How to run a PyCon AU

Wiki.

Checklist

• Access requests
  • Give people access to
  • Ticketing - Pretix
  • Program - Pretalx
  • Email - Jelly
  • Project Management - Trello
  • File Store - Google Drive
  • Chat - Discord
  • Banking - Westpac
  • Invoicing - Xero
  • Code - GitHub
• Venue
  • Search for Venue
  • Sign contract with Venue
• Catering
  • Deadlines for dietaries
  • Extent of dietaries
    • Kosher
    • Halal
    • Dairy
    • Gluten
    • Vegan
    • Vegeterian
• Budget
  • Create Budget
  • Approval from Linux Australia
• Timeline
  • Create timeline
    • CFP Period
    • Anonymisation Period
    • Anonymised Reviewing Period
    • Conference Start
    • Printing Deadlines
    • Financial Aid Period
• Organisation Discord
  • Create
  • Send out invites
• Conference Discord
  • Create server
  • Check server with organisers
  • Check server with discord
  • Invite Volunteers
  • Invite Speakers
  • Setup Discord Invite Bot to invite members
    • Create pretix account token
• Safety Team
  • Find Lead
  • Create form for members
  • Send form for members
• Ticketing
  • Setup Pretix
• Program
  • Create slides for opening
  • Organise who is running lightning talks
• Lightning Talks
  • Arrange hosts for announcing talks
  • Organise hosts for selecting talks
  • Create lightning talk form
  • Announce lightning talk form
  • Announce lightning talk acceptance
• CFP
  • Anonymise talks
  • Review talks
  • Request
  • Announce
    • Opening
    • Deadlines
    • Rejections (with a way to sign up for next year)
    • Waitlists
    • Acceptances (with deadline)
    • Acceptance reminders (with deadline)
    • Speaker Pack
    • Publicity
  • Setup dates for thunderdome
  • Check if speakers can't attend without financial aid
  • Check if speakers would like financial aid
  • Require speakers fill out financial aid by deadline
  • Create thunderdome spreadsheet
  • Host thunderdome for talk selection
  • Ask for speakers location
  • Ask if speakers need Visa
• Announcements
  • Add event to calendars
    • https://wiki.python.org/moin/PythonEventsCalendar#Submitting_an_Event
    • PyConAsia
    • TODO: Other Calendars
  • Email mailing list
  • Posts on
    • Bluesky
    • Mastodon
    • Email
    • Facebook
    • LinkedIn
    • Instagram
• Reviewers
  • Create form to enlist reviewers
  • How To document
    • Create or update with instructions/dates
  • Send form
  • Send How To document
  • Check if names of reviewers match emails of submitters (to ensure that reviewers aren't reviewing themselves)
  • Invite to Discord
  • Invite to Pretix
• Apply for PSF Grant
  • Fill out form
• Conference Art
  • Search for artists
  • Get quotes from artists
  • Check intial artist proof
  • Get files
  • Pay artist
  • Send files to AV
• Ordering Goods
  • Determining deadlines
  • Stickers
    • Pronouns
    • Hiring/Open
    • Curlyboi
    • Heartboi
    • Conference Art
    • Shiny Conference Art
  • Cups
  • Lanyards
  • Banners
  • Badge Sleeves
  • T-Shirts
  • Pins
  • Bathroom supplies
    • Deodorant
    • Tampons
    • Pads
    • Toothbrush
    • Toothpaste
  • Clipboards
• Printing
  • Badges
    • Design badge backgrounds
    • Setup Badgegen for current year's tickets
  • Bring printer for printing on site
  • Thank you cards
  • Bathroom signage
  • Directional signage
  • Quiet Room signage
  • Core team/AV room signage
  • Timing cards
• Financial Aid
• Photography
  • Pictures of:
    • Audience
    • Speakers
    • Hallway track
    • Sponsors
    • Opening
    • Closing
• Volunteering
  • Figure out who handles first aid (venue or volunteers?)
• Financial Aid
  • Create form
  • Publish form
  • Announce rejections
  • Announce acceptances
• Sprints
  • Organising
• Sponsorship
  • TODO

Before Registration Opens

• Sticker distribution
  • 2/4 on day 1
  • 1/4 on day 2
  • 1/4 on day 3
• Setup tables for registration desk
• Setup signage for crowdwork
• Setup sponsor booths
• Print out sponsor welcome sheet
• Communicate WIFI details

After Registration Opens

After Conference Close