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This is the top-level planning document for 2021. We should open individual Issues for the various tasks, but the idea here is to keep an eye on the overall schedule. The goal is to avoid the usual last-minute crunch, by planning for a gentler full-year cycle that gets as much as possible done well in advance of runtime.

This schedule is not hard-and-fast, and we'll undoubtedly slip some dates. That's fine, so long as we don't get into the habit of procrastinating about everything.

This might become a template for future years (and I'd suggest that it does so), but that's up to the organizing committee for each year.

March

  • Debrief both the organizers and attendees. What worked? What didn't? What might we do better next year? (Aside from trying to not have an active plague.)

April - May

  • Recruit initial members of the local team. (Goal: at least six people who are willing to consider themselves involved.)
  • Begin site search. At this point, this is mostly brainstorming and opportunistic research. If we find a site we really like, though, be prepared to pounce at any time.
  • Get a bank card for at least Justin, so that we can easily make purchases.

June - August

  • Start thinking seriously about how to run a truly multi-modal conference, with some people attending in person and some online. Do we want different price tiers, with a really inexpensive online membership?
  • Set up at least an email alias, maybe a GSuite account, for the core concom, so that we have a single public email address that goes to the team.
  • Begin sounding out sponsors. Not looking for any commitments yet, but touch base and start to figure out who is plausible and what the contacts are at each company.
  • Keep talking up the organization locally, and look for more committee. Ideal size is 10-12, although that's ambitious.
  • Begin monthly calls for the entire concom.
  • Draft initial budget. Note that this depends enormously on sponsors, so create conservative, loose and mid-line versions.
  • Stand up initial website, with the outline of what will be released when.
  • If the main site isn't suitable for the Unconference, look for an Unconference space.

September

  • Lock down site and dates. Need to coordinate with Typelevel.
  • Open ticket sales. Reserve some tickets for speakers / diversity / sponsors.
  • Open RFCs. (Possibly sequentially, possibly in parallel; work with Typelevel on this.)
  • Begin to coordinate seriously with ScalaBridge, to see about some subsidized tickets aimed that way.

October

  • Close RFCs.
  • Start to figure out catering, parties, etc.
  • Start to figure out videography.
  • Start to figure out internet access, if that doesn't simply come with the site.

November

  • Announce schedule.

December - January

  • Get serious about enrolling sponsors. Try to have all sponsors lined up by early February.
  • Gather sponsor logos for website and t-shirts. (Note that monochrome versions are best for t-shirts, if relevant.) Needs to be done before we order t-shirts.
  • Finalize contracts (as needed) for:
    • Catering
    • Parties
    • Videography
    • Internet

February

  • Design and order t-shirts by one month out. (To avoid rush surcharges.)
  • Check projectors and adapters for the Unconference. We've occasionally been bitten by discovering that we didn't have ways to connect folks' laptops to the projects.

March

  • Figure out printing of name badges, pronoun ribbons, etc.
  • RUNTIME