Wikimedia Developer Summit/2018/Org Timeline

This is a public posting for our intended organizing timeline for the Developer Summit, currenty this is not completely final and is subject to change:

August

 * Organizing team formed, first meetings, develop timeline (DONE)
 * Research venue options (DONE)
 * Create first draft of MediaWiki event page (DONE)
 * Begin discussing scholarship / participant selection process (done)
 * Define theme and scope of Summit (DONE)
 * Form program committee (DONE)
 * Form organization committee (DONE)
 * Draft call for papers (done)

September

 * Decide on venue, begin contracting venue (DONE)
 * Research c Catering (doing)
 * Announce event / hold dates / inform registration & decision timeline (done)
 * Finalize and publish call for papers (done)

October

 * Contract catering
 * Plan and contract social events
 * Open registration at the beginning of the month (DONE)
 * Discuss event merchandising? T-shirts? Stickers? Anything?
 * Plan for video recording support
 * Close registration
 * Brainstorm keynotes (Doing)

November

 * Program committee chooses participants (finalized by early in the month)
 * Participants information published on wiki
 * Final participants list, book participants travel, visa support
 * Note taking / documentation plan
 * Contact and finalize keynotes
 * Add major updates to wiki

December

 * 1st email to participants
 * Continue with all logistics / contacts
 * Work on the program, sessions and hourly schedule

January

 * 2nd email to participants
 * 3rd email to participants
 * January 22 / January 23: Wikimedia Developer Summit Event Dates
 * Feedback survey sent out

February

 * Publish session notes
 * Follow up on action items generated during the event
 * Participate in follow up discussions
 * Debrief with organizers
 * Debrief with program committee
 * Debrief with other staff (make it better next time?)
 * IT
 * Admin
 * Travel
 * Finance


 * Publish finding from feedback survey
 * Process reimbursements for volunteers
 * Confirm all bills paid