paulca / paulconf

Paul’s Conference Checklist

As I organise more events, this is a list of reminders and notes to help keep things on track and to ensure I don't forget stuff!

Hard Requirements

• Venue
• Date

Speakers

• Curate or CFP or Reverse-call or combination
• Keynotes?
• Pay for flights?
• Pay for accommodation?
• Introduction email, with explanation of above decisions
• Speaker itinerary, emailed in advance
• Book Flights
• Book Accommodation

Attendees

• Registration Software
• Welcome email
• City Orientation

Volunteers

• Volunteer Dinner / Meetups / Social Events
• Instructions & Expectations
• T-Shirts

Significant Others

• SO Track?
• Creche Facilities

Revenue

• Sponsored? or Funded Ticket Sales? or Free?
• Sponsors Pack
• Explanation of what ticket entails
• local grants?

Website

• Teaser Site
• Speaker-list
• Concept
• WHO is organising

Venue Production

• Wifi
• Power
• All day Coffee
• Particularly in the morning BEFORE anything else
• All day snacks?
• Lunch?
• ideal avoiding queues

Evening Activities

• Dinner?
• Entertainment?
• a talk?
• a film?
• music?
• lightning talks?
• open stage?
• hacking?

Free Time

• Hotel list
• Restaurant list
• Bar list
• Deals with local restaurants / bars / hotels?

Crazy Shit

• Secret talk
• performance art
• cool things
• extraordinary things

Catering

• Local produce?
• Queue avoidance
• Casual / Formal?
• Quality?

Wifi

• Registration?
• Throttling?
• Power ... how many sockets per seat?

Charging stations

• Laptop charging
• Phone charging
• Other devices?

Coffee

• Free?
• Unlimited?

Stage production

• Lavalier or Headset or Handheld mics?
• Projector with queuing facility?
• Music?
• M. C.?
• "In between" talk items?
• Live music?
• Story-telling?
• Theme?

Venue Production

• Seating layout?
• Themes
• Food stands?
• Hacking/practical area?
• Sponsor area?
• Printed schedules outside venue

## Volunteers

• Airport pickup?
• Airport drop?
• Volunteer concierge service
• X volunteers per Y attendees
• city orientation
• coffee?
• dinner?

## Speaker Dinner

• Or drinks?
• invite attendees?

Attendee Participation

• lightning talks?
• tweets / blog posts
• essays?
• games tournament?
• workshop space
• live music space
• board games?
• card games?
• hacking area
• "basics" workshops by attendees for attendees
• BarCamp

Welcome pack

• T-Shirt / Mug etc.?
• Conference merch shop?
• Other clothing items? Local wares?
• Orientation guide
• "Things to take away"
• Name Badge
• Double sided
• Big first names
• Make it special?
• Book / Poster etc.