KohaCon10 Plan

=== KohaCon 2010 Plan ===
The conference is being organised by Chris Cormack with Russel Garlick and other volunteers performing the operational functions. 
This page is a complete work in progress and the purpose of which is to indicate how the conference will be run and give people an idea of what we need help with
===== Note $ = NZD =====
To keep things simple, when we talk about $ with regard to KohaCon10 we mean New Zealand Dollars. 
=== To Do List ===
* Appoint programme development committee
* Find/appoint a social convenor for Sun/Tue-Sat optional/informal events
* Website content - we need: 
** Accommodation - need some deals with lower price/budget accommodation (e.g Backpackers) - There are numerous in Wellington need to get some advice on which ones are the best. 
** Travel from notes for these regions (advice on best way to get to Wellington) 
*** USA (out of LAX or SFO)
*** Europe
*** Australia
* Multimedia
** Confirm projector from Catalyst
** Source mic (pref radio) and speakers
** Video recording and encoding of event (approach R2)
=== Budget ===
Target is to raise 10k. At a minimum we need 6k. 
==== Minimum would cover ====
* Venue hire
* Incidentals - printing, name badges
==== Target would cover ====
Minimum plus:
* Coffee vendor on site
* Full A/V - Mulitmedia coverage
== Things we don't have and would rather not pay for ==
* Audio equipment - mic, speaker sound desk. (Prefer radio mic)
=== Programme Outline ===
===== Sunday =====
Informal/pay for yourself get together at curry house or location such as SouthernCross. Need to work in with those doing the road trip from Auckland. 
===== Monday =====
==== Day time ====
First day of the conference - Key note etc. 
Programme subcommittee to advise
==== Evening == 
Social event (pseudo Conference dinner). Along the lines of a traditional Kiwi BBQ at a location TBC (we have a couple lined up but not confirmed). 
Pay for a cheap meal ($15 range) with cash bar operating)
===== Tuesday =====
==== Day ====
Conference. Has been talk about incorporating an open session at the end of this day for those new or wanting to find out about Koha. 
==== Evening == 
Optional informal get together to be organised by the social convenor. 
===== Wednesday =====
==== Day ====
Conference. 
==== Evening == 
Optional informal get together to be organised by the social convener. 
===== Thursday =====
==== Day ====
Hackfest. 
==== Evening == 
Optional informal get together to be organised by the social convener.
=== Programme Development ===
This is to be confirmed by this committee but the proposed deadlines are
* mid/end July - deadline for proposals
* end August - confirm programme
We want to give plenty of time for speakers to be able to arrange travel to NZ (if required). 
Propose that there is a subcommittee for reviewing papers and applications to present. This committee would review all applications and then provide feedback to Chris/Russel on what papers should be included in the proposal. 
The subcommittee would be responsible for 
* setting the theme of the conference (if one is desired)
* agreeing on timeframes for paper submission
* a time frame for review of papers
* agreeing on which paper/presenters they would like to see
* suggesting an order. 
The operations team will then handle the acutal coordination with the presenters in terms of assigning time slots, sorting out slides, etc. 
=== Conference Logo and Design ===
This will be covered by Catalyst Graphic Design team 
* Logo and Site theme
* Name badges, presentation background etc. 
* T-Shirt and other consumables (to be made available via a Cafepress shop - any markup to go towards funding conference and left overs to go to HLT for Koha Organisation)
** Can I recommend we do some research to find a more affordable site. I'd pay $20 for a t-shirt if I knew 1/2 was going to the conference or the foundation - but as it is CafePress charges something like $20 without any markup :( --nce
Category:KohaCon10