| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
1 | Task | Who | Target | Actual | Days before event | Notes |
2 | Name the event | Committee | 2017-12-04 | 2017-12-04 | 351 | |
3 | choose an approximate date | Committee | 2017-12-04 | 2017-12-04 | 351 | |
4 | consensus on approximate size of event | Committee | 2017-12-04 | 2017-12-04 | 351 | |
5 | choose a location (city) | Committee | 2017-12-04 | 2017-12-04 | 351 | |
6 | more precise size of event | Committee | 2017-12-22 | 2017-12-04 | 351 | |
7 | start wiki | Finance | 2017-12-08 | 2017-12-09 | 346 | |
8 | Nominate/Elect a Convenor/Chair | Committee | 2017-12-08 | 2017-12-18 | 337 | |
9 | choose a specific date | Committee | 2017-12-18 | 2017-12-18 | 337 | |
10 | first draft budget | Finance | 2017-12-22 | 2017-12-20 | 335 | |
11 | logo | Marketing | 2018-02-16 | 2018-02-11 | 282 | |
12 | Sponsorship prospectus - draft | Sponsorship | 2018-02-16 | 2018-02-13 | 280 | |
13 | shortlist of venues | Finance | 2018-02-16 | 2018-02-15 | 278 | |
14 | finalise venue | Finance | 2018-03-29 | 2018-03-29 | 236 | |
15 | Website live | Promotion | 2018-04-09 | 2018-04-09 | 225 | |
16 | Secure support from OSM for use of SotM trademark | SotM | 2018-04-11 | 2018-04-12 | 222 | |
17 | Finalise general program (schedule of workshops, talks, comm day etc) | Program - general | 2018-04-13 | 2018-04-13 | 221 | |
18 | Social program draft | Program - social | 2018-04-27 | 2018-04-20 | 214 | |
19 | finalise code of conduct | Diversity | 2018-04-11 | 2018-05-04 | 200 | main doc complete, ancillary docs require final info |
20 | Sponsorship prospectus - final | Sponsorship | 2018-05-04 | 2018-05-04 | 200 | |
21 | Start recruiting keynote speakers | Program - keynotes | 2018-05-01 | 2018-05-15 | 189 | |
22 | Finalise SSSI agreement | Finance | 2018-05-25 | 2018-05-27 | 177 | |
23 | Confirm registration prices & policy for grant/discount/free tickets | Registration | 2018-05-31 | 2018-05-31 | 173 | |
24 | kick off sponsorship drive | Sponsorship | 2018-06-01 | 2018-06-01 | 172 | |
25 | first press release | Marketing | 2018-05-31 | 2018-06-18 | 155 | |
26 | Open call for general stream/academic presentations | Program - presentations | 2018-06-18 | 2018-06-18 | 155 | |
27 | Open call for workshops | Program - workshops | 2018-06-18 | 2018-06-18 | 155 | |
28 | Open registration (early bird starts) | Registration | 2018-06-25 | 2018-06-25 | 148 | |
29 | Confirm keynote speakers | Program - keynotes | 2018-06-29 | 2018-07-02 | 141 | |
30 | Apply for OSGeo code sprint grant | Finance | 2018-06-15 | 2018-07-08 | 135 | |
31 | Early bird ends | Registration | 2018-07-31 | 2018-07-16 | 127 | sold out early - 16 July |
32 | Announce keynote speakers | Program - keynotes | 2018-07-04 | 2018-07-18 | 125 | |
33 | Apply for OSGeo travel grant | Sponsorship/Finance | 2018-07-27 | 2018-07-29 | 114 | |
34 | Close call for workshops | Program - workshops | 2018-07-31 | 2018-07-31 | 112 | |
35 | Open community vote on workshops | Program - workshops | 2018-08-01 | 2018-08-01 | 111 | |
36 | Options for t-shirts | Logistics | 2018-08-17 | 2018-08-06 | 106 | |
37 | Close community vote on workshops | Program - workshops | 2018-08-08 | 2018-08-08 | 104 | |
38 | Select workshops & notify presenters | Program - workshops | 2018-08-12 | 2018-08-13 | 99 | |
39 | Confirm details with workshop presenters, finalise workshop program & open registration | Program - workshops | 2018-08-17 | 2018-08-17 | 95 | |
40 | TGP finalised - set timing & selection criteria | Travel Grant Program | 2018-08-24 | 2018-08-26 | 86 | |
41 | Open TGP call for applications | Travel Grant Program | 2018-08-27 | 2018-08-27 | 85 | |
42 | Options for catering (including Community Day) | Logistics | 2018-08-31 | 2018-08-31 | 81 | |
43 | Finalise social program | Program - social | 2018-08-31 | 2018-08-31 | 81 | |
44 | Close call for general stream/academic presentations | Program - presentations | 2018-09-04 | 2018-09-04 | 77 | |
45 | Open community vote on general stream/academic presentations | Program - presentations | 2018-09-05 | 2018-09-05 | 76 | |
46 | Community day call for project proposals | Program - Community Day | 2018-09-06 | 2018-09-06 | 75 | David, with help |
47 | Options for swag | Logistics | 2018-09-14 | 2018-09-14 | 67 | Daniel working on this |
48 | Close community vote on general stream/academic presentations | Program - presentations | 2018-09-15 | 2018-09-15 | 66 | |
49 | Select talks (including blind review, and adjustments for diversity of presenters and content) | Program - presentations | 2018-09-21 | 2018-09-19 | 62 | Alex, John, Daniel, Martin, Phillip, Trisha, Adam, Emma |
