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RSECon2020 by Mind Map: RSECon2020

1. February

1.1. 3 Feb

1.1.1. Committee Meeting

1.1.2. Discuss provision themes and programme structure

1.2. 17 Feb

1.2.1. Committee Meeting

1.2.2. Decide poster prize categories

1.2.3. Decide themes and tagline

1.2.4. Agree programme structure

2. March

2.1. 2 March

2.1.1. Draft calls for participation prepared

2.2. 16 March

2.2.1. Committee Meeting

2.2.2. Agree final calls for participation

2.2.3. Define selection process for programme

2.3. 17 March

2.3.1. Call for participation opens

2.3.2. Travel bursary applications opens

2.4. 30 March

2.4.1. Committee Meeting

2.4.2. Draft call/policy for programme reviewers

2.4.3. Discuss after-dinner speakers

3. April

3.1. 1 April

3.1.1. Open call for programme reviewers

3.2. Easter break

3.2.1. 10 April: Good Friday

3.2.2. 13 April: Easter Monday

3.3. 15th or 16th or 17th April - tbc

3.3.1. Committee Meeting

3.3.1.1. Review number of all submission types

3.4. 27 April

3.4.1. Committee Meeting

3.4.1.1. Review number of all submission types

4. May

4.1. 10 May

4.1.1. Call for participation CLOSES

4.1.2. Call for Programme reviewers CLOSES

4.1.3. Travel bursary applications CLOSES

4.2. 11 May

4.2.1. Committee meeting

4.2.2. Review number of all submission types

4.2.3. Diversity Chair anonymises the submissions and sends to Programme team if needed?

4.2.4. Programme team invite reviewers to EasyChair to review anonymised submissions

4.2.5. Finalise volunteer numbers/roles

4.3. 12 May

4.3.1. Call for volunteers opens

4.4. 18th -22nd May

4.4.1. Programme Committee create their draft programme and enter into programme app

4.4.2. All review to be completed in this week

4.5. 26 May

4.5.1. Committee Meeting

4.5.1.1. Review draft programme

4.5.1.1.1. Finalise the programme and presenters

4.5.1.1.2. Go/no-go for final programme

4.5.1.2. Conference keynotes confirmed

4.5.1.3. RSE Worldwide speakers

4.5.1.4. After dinner speaker

4.5.1.5. Decisions on bursaries

4.5.1.6. Finalise list of invited speakers

4.5.1.7. Finalise poster location, session timings and format; and selection criteria for prizewinners, prizes and prize giving

4.6. 25 May - 29 May

4.6.1. Notify submitters. Add Presenters to programme app.

4.6.2. Sponsors to have notified us whether taking a workshop or talk by this date

4.7. 31 May

4.7.1. Inform Bursary applicants

4.7.2. Call for volunteers CLOSES

5. June

5.1. 1st June

5.1.1. Programme complete and published on programme app

5.1.2. Registration opens

5.1.3. Start designing t shirts, lanyards, name badges, stickers etc

5.2. By the 5th June

5.2.1. Final decisions taken on volunteer applications

5.3. 8 June

5.3.1. Committee Meeting

5.3.2. Info sent to presenters

5.3.3. Presenters start to upload bio and picture to app

5.4. by 12th June

5.4.1. All volunteer applicants notified

5.5. 22 June

5.5.1. Committee meeting

5.5.2. Timings, tech, mentors etc.

6. July

6.1. 6 July

6.1.1. Committee Meeting

6.2. 13 July

6.2.1. Committee meeting

6.2.2. Volunteer session selection complete

6.3. 20 July

6.3.1. Committee meeting

6.3.2. "Call" for mentors for presenters

6.3.3. Registration closes

6.4. 21st July

6.4.1. Order t-shirts, lanyards, name badges stickers etc

6.5. 27th July

6.5.1. Committee Meeting

6.5.2. Final date to confirm final numbers to venue

6.5.3. All presenters' technical requirements submitted

6.5.4. Finalise poster prizes

7. August

7.1. 3 August

7.1.1. Committee meeting

7.2. 10 August

7.2.1. Committee meeting

7.2.2. Confirm all virtual machines uploaded

7.2.3. Confirm all Jupyter notebooks uploaded

7.3. 17 August

7.3.1. Committee meeting

7.3.2. Send schedule to volunteers

7.3.3. Final date to confirm to the venue: final room and delegate list, dietary and drink requirements, stage structure, electrical equipment provision, any AV requirements, proof of PAT testing for any electrical equipment, furniture & seating plans, provide a copy of the Societys Health and Safety policy, method statement of work, risk assessment, risk assessments for each exhibitor, entertainers risk assessment with public liaibility proof, Speak request form completed and returned for every speaker,

7.4. 24 August

7.4.1. Committee meeting

7.4.2. Confirm all slides uploaded

7.4.3. Confirm