PyConZA Timeline

Well before conference date

  • Update za.pycon.org to mention intended year
  • Form conference oganising committe and assign roles

After committee is established

  • Source a venue, and provisionally book it
  • Start nagging sponsors
  • Setup a new wafer instance on za.pycon.org
  • Sort out basic theming and design for the site for the year

Once venue is secured

  • Open talk submissions
  • Announce talk submission deadline of 1 month before the conference date
  • Announce tutorial submission deadline of 2 months before the conference date
  • Decide on a travel funding submission deadline and announce it
  • Announce talk and tutorial submissions everywhere (python-conferences, local PUG lists, various meetups, etc.)
  • Add za.pycon.org to appropriate calendars (LWN, python-events, OfferZen, etc.)
  • Decide on ticket prices and types.
  • Decide on date for ticket sales to open.
  • Decide on early bird ticket criteria (dates, numbers, etc.)
  • Draw up draft schedule, so everyone is clear on rooms and times involved.
  • Announce conference on various channels.

Ongoing once talk and tutorial submissions are open

  • Reponse to new submissions (talk chair).
  • Try source tutorials that match requests from previous years.
  • Decide on any early talk decision requests.
  • Start collecting travel sponsorship requests.

Conference date -2 months

  • Close tutorial submissions.
  • Decide on which tutorials to accept.
  • Set tutorial prices with submitters and venue chair.
  • Open ticket sales for tutorials.
  • Announce tutorial ticket sales everywhere.

Conference date -1 month

  • Extend talk deadline if required.
  • Decide on talk submissions already recieved.
  • Notify speakers of provisionally accepted talks.
  • Start work on filling in schedule as speakers register.

Conference data -2 weeks

  • Announce schedule details to registered attendees