Drumbeat/events/Festival/planning

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Logistics

  • Barcelona logistics lead: Maria Solé
  • Venue & Accomodations: http://www.drumbeat.org/festival/logistics
  • Volunteer plan
  • Other logistics (program printing, food & beverage, registration, volunteers, etc): under development


Key Deadlines and Timeline

Weeks until Festival
Date
Deadline(s)

June 7
1st Save the Date Email

July 5
Early invitations out
16
July 15
Complete Festival planning wiki framework
15
July 23
Finalize Festival team: committees & job descriptions, schedule regular calls for core team and committees. Introductory call for top participant recruits.
12
Aug 4
Finalize 20-30% program "nodes" (lead people and compelling content). Launch Broad Call to "Design and submit a node" & Sneak Preview of confirmed program.
11
Aug 10
Sign venue contract(s)
9
Aug 25
Ideal web site launch (w/ registration, logistics, etc. full schedule still TBD).  Full registration opens.
7
Sept 8
Deadline for program idea submissions
5
Sept 29
Complete program ideas review, research, develop workshops/plenaries/events. Secondary web site launch deadline. Program content & other collateral sent to designer & posted online.
4
Oct 6
Firm & implement all logistics
3
Oct 13
Three weeks out. Hotel room cutoff date. All electricity, AV, catering requirements ID’ed
2
Oct 20
All travel booked.

Nov 3
FESTIVAL!!!

Detailed planning matrix linked below.  Not for the faint of heart! Contact Nathan for editing permision.

https://spreadsheets.google.com/pub?key=0AjxBFBy6_BKAdFdwWVVndmZoNm5OazlJd29QRWw4V0E&hl=en&output=html

Planning Notes

Communications

Need: earned media and social media leads/working groups, designers