From our past experience of organizing FOSS conferences, we have created a tasklist for the people who are interested in organizing a conference.
|1.||Define event agenda||Day 0||-|
|2.||Estimate event size (no. of participants, speakers and volunteers)||Week 1||-|
|3.||Outline event structure||-||By Week 2|
|4.||Define volunteer roles||By Week 2|
|5.||Fix date, time and venue||Week 1||2 months before the event|
|6.||Design website and poster templates||Start from Week 1||By Week 2|
|7.||Estimate budget||-||By Week 2|
|8.||Decide ticket prices||-||By Week 2|
|9.||Define sponsorship tiers and create a sponsorship deck||-||By Week 2|
|10.||Release Call for Proposals(CFP) with a deadline||Keep the CFP open for 3-4 weeks||-|
|11.||Review speaker proposals, confirm speakers and close CFP||-||3-4 weeks before the event|
|12.||Finalize event schedule||-||2 weeks before the event|
|13.||Plan outreach||After the tickets sale are live||1 week before the event|
|14.||Get Community Partners||After the tickets sale are live||1 week before the event|
|15.||Find vendors for food and refreshments||-||2 weeks before the event|
|16.||Secure photography, videography and audio/visual team and equipment||2 weeks before the event|
|17.||Design and print tags and stationery||At least a week before the event||2 days before the event|
|18.||Design and procure goodies for volunteers and participants||2 weeks before the event||A week before the event|
|19.||Collect speaker presentations||Request them to submit the presentation once it’s finalized||A day before the event|
|20.||Assign roles and responsibilities to volunteers for the day of the conference||A day before the event||-|
|21.||Email event schedule and code of conduct to the participants||A day or two before the event||-|
We’re assuming you’re planning the conference 2 months prior
Min of 6 volunteers are required, alteast one for each of the following workgroups:
- Outreach: Social Media (SM) posting, engagement, getting reposting from different companies/people and reaching out to colleges
- Talks: Managing proposals, reviewing, finalising and coordinating with speakers
- Website management: schedule, webpages, sending emails or newsletters necessary
- Designer: Poster and SM card
- Logistics: Venue, Printing, Food, Videography/Photography
- Overall Manager: to overlook everything and coordinate among the teams
Type of Talks:
- Talks - 10/20 min
- Panel Discussion - 30/40 min
- Networking sessions
- Ice-breaking session
Things to remember:
- Create a checklist for volunteers to do
- Weekly meeting for volunteers
- Creating a community of participants (Telegram group) - for FAQs, meeting other participants, and announcements.
- Participants are supposed to follow the Code of Conduct.
- Students’ ticket prices are to be subsidised.
- Keep a minimum of 5 minutes of buffer time between two sessions.
- The food or any vendors might back off last minute. Talk to a backup vendor too.
- Some speakers generally go 10 mins or so overboard so keep 30 mins buffer time in the pre-lunch and post-lunch section so that lunchtime can stay on track.
- Participants may come in waves, so ensure that there are multiple registration desks set up.
For detailed guidelines, go through Conference Organizer Handbook.
For any feedback or suggestion, please reply to this post.
To organize a conference, fill out this form.