CfA Summit 2012 - Timeline, Speakers, Attendees
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louisvilleDescriptionResponsibleDeadlineStatus
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CfA Summit 2012
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San Francisco
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October 1-3, 2012
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April
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Task Description Responsible Deadline Status
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Finalize dates and venueMeghan4/18/2012DONE
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Start gathering invite list for save the date and invitationsSave the date out by April 23Jack4/18/2012DONE
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Start graphics and copy for save the date Abhi4/18/2012DONE
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Determine urls, email alias', etcAbhi4/18/2012DONESticking with cfasummit.org & summit@codeforamerica.org
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Start process of determining 10 Essentials Timeline, Roles & Responsibilities, MetricsCaspian4/20/2012DONE
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Finalize venue contract details and depositMeghan4/20/2012DONE
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Save the date text finalizedAbhi4/20/2012DONE
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MILESTONE: Send out Save the Date CfA 4/23/2012DONE
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May
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Task Description Responsible Deadline Status
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Discuss Marketing Caspian/CfA5/2/2012In progresswill have separate conversation after 5.14 mtg
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Rough Agenda and schedule Abhi5/2/2012DONE
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Content Strategy and Development ProcessDetermine process for getting content Caspian/CfA5/2/2012DONE
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Continue process of determining 10 Essentials Content Mapping, BudgetCaspian5/2/2012DONE
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Identify top 3-5 speakers and begin invitingJen/Abhi/CfA5/7/2012DONE
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Text drafted for invitation and landing pageAbhi5/7/2012DONE
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Determine hotelMeghan/Caspian5/11/2012DONE
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Determine registration vendorJack/Caspian5/15/2012DONE
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Determine if any speakers will be included in invitationsAbhi5/17/2012DONE
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Invite text and text for landing page finalizedAbhi5/17/2012DONE
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Start building registration siteJack/Caspian5/17/2012DONE
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Finalize hotel contractMeghan/Caspian5/18/2012DONE
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Website up (overview, schedule, location, etc)Abhi5/21/2012DONE
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First review of registration siteJack/Caspian5/21/2012DONE
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Execute Marketing Plan May be fairly lightweightAbhi5/23/2012
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Initial comments due on registration siteJack/Caspin5/24/2012DONE
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Second review on registration siteJack/Caspian5/29/2012DONE
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Determine max numberCaspian5/30/2012DONE
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Finalize 10 Essentials Caspian5/31/2012DONE
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Finalize BudgetCaspian5/31/2012DONE
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Final comments due on registration siteJack/Caspian5/31/2012DONE
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Final registration testingJack/Caspian5/31/2012DONE
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June
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Task Description Responsible Deadline Status
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Website marketing and registration pages testingJack/CfA6/1/2012DONE
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MILESTONE: Registration LaunchesFirst round of invites outCaspian/CfA6/6/2012DONE
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Start sending Reg & Rev reports weeklyJack6/11/2012DONE
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Check in on sponsorship progressSheila6/15/2012DONE
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July
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Task Description Responsible Deadline Status
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Second round of invites outCaspian/CfA7/9/2012DONE
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Determine Marketing Channels Abhi/Caspian7/11/2012DONE
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Begin working on session descriptionsAbhi/Jack7/13/2012DONE
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Determine stage look and feelAbhi/Caspian7/13/2012DONE
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Determine majority of speakersAbhi 7/13/2012DONE
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Invite speakersAbhi/Jack7/13/2012DONE
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Initial concepts for conference design/look & feelAbhi/Caspian7/13/2012DONE
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Determine all printed materials required Badges, signage, etc Caspian 7/27/2012
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Begin speaker registration productionJack/Caspian7/27/2012DONE
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Determine 2nd wave of speakersAbhi7/27/2012DONE
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Speaker registration reminder #1Jack 7/31/2012DONE
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Draft speakers contracts and instructionsShould we do speaker contracts?Jack/Caspian7/31/2012DONE
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August
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Task Description Responsible Deadline Status
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Determine if we will provide attendee giftsMeghan/Caspian8/3/2012DONE
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Session descriptions finalized for Reg siteAbhi8/3/2012
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All VIPs invited and confirmedMeghan 8/3/2012DONE
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80% of Speakers Confirmed Abhi 8/6/2012DONE
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Start collecting photos for committee, chairs, speakersJack8/6/2012DONE
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Sponsorship packages sent to sponsorsSheila8/6/2012DONE
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Start F&B processCaspian8/8/2012DONE
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Start A/V processrequest AV quote Round 1Caspian8/8/2012DONE
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Determine all technical and wireless capabilities and needsCaspian/Meghan8/10/2012DONE
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Determine if Photographer/Videographer are neededMeghan/Caspian8/10/2012DONE
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Send speaker logistics lettersJack8/15/2012
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Finalize content mapping and programmingAbhi8/15/2012DONE
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Session formats finalizedAbhi8/15/2012DONE
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Start speaker calls regarding content Abhi8/17/2012DONE
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Initial confirmation acknowledgement sent to Sponsors and requests logos and company descriptionsAshley8/17/2012DONE
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Initial draft of show flow and speaker targetsDavid/Caspian8/17/2012IN PROGRESS
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Start editing sessions and biosDavid8/17/2012DONE
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Decide on security vendorMeghan/Caspian8/21/2012IN PROGRESS
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Identify and contact community groupsMore for post conference maybe?Allisa?8/21/2012DONE
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Plan layouts and seating needsMeghan/Caspian8/21/2012DONE
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Finalize program for printAbhi/Caspian8/24/2012
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Write initial evaulation Meghan/Caspian8/24/2012
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Finalize copy and design for signage for printAbhi/Caspian8/24/2012
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Order lead gifts and t-shirts for everyone (including sponsors)Caspian8/24/2012
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MILESTONE: Registration Reminder8/24/2012
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Photo ManagementMeghan/Caspian8/24/2012
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Contact Legal Dept. regarding insurance as neededMeghan 8/24/2012
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Order radiosCaspian8/27/2012
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Start Event SpecsCaspian8/27/2012
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Determine all A/V required for Speakers Jack/Caspian8/27/2012
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