# Tasklist for Conference Organizers \[Quick Guideline\]

**URL:** <https://forum.fossunited.org/t/tasklist-for-conference-organizers-quick-guideline/1497>\
**Category:** IndiaFOSS Conference\
**Created:** [25 November 2022 11:07 UTC](https://forum.fossunited.org/t/tasklist-for-conference-organizers-quick-guideline/1497 "2022-11-25T11:07:14Z")\
**Posts on this page:** 2\
**Page:** 1

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**Author:** ![fossdot](https://forum.fossunited.org/user_avatar/forum.fossunited.org/fossdot/32/77_2.png) [@fossdot](https://forum.fossunited.org/u/fossdot)\
**Post date:** [25 November 2022 11:07 UTC](https://forum.fossunited.org/t/tasklist-for-conference-organizers-quick-guideline/1497/1 "2022-11-25T11:07:14Z")

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From our past experience of organizing FOSS conferences, we have created a tasklist for the people who are interested in organizing a conference.

| Sl. | Tasklist | Timeline | Deadline |
| --- | --- | --- | --- |
| 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_

### Suggestions

Min of 6 volunteers are required, alteast one for each of the following workgroups:

1. Outreach: Social Media (SM) posting, engagement, getting reposting from different companies/people and reaching out to colleges
2. Talks: Managing proposals, reviewing, finalising and coordinating with speakers
3. Website management: schedule, webpages, sending emails or newsletters necessary
4. Designer: Poster and SM card
5. Logistics: Venue, Printing, Food, Videography/Photography and Low Waste.
6. Overall Manager: to overlook everything and coordinate among the teams

Type of Talks:

1. Talks - 10/20 min
2. Panel Discussion - 30/40 min
3. Networking sessions
4. Ice-breaking session

Things to remember:

1. Create a checklist for volunteers to do
2. Weekly meeting for volunteers
3. Creating a community of participants (Telegram group) - for FAQs, meeting other participants, and announcements.
4. Participants are supposed to follow the Code of Conduct.
5. Students’ ticket prices are to be subsidised.
6. Keep a minimum of 5 minutes of buffer time between two sessions.

Common pitfalls:

1. The food or any vendors might back off last minute. Talk to a backup vendor too.
2. 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.
3. Participants may come in waves, so ensure that there are multiple registration desks set up.

Important Links:

1. [FOSS Conference Standards](https://forum.fossunited.org/t/foss-conference-standards/2003)
2. [Talk Proposal guidelines for a FOSS Conference & Meetup](https://forum.fossunited.org/t/how-to-submit-a-talk-proposal-for-a-foss-conference/1923)
3. [Telegram group for queries](https://t.me/fossevent)
4. [Conference Organizer Handbook](https://forum.fossunited.org/t/conference-organizer-handbook/1527)
5. [Organize a conference](https://indiafoss.net/organize/conference/new)

Outline Credit: @Sejal_Jain & @adithyaanilkumar

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**Author:** ![littleironical](https://forum.fossunited.org/user_avatar/forum.fossunited.org/littleironical/32/545_2.png) [@littleironical](https://forum.fossunited.org/u/littleironical)\
**Post date:** [14 December 2022 14:07 UTC](https://forum.fossunited.org/t/tasklist-for-conference-organizers-quick-guideline/1497/2 "2022-12-14T14:07:43Z")

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This looks great Vishal