User:Sonkiki/Hackathons/Timeline



To-do lists sorted as a timeline, from early planning stages a year in advance, to execution during the months, weeks and days leading up to the event, the event itself as well as post-event tasks and long-term actions.

Examples of good timelines
Timeline from WordCamp: https://docs.google.com/spreadsheets/d/17eEp6kdRgA3Bu7WzrpVHvdTGXEAXPT_-gKj3knpOppA/edit#gid=0

Wikimania Handbook/The Ideal Timeline  >> this is outdated
 * Wikimania Handbook >> this is the new version


 * Sherry's take on the above timeline (with vegetables): https://meta.wikimedia.org/w/index.php?title=User:Whatamidoing_(WMF)/Sandbox&diff=16880696&oldid=16880445
 * Here's how she improved the design:
 * 1) adding a few words to the section title,
 * 2) turning the sub-sections into section headings (instead of bold text)
 * 3) adding a colored box for an explanation at the top of the section, and
 * 4) adding a decorative image (I chose vegetables as my theme, but it could be anything, and  https://meta.wikimedia.org/wiki/Grants:Evaluation/100_Words_Campaign  could be a good starting point).
 * Hackathons/Hackathon tips for organizers

Hackathon Timeline
This is a first pass and draft at putting a timeline around hackathon organization logistics. >> source for the above table: Hackathons/Hackathon tips for organizers

Overview[edit]
With your team organized, you need to begin planning out all the various things you need to do for the conference. Different parts of the conference are interconnected and interdependent, meaning that if one thing does not get done, other things cannot happen. This is why it is important to develop a schedule and stick to it.

The Wikimania 2012 organizers developed this timeline to assist future conferences. While it may need to be adapted depending on your conference's plans, this should give you a general idea of what needs to happen and when.

Early planning[edit]
One year or more before the event: Eight months before the event: Seven months before the event: Six months before the event: Five months before the event: Four months before the event: Three months before the event:
 * Design: Create branding/logo for conference
 * Logistics: Select and contract Wikimania location
 * Program: Recruit members for the Program committee; draft call for participation
 * Registration: Develop online Registration system
 * Scholarships: Begin developing scholarship criteria; develop scholarship process front page
 * Logistics: Create planning timeline
 * Logistics: Conference budget development and approval (WMF Conf coordinator)
 * Lodging: Finalize accommodations (WMF Conf Coordinator)
 * Scholarships: Finalize scholarship selection criteria; test and launch scholarship application
 * Sponsors: Sponsorship package development and solicitation
 * Logistics: Full conference review of all existing contracts and timeline
 * Logistics: Search and select the venues for the opening reception and the closing party
 * Program: Start speaker/presenter search and collection of papers
 * Program: Start speaker tracking document
 * Scholarships: Launch scholarship application process and call for participation
 * Design: Conduct search for graphic Designer (Program book/Mini Agenda/signs)
 * Lodging: Contract hotels (VIP/Foundation/Staff/Scholarship winners)
 * Program: Draft Agenda outline online
 * Registration: Finalize online Registration system
 * Scholarships: Close scholarship application process; begin reviewing applications
 * Program: Close call for participation
 * Registration: Launch online Registration—make sure to include hotel information in your Registration.
 * Design: Begin assembling content for the official Program book
 * Logistics: Establishe all preliminary set-ups, Food and Beverage (F&B) orders, Internet/Wi-Fi, and A/V requirements for the conference (WMF Coordinator and relevant team members)
 * Scholarships: Finish reviewing scholarship applications; select and notify awardees
 * Design: Prepare the first draft of Program book and mini agenda
 * Lodging: Start making hotel and travel accommodations for (VIP/Foundation/Staff/Scholarship winners)
 * Logistics: Conduct search, send RFP and select key service vendors:
 * AV/Video production
 * Photographer
 * Destination management Company (DMC) - Transportation
 * Registration Management Company
 * Program: Finish reviewing submissions; notify presenters; prepare schedule
 * Program: Program director and graphic Designer working together to complete the Program guide
 * Volunteers: Develop the volunteer tasks and duties list; begin solicitation and confirmation of Volunteers

Finalizing and executing[edit]
Two months before the event: One month before the event: Two weeks before the event:
 * Design: Create conference directional signage
 * Logistics: Draft the sponsor trade show floor layout
 * Logistics: Order all logo materials:
 * T-Shirts
 * Conference bags
 * Name badge paper stock / holders / lanyards
 * Volunteers: Communicate to volunteers when the first activity is organised (like a welcome party for volunteers only) or when the preparations on site start, so that volunteers can base their travel plans on this.
 * Logistics: Finalize the travel schedule with the DMC
 * Logistics: Draft the travel schedule for each venue
 * Volunteers: Based on volunteer solicitation outcome, determine if you need to hire outside staff
 * Design: Final Program Book and Mini agenda to print
 * Design: Final Signs to print
 * Lodging: Final information to the hotel: F&B, A/V, Room Sets
 * Lodging: Final Room list to hotels
 * Lodging: Drop any unused rooms at each hotel for re-sale
 * Logistics: Ship all items to the venue – inform all Sponsors to ship their items to be included in conference bag
 * Sponsors: Finalize list of Sponsors so that their logos, ads, etc. can be added to Program book
 * Volunteers: Finalize the Volunteers and duties; send final email confirmation/info/when/where

Immediately before, during, and after[edit]
One week to one day before the event: During the conference: Post-conference:
 * Logistics: Create the conference contact list and distribute to all staff/Volunteers/venues/vendors
 * Logistics: Track and receive all shipped materials to the venue
 * Logistics: Hold a pre-conference with all staff and venues: Here you will adjust for any last minute updates to the conference set-ups, F&B, AV
 * Registration: Close online registration, send final list to the Registration company. Registration company to print badges
 * Volunteers: Have a volunteer bag stuffing party once all materials have arrived at the conference venue
 * Sponsors, Program, Scholarships, Lodging: Send final info emails and draft welcome letters for:
 * Sponsors
 * Speakers
 * Attendees
 * Staff/VIPs/Scholarship winners
 * Lodging: Print and deliver welcome letters to each hotel
 * Logistics: Conference planner to manage on-site
 * Registration: Registration management company to handle all on-site Registration
 * Volunteers: Volunteer coordination being executed by volunteer coordinator
 * Lodging: Collect full hotel room pick-up list
 * Logistics: Conduct a post event meeting with all staff, venues, vendors, etc.
 * Logistics: Collect and pay all outstanding invoices from vendors
 * Logistics: Create the final post-event budget report
 * Registration: Registration company to deliver the final attendee list
 * Videos: Post videos of presentations online, in coordination with video production team or company.

Ongoing tasks[edit]
Once developed, these are monitored until the conference days: >> source for the above content: https://meta.wikimedia.org/wiki/Wikimania_Handbook#Timeline_and_planning
 * Lodging: Room reservations and travel arrangements
 * Lodging: Monitoring of room blocks at each hotel
 * Logistics: Constant contact with each venue on setup, A/V, F&B, etc.
 * Program: Speaker solicitation and confirmation
 * Registration: Monitoring of Registration numbers and track sizes
 * Sponsors: Sponsor solicitation and confirmation
 * Volunteers: Volunteer solicitation and confirmation