Sprint Planning Checklist

	A	B	C	D	E	F
1	Status	Item			Notes

2	-	12 Weeks Before				STATUS
3
4			Define event goals			DONE
5			Define target audience			WORK IN PROGRESS
6			Define sprint format and length			NEED HELP
7			Finalize dates		based on sprint format, length and additional considerations (can be narrowed down later)
8			Funding		outline any funding requirements / constraints / sources
9			Set budget
10			[Global] Discuss swag opportunities		if swag needs to be sent to countries that require a 6-8 week delivery timeframe.
11			Consider food options
12			Consider how many people will attend
13			Consider possible venues / site locations		Look at capacity, location, close to public transport, parking in the area,
14			Generate a list of potential sponsors		with contact information
15	-
16	-	8 Weeks Before
17			Finalize venue
18			[Global] Finalize swag packages for sites in Asia / Australia
19			[Global] Put out a call for Site Hosts
20			Project submissions form opens		open call for project submissions
21			Tweet the event
22			Blog the event		https://www.mozillascience.org/registration-open-for-mozsprint-2015
23			Begin discussions with caterers if needed		get menus, prices, lead-time requirements, food restriction options
24	-
25	-	4 Weeks Before
26			Final call for projects
27			[Global] Final call for site hosts
28			Connect with IT Support to discuss A/V requirements
29			Start to promote the event		Email blasts, Twitter, departmental/institutional mailing lists, local meetup groups (use their community lists)
30			Finalize any venue requirements
31			Finalize any catering requirements
32	-
33	-	2 Weeks Before
34			Plan out the format / schedule of your event – how will the sprint run (introductions, time to mingle and locate a project to work on, breaks / meals, speakers, demos, sponsor face-to-face time)
35			Confirm with caterers		When will the food be available, number of participants, dietary restrictions accommodated for,
36			Setup Vidyo conferencing requirements with IT
37			[Global] Plan A/V testing schedule
38			[Global] Generate a FAQ about the event for site hosts, project leads and participants
39			[Global] Email site hosts with Vidyo conferencing setup requirements and testing schedule
40	-
41	-	1 Weeks Before
42			Email Participants with directions to the location and any additional logistics requirements
43			Finalize all project access requirements with Project Leads
44			[Global] Run through Vidyo Conferencing testing schedule with Site Hosts
45			Generate signs		to guide participants to the sprint location
46			[Global] Blog FAQ about the event
47	-
48	-	The Day Before
49			Print off check-in sheets
50			Print signage
51			Test network access		Check that the network is working and that any required guest accounts have been set up.
52			Check with catering		Finalize any food plans with caterers
53	-
54	-	The Morning of the Sprint
55			Set up signage		Put up signs directing participants to the room.
56			Post network information		Post network connection instructions and the Twitter hashtag you're using for the sprint.
57			Greet and debrief helpers:		Remind helpers to mingle and encourage conversation as well as answer questions and debug setup problems.
58				bathroom locations
59				coffee locations
60			Greet Participants
61				Sign In	Add their name to the Participant list
62				SWAG	Direct them to any swag that is available
63				Network connection	Ask them to connect to the network, IRC etc.
64	-
65	-	First-day Welcome
66			Make introductions		Introduce yourself / co-host by name and explain their roles.
67			Mention the Photo Release form		Pass around copies of the Photo Release form
68			Mention the code of conduct		Remind everyone of the code of conduct.
69	-
70	-	During the Sprint
71			Monitor refreshments		Stay on top of the catering: replenish snacks, call for more coffee, etc.
72	-
73	-	At the End of the Sprint
74			Collect forms		Collect the attendance sheet and photo release forms.
75			Mention follow-up sessions		Remind attendees of any follow-up sessions you have planned.
76			Mention MSL opportunities		Tell Participants about Study Groups, online resources, Community Calls, other ways they can get involved
77	-
78	-	Follow Up
79			Thank You		Project leads, sponsors, helpers, speakers, IT support, caterers
80			Final email to attendees		Send one last email to Participants to remind them of any follow-up you have planned, direct them to other places they can find help, and remind them to contact us if they are interested in more informaiton about MSL.
81			Review post-sprint feedback
82			Debrief		Debrief with the planning team - what worked, what did not work
83			Blog Post		Write up a blog post about the event
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