FOSS4G Planning Schedule
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WeekTask/MilestoneFOSS4G 2013 DateRelevancePress ReleaseSee Also
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-83Call for FOSS4G Host City Letter of Intent to bid2012-02-20City selection - stage 1
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-77Host City Letter of Intent to bid due2012-03-31City selection - stage 1*
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-77Call for questions from conference committee2012-04-01City selection - stage 1
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-76Question period finishes / Call for conference committee votes2012-04-08City selection - stage 1
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-68Full city hosting proposal due, call for questions from conference committee2012-05-31City selection - stage 2
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-68* Proposal to include: Draft budget2012-05-31City selection - stage 2
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-68* Proposal to include: Draft schedule2012-05-31City selection - stage 2
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-68* Proposal to include: Draft program2012-05-31City selection - stage 2
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-67Host city bid due2012-06-08City selection - stage 2
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-66Announce selected host city2012-06-18City selection - stage 2*
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-66Set up email list for organising committee2012-06-18Coordination
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-65Start coordination wiki page, including writing Lessons Learned wiki as you go.2012-06-25Coordination
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-64Reserve rooms for conference venue2012-07-02Venue
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-64Reserve rooms at recommended accomodation location(s)2012-07-02Venue
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-64Select website lead2012-07-02Website
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-62Setup a public email address2012-07-10Website
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-62Establish Marketing pipeline - email addresses of past attendees, email lists, blogs, social media2012-07-10Marketing
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-61Basic website in place, including date and location2012-07-17Website
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-55Select Academic track lead2012-09-03Academic
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-55Select program lead2012-09-03Presentations
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-53Announce call for Academic papers2012-09-17Academic*
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-52Announce at prior FOSS4G event2012-09-24Marketing
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-52Introduce yourself to all exhibitors at prior FOSS4G event2012-09-24Marketing
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-52Set policy for grant/discount/free tickets2012-09-24Registration
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-51Sign contract with OSGeo2012-10-01Contract
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-51Sign contract with Professional Conference Organisor2012-10-01Contract
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-50Budget finalised2012-10-03Budget
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-50Sign contract with Venue2012-10-08Contract
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-50Choose/implement Call For Presentation/Workshop system, including
* theme, abstract guidelines, license requirements (require Creative Commons for material?)
2012-10-08Program
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-50Set guidelines for preferred presentations, abstract guidelines, (require Creative Commons for material?), ...2012-10-08Program
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-51Start developing social program2012-10-01Program
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-51Sponsor booth Map done, confirm plan with venue2012-10-01Venue
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-49Call for academic papers2012-10-15Academic*
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-48Select Website lead2012-10-22Website
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-48Publish sponsorship/exhibition packages2012-10-22Website*
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-47Confirm sponsorship packages2012-10-24Budget
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-47Develop Conference Logo2012-10-24Website
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-47Approach likely sponsors/exhibitors2012-10-29Marketing
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-46Call for workshops2012-11-05Workshops
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-45Website live with venue, hotels, prospectus, sponsor logos, social program2012-11-12Website*
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-45Notify OSGeo-Live community about how you will make use of OSGeo-Live.2012-11-12OSGeo-Livehttp://wiki.osgeo.org/wiki/Live_GIS_Disc#Including_OSGeo-Live_at_your_event
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-39Decide on / Approach keynote speakers2012-12-24Presentations
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-37Academic paper selection decision2013-01-04Academic
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-37Call for workshops - 1 week reminder2013-01-07Workshops
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-36Confirm Delegate prices2013-01-14Budget*
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-36Call for Workshops closes2013-01-14Workshops
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-36Finalise keynote speakers2013-01-14Presentations
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-39Registration goes live for internal testing2012-12-24Registration
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-36Call for presentations, announce registrations & keynotes2013-01-14Presentations*
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-33Workshop selection, notifications sent out, website updated2013-02-04Workshops*
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-33Call for academic papers - 1 week reminder2013-02-04Academic*
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-32Academic paper submission deadline2013-02-11Academic
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-31Academic paper review starts2013-02-12Academic
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-27Determine insurance requirements, get quotes2013-03-18Insurance
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-24Call for presentations - 1 week reminder2013-04-08Presentations*
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-23Call for presentations closes, invite public ranking of papers2013-04-15Presentations*
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-21Presentation selection session2013-04-29Presentations*
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-20Final academic paper submission2013-05-06Academic
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-20Email speakers noting if [seccessful, on reserve list, not selected]2013-05-02Presentations
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-20Programme announced2013-05-06Presentations*
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-18Email speakers, workshop presenters tips on presenting well2013-05-20Presentations
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-16Work out a strategy for videoing presentations2013-05-28Video
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-16Selection of academic publishing points2013-06-03Academic
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-12Final academic texts to publishers2013-07-01Academic
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-10Call people to sign up for Poster, Code Sprint, burds of a Feather2013-07-15Program*
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-91 week reminder - Early bird registration closes2013-07-22Registration*
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-8Deadline for sponsor logos and company descriptions, adds for printed program2013-07-29Marketing
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-8Early Bird registration closes2013-07-29Registration
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-8Printed program content due: keynotes, Welcome letter, special events, track descriptions2013-07-29Program
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-9Order gifts for VIPs?22/07/2013Admin
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-4Printed program: first draft ready23/08/2013Marketing*
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-4Request volunteers to chair program sessions2013-08-26Presentations
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-4Line up printer for OSGeo-Live DVD/USB2013-08-26OSGeo-Live
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-4Printed program: final draft approved26/08/2013Marketing
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-3Publish academic papers to journal2013-09-02Academic
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-3Program goes to printer02/09/2013Marketing
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-3Line up videoing, photography. Set up process/URL for delegates to upload photos/videos02/09/2013Video
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-2Send OSGeo-Live to printers2013-09-09OSGeo-Live
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-2email to attendees: "Welcome to conference". Cover all things to look out for or do.2013-09-03Registation*
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-1Last day for advanced registration2013-09-12Registation
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-1Pack show-bags2013-09-16Registation
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-1Brief volunteers on tasks required of them2013-09-16Registation
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0Help all presenters copy presentations onto the venue's network and website.2013-09-17Registation
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0FOSS4G event starts2013-09-17Event
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0FOSS4G event ends2013-09-21Event
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1email to attendees: "Thanks, please take our survey"2013-09-24Registration*
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2Copy presentations and videos to website2013-10-07Website
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