From b85f6b8c6d562abd032a5f7edff4dcc3bf0f4b49 Mon Sep 17 00:00:00 2001 From: tkunkyab Date: Mon, 1 Feb 2016 23:50:05 +0530 Subject: [PATCH 1/4] typo at line 11 --- index.rst | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/index.rst b/index.rst index 87aafa3..3b49cba 100644 --- a/index.rst +++ b/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. From 81a08d093ab2eb1b26014d4134a7b19d3a32c34f Mon Sep 17 00:00:00 2001 From: tkunkyab Date: Tue, 2 Feb 2016 00:34:04 +0530 Subject: [PATCH 2/4] Added Speaker-Coordination guideline --- Readme.md | 1 + guidelines/speaker-coordination.rst | 71 +++++++++++++++++++++++++++++ 2 files changed, 72 insertions(+) create mode 100644 guidelines/speaker-coordination.rst diff --git a/Readme.md b/Readme.md index 62ac75a..e6f5f4b 100644 --- a/Readme.md +++ b/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) \ No newline at end of file diff --git a/guidelines/speaker-coordination.rst b/guidelines/speaker-coordination.rst new file mode 100644 index 0000000..c151539 --- /dev/null +++ b/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. +- The additional requisite can contain steps to install packages xyz, etc. +- 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. + +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 & Times 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. +- First day of Talk, do note that DgpLUG team will have a meeting around 11:30 am. So make sure that there are enough volunteers in audis. +- Allow participants to register for open space via mobile app. +- 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 Times 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. + From 9246a05ef5db788ced5cfcd20264be4ecbc529cb Mon Sep 17 00:00:00 2001 From: tkunkyab Date: Tue, 2 Feb 2016 01:00:16 +0530 Subject: [PATCH 3/4] fixed grammar & sentences --- guidelines/speaker-coordination.rst | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/guidelines/speaker-coordination.rst b/guidelines/speaker-coordination.rst index c151539..a1a4e08 100644 --- a/guidelines/speaker-coordination.rst +++ b/guidelines/speaker-coordination.rst @@ -31,7 +31,7 @@ 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 & Times Up. +- Make Time card of 15 Minutes, 10 Minutes, 5 Minutes & Time is Up. One day before workshop -------------- @@ -43,8 +43,8 @@ Note for future coordinators ------------ - Contact all the speakers for the day and run them through the drill. -- First day of Talk, do note that DgpLUG team will have a meeting around 11:30 am. So make sure that there are enough volunteers in audis. -- Allow participants to register for open space via mobile app. +- 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. @@ -52,7 +52,7 @@ 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 Times Up card are to be adhered. +- 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. From 631a2e8f4fed36710f07b38f58b2af2723233b5e Mon Sep 17 00:00:00 2001 From: tkunkyab Date: Fri, 5 Feb 2016 08:22:45 +0530 Subject: [PATCH 4/4] extra points added --- guidelines/speaker-coordination.rst | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/guidelines/speaker-coordination.rst b/guidelines/speaker-coordination.rst index a1a4e08..31a2560 100644 --- a/guidelines/speaker-coordination.rst +++ b/guidelines/speaker-coordination.rst @@ -18,13 +18,13 @@ 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. -- The additional requisite can contain steps to install packages xyz, etc. +- 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. +- 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 ----------------