Merge pull request #19 from tenkunkyab/master

Speaker Coordination #8

Readme.md

@@ -31,3 +31,4 @@ Acknowledgement
 - [Kracekumar](https://kracekumar.com)
 - [Shankisg](https://github.com/shankisg)
 - [Vanitha](https://github.com/pythonindia/junction/issues/created_by/vanishan)
+- [Tenzin](https://github.com/tenkunkyab)

guidelines/speaker-coordination.rst

@@ -0,0 +1,71 @@
+This document provides set of guidelines for coordinating Speakers for Workshop and Talks.
+
+
+Email guideline
+--------------
+
+- When contacting the Speaker or the participants, the Subject should be "[PYCON-INDIA-{enter year}][WORKSHOP]{reason of the email}".
+
+Todo before contacting the Speakers
+--------------------------
+
+- Call for volunteers, at least 4 volunteers per audi should be sufficient. This excludes the Lead Speaker Coordinator as (s)he will have to run between different audi.
+- Gather contact details of all the volunteers.
+- Do ask the volunteers if there is any specific Workshop/Talk they would like to attend, so that there won't be any missing volunteers at the last minute.
+
+Three weeks before the conference
+----------------------
+
+- Divide the volunteers into different audis and make a list of all speakers in the respective audis.
+- Inform the volunteers to contact the respective Workshop Speakers requesting if there is any addition to the requisite already mentioned in the Proposal.
+- Inform speaker to get flash drive with necessary materials (installer, dependencies) for the talk.
+- Request the Workshop Speakers for contact details, so that the workshop participants can contact them if there are any doubts.
+
+Two week before conf
+----------------
+
+- Volunteers can go ahead and introduce the speaker to it's participants with the list of all requisites mentioned by the speaker, and also to bring Data Cards as WiFi connectivity can be intermittent.
+
+One week before conf
+----------------
+
+- The coordinator should make sure that the volunteers get to attend talks that they prefer and adjust the work force accordingly so that there are enough volunteers in an audi.
+- The speaker coordinator should contact the Volunteer coordinator and get the feedback form, if it is in paper.
+- Make Time card of 15 Minutes, 10 Minutes, 5 Minutes & Time is Up.
+
+One day before workshop
+--------------
+
+- Make sure Projectors are set up.
+- Make sure there are at least three wireless mics for questionnaire and two portable mics for the speaker(s).
+
+Note for future coordinators
+------------
+
+- Contact all the speakers for the day and run them through the drill.
+- Volunteers may step out for other sessions/meetup discussion. So make sure that there are enough volunteers in audis.
+- Direct interested participants to open space coordinator.
+- Keep a mini-display port to HDMI/VGA handy. If possible one for each audi.
+- Do NOT forget to collect all the Feedback Forms.
+
+The Drill
+----------
+
+- Speaker has to be present at the audi at least 10 minutes before the scheduled start time.
+- Time cards, 15 minutes, 10 minutes, 5 minutes, and Time is Up card are to be adhered.
+- If the speaker is unable to find/locate the Lead Speaker coordinator, (s)he can always locate the audi volunteers in the front row of the audi.
+
+
+Volunteers Responsibilities
+------------
+
+- Make contact with the Speaker at least 10 minutes before the start time.
+- Inform the Speaker that time sheet will be shown and that they have to adhere to it.
+- If there is any specific Talk/Workshop they would like to be in, they should inform the Speaker Coordinator in advance so that volunteers can be arranged for that duration.
+
+
+Post Conference Duties
+-------------------
+
+- If feedback forms are in papers, then it needs to be processed and then shared with the Volunteer Coordinator.
+

index.rst

@@ -8,7 +8,7 @@ PyCon India Handbook
 
 There have been five editions of PyCon India already, this handbook aims to capture all crucial activites that are requried for planning / organizing / executing the conference.
 
-Braodly this handbook will categorized in three sections :
+Broadly this handbook will categorized in three sections :
 
 * Pre-conference : Will list all tasks that need be taken care of before the confernece.
 * Conference-Day : Will list all tasks that need to be done on the conference days.