  • (what's left of) Twitter
  • Mastodon
  • Django Forum
  • Django Discord
  • PSF Community Mailing List
  • DSF Members Mailing List
  • Review proposals
  • Provide proposal feedback
  • Draft & send the accept/decline emails
  • In past years, we've used sendy to send the accept/decline/waitlist functions, but we can use pretalx to use the first two
  • Create form to collect speaker info (name, video preferences, pronouns, etc.)
  • Determine the talk schedule
  • Export schedule from pretalx
  • Publish the talk schedule
  • Draft "two months to go" email
  • Draft "one month to go" email
  • Send "two months to go" email
  • Send "one month to go" email
  • Email all speakers with A/V requirements, etc. before DjangoCon US

Tutorials

  • Work with DEFNA Board to determine tutorial payment amount (percentage of ticket sales)
  • Draft & send the accept/decline/waitlist emails
  • Create a form to collect instructor info (address, tax info, etc)
  • Schedule the tutorials
  • Publish the tutorial schedule on the site (without specific room numbers; use "Tutorial Room A" as an example placeholder)
  • Monitor attendance numbers, cap tutorials, etc.
  • Update the tutorial schedule on the site with room numbers
  • Email all instructors with A/V requirements, etc. before DjangoCon US
  • One month out: remind instructors to send installation instructions to attendees about a week in advance
  • Coordinate with ticket chair to make sure instructors have access to their attendee lists
  • Drop printed material (or an alternative) off in each room
  • Schedule the sponsor workshops on the site
  • Create registration for the sponsor workshops

Lightning Talks

  • Enable lightning talk signup at the conference
  • Communicate daily lightning talk signup and deadlines
  • Select lightning talks daily and communicate accept/decline
  • Emcee lightning talks and enforce 5-minute limit