Resources

Share docs, tools, lists and whatnot for organizing a Python conference.

Contributions welcome from anyone!!

If you are a conference organizer, we can give you direct access to the repository. The goal is to share information, lessons learned, and to help improve our future conferences. Open an issue to get yourself added to the repo.

Contents

Organizing Team
CFP
- CFP tools
Ticketing
- Ticketing tools
Diversity and inclusion
- Diversity and inclusion tools
Code of Conduct
- CoC Tools
Choosing a Venue
Choosing a date
Money
Spreading the word
Sponsorship
Sponsorshop tools
Video recording
- Video recording tools
Volunteers
Volunteer scheduling tools
Related resources
Need more information / advice
Anything else?

Organizing Team

What are the roles to be filled?
What are their responsibilities?

CFP

Things to consider:

When should CFP be started, ended, how long?
How to promote CFP?
Will you have keynotes / invited speakers? How to choose a keynote?
How far ahead do you usually invite keynote speakers?
Will you have sponsored talks?
What types of events do you want to offer? (Workshops, Panels, Lectures, ...)
Length of slots (by type).
What information do you need? (Description for program, additional infos, requirements)
License agreement if you want to publish paper/abstract/video. (Recommend CC-BY-4.0)
???

CFP tools

A list of tools you can use (in alphabetical order):

Ticketing

Things to consider:

when should you start selling tickets?
how many?
what pricing tiers?
early bird sale?
do speakers need to buy tickets?
???

Ticketing tools

(in alphabetical order)

Diversity and inclusion

Things to consider:

???

Diversity and inclusion tools

Grorg
???

Code of Conduct

Required if you'd like grant from The PSF. What should be in CoC:

how to report
who will handle the report
what's covered
where does CoC the apply
enforcement policy
etc

Is there a list of known offenders in the community, that organizers need to know of?

CoC Tools

Choosing a Venue

Things to consider:

accessability (wheelchair, all inclusive bathrooms, nursing facilities, public transit, parking, etc)
equipment: projector, etc
does it provide catering? can you bring your own food/hire your own caterer? Do you even need caterer?
Sprint venue
Single track or multi track?
Tutorial/workshop venue
Space for sponsor booths
insurance
???

Choosing a date

Things to consider:

Will it conflict with other conferences? Does it matter?
Weekday vs weekend?
Will it conflict with a religious holiday? School holidays? Mother/Father's Day etc?
???

See also: List of other Python conferences and dates.

Money

See The PSF's Grants Program
How will you receive income? Do you need to create a non-profit org?
Will you have grants / financial aid for speakers / attendees?
Is there guideline of how much should be allocated for grants?
???

Spreading the word

Submit your event to be listed in Python Events Calendar.
Share with local meetups

Sponsorship

???

Sponsorshop tools

sabot

Video recording

Choose a license.

See the following note from Ewa:

We want to remind you all to review your speaker agreements and YouTube licenses to ensure they reflect the intentions of your event.

The Creative Commons license (https://support.google.com/youtube/answer/2797468?hl=en) allows others to edit the videos you post. If you choose to go the route of Creative Commons, you should check that your speaker agreement allows this type of license arrangement.

The YouTube Standard license allows sharing your content via play lists, unedited.

We are not suggesting one way or another, we want to present the facts and let you all decide what works best for your event. PyCon US recently experienced a situation that ended with us changing our YouTube license from Creative Commons to the Standard YouTube license. We want all organizers to be informed of the options and consequences of each.

Video recording tools

Volunteers

Are volunteers needed? (Registration, Info, Moderation, Tech Support, Food/Drinks, Setting up/Tearing down venue, ...)
How many?
Motivation to volunteer (Reduced/free entry, free shirt/food/drinks)