Organization Teams

[dbrgn]

(Moved from python-summit/swisspycon#75)

For the next edition we should probably create "mini-teams" with people responsible for a specific part from beginning to the end. I'll create a separate issue for that. Examples could be:

• General communications (sending out e-mails to attendees, managing newsletters, etc) @href
• Speaker communications & coordination (make sure the Speakers have all information they need (Answer Calls for Proposal E-Mails, Manage Speakers #13), make sure they are welcomed on-site, and coordinate the talk managers during the day) @bkarolina
• On-site social media communication (filling the Twitter account with updates (Social Media Communication #20)): @The-Compiler
• Day program (be responsible for the schedule and the talk selection, lead the meetings that are held to decide which talks are accepted)
• Catering (coffee, food, drinks, social events... (Organize Catering / Social Event #19))
• Technical infrastructure (live audio, projector, audio recording, video recording, lights, room infrastructure, video adapters... (Technical Infrastructure #28)): @dbrgn
• Registration before event (handle the sign-up of attendees (Setup and Handle Registration #14)) @andrekeller
• Finances (create a budget (Define ticket price for early bird #9), make sure the entry fee can cover costs): @chiesax
• Sponsoring (Do we want sponsors? If yes, what packages do we offer? Make sure we have good communication with the sponsors. (Find Sponsors #16)): @href
• Website (manage the website (Manage the Website #21)):
• PR (posters, design, reports, photos (Design Print Materials #12)): @href, @bkarolina
• Location (organizing rooms, break area etc): @dbrgn
• Helpers (acquire helpers, manage helpers)

Note that this is just about responsibility. I think the whole process should still be democratic, and you can look for other people that help you in your area.

Any other teams that I missed?

[dbrgn]

I'd opt for taking over the "Technical infrastructure" part. I'll be able to borrow the same PA system as last time.

How do we distribute the rest? I assume @chiesax will take over finances?

[chiesax]

Yes, and we need people for sponsoring...

[href]

I think it makes sense to start breaking up all these jobs into small tasks (i.e. issues) and then people can self assign. We can keep the jobs together by tagging them with the organisation laid out in this issue.

Also, the more descriptive and concrete the issue, the better.

[andrekeller]

I agree, at least for me this is all a bit overwhelming at the moment :-)

[dbrgn]

I still think that - even while breaking up jobs into smaller tasks, which is a good idea - we need a responsible person to keep the overview.

I can also take over responsibility for location.

Note to the "newcomers": Even if you didn't do something like that before, just pick a job that interests you. We'll assist you however we can!

[href]

I added myself to general communications, that is the secretary's job.

[href]

I'm removing the day-program responsibility. I don't really see how this is a separate job. The talks are being voted on and the schedule is going to be decided afterwards by the same set of people.

[href]

I'm also not sure about the sponsoring, I think this should be done by @ccdesales and me, since you'd want someone official to handle this (esp. since we might need to sign contracts).