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- Select date(s) and location of the event. See Location Considerations
- Coordinate these dates with planners@ to avoid schedule overlaps (at least six months between events)
- Going live
- Publish event website with event information a minimum of six months before the event date with the sponsorship prospectus
- Notify members@, commiters@ and all dev@ and users@ lists of an upcoming event.
- Note: There are special procedures for committers@ and dev/users@ addresses
Notify all PMCs that there is space available for project summits and see if they can provide curated content by deadline. Work from scarcity (i.e, "only four rooms available!") rather than making this appear to be a wide-open venue into which people can wander later.
- Execute Marketing Plan
- Recruit/Identify Track Chairs
- Call for Presentations
- Talk Selection
- Schedule announcement
Educational outreach
- Identify local universities
- Reach out to Computer Science or Information Systems department
- Make posters and offer a free ticket in exchange for printing, posting them up
- User group outreach
- Identify local usergroups/meetups
- Offer reg code for these groups
- Get local contact to attend meetups and promote the event
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