50 | Get quotes for video recording | Logistics | 2018-09-25 | 2018-09-19 | 62 | video recording doc |
51 | Close TGP call for applications | Travel Grant Program | 2018-09-21 | 2018-09-21 | 60 | |
52 | Notify speakers of acceptance | Program - presentations | 2018-09-21 | 2018-09-25 | 56 | Alex |
53 | Call out for volunteers & open student registration | Logistics | 2018-09-28 | 2018-09-28 | 53 | |
54 | Publish draft program | Program - presentations | 2018-10-01 | 2018-10-01 | 50 | |
55 | Deadline for presenter registration (guaranteed ticket) | Program - presentations | 2018-10-05 | 2018-10-05 | 46 | |
56 | confirm protocols for acknowledgement of country | Program - general | 2018-10-05 | 2018-10-09 | 42 | John working on this |
57 | Make recording arrangements | Logistics | 2018-10-12 | 2018-10-11 | 40 | |
58 | Hire coordinator | Logistics | 2018-10-12 | 2018-10-11 | 40 | Tania Hibbard-Nitz on board |
59 | Complete TGP awards | Travel Grant Program | 2018-09-28 | 2018-10-12 | 39 | |
60 | Finalise plans for t-shirts and swag | Logistics | 2018-10-12 | 2018-10-12 | 39 | Daniel |
61 | Website ready with all info for attendees | Marketing | 2018-10-19 | 2018-10-19 | 32 | |
62 | Finalise all keynote travel costs | Finance | 2018-10-31 | 2018-10-22 | 29 | Alex |
63 | Community Day participant form available - promo launch | Program - Community Day | 2018-10-23 | 2018-10-24 | 27 | |
64 | Submit swag order | Logistics | 2018-11-02 | 2018-10-30 | 21 | Daniel |
65 | A/V requirements sorted out | Logistics | 2018-11-02 | 2018-10-30 | 21 | John |
66 | Get all presenters/workshop presenters/sponsors to register | Registration | 2018-09-30 | 2018-10-31 | 20 | close enough |
67 | Finalise catering (including community day) | Logistics | 2018-10-15 | 2018-10-31 | 20 | In progress - confirming final details re drinks |
68 | Final 'actionable' code of conduct docs | Logistics | 2018-10-31 | 2018-10-31 | 20 | |
69 | Submit tshirt order | Logistics | 2018-11-02 | 2018-11-02 | 18 | Daniel |
70 | Confirm Community Day project leads (based on participant interest) | Program - Community Day | 2018-11-09 | 2018-11-05 | 15 | David |
71 | Publish final program | Program - general | 2018-10-31 | 2018-11-06 | 14 | |
72 | Confirm # of sponsor tables and arrange set up | Logistics | 2018-11-06 | 2018-11-06 | 14 | Adam |
73 | Program booklet designed and sent to printers | Logistics | 2018-11-09 | 2018-11-07 | 13 | |
74 | Coordinate OSGeo & OSMF marketing materials | Logistics | 2018-09-30 | 2018-11-10 | 10 | Adam |
75 | Last day to accept cancellations (and provide refunds) | Registration | 2018-11-12 | 2018-11-12 | 8 | |
76 | Confirm final numbers (minimum) and dietary requirements for catering | Logistics | 2018-11-12 | 2018-11-12 | 8 | Daniel |
77 | Confirm final numbers (minimum) and dietary requirements for dinner | Program - social | 2018-11-14 | 2018-11-14 | 6 | Venue needs numbers by this date |
78 | TGP breakfast | Travel Grant Program | 2018-11-20 | 2018-11-20 | 0 | Greg |
79 | Run workshops | Program - workshops | 2018-11-20 | 2018-11-20 | 0 | |
80 | Ice breaker social | Program - social | 2018-11-20 | 2018-11-20 | 0 | |
81 | Gala dinner social | Program - social | 2018-11-21 | 2018-11-21 | -1 | |
82 | Women's breakfast | Program - social | 2018-11-21 | 2018-11-21 | -1 | |
83 | Conf day 1 | Committee | 2018-11-21 | 2018-11-21 | -1 | |
84 | Conf day 2 | Committee | 2018-11-22 | 2018-11-22 | -2 | |
85 | Community day | Program - Community Day | 2018-11-23 | 2018-11-23 | -3 | |
86 | Post-conf feedback: attendees | Committee | 2018-11-23 | 2018-11-23 | -3 | |
87 | Post-conf feedback: volunteers | 2018-11-30 | 2018-11-25 | -5 | John sent email | |
88 | Post-conf feedback: workshop presenters | 2018-11-30 | 2018-11-25 | -5 | Trisha sent survey (date?) | |
89 | Gather workshop materials & post on website | Program - workshops | 2018-11-30 | 2018-11-26 | -6 | |
90 | Post-conf feedback: sponsors | 2018-11-30 | 2018-11-26 | -6 | Adam sent email | |
91 | Videos on website | Logistics | 2018-12-03 | 2018-11-29 | -9 | |
92 | Send out final tshirts | Logistics | 2018-12-05 | 2018-12-05 | -15 | Daniel |
93 | Capture lessons learned | Committee | 2018-12-07 | 2018-12-07 | -17 | |
94 | tidy up and archive website | 2018-12-14 | 2018-12-11 | -21 | ||
95 | Post-conf feedback: presenters | 2018-11-30 | 2018-12-13 | -23 | Edoardo | |
96 | Governance plan | Committee | 2018-12-14 | 2018-12-14 | -24 | new ToR moved |
97 | Finalise finances | Finance | 2018-12-07 | 2018-12-07 | -17 | |
98 | tidy up and archive Google Drive | Committee | 2018-12-14 | 2018-12-14 | -24 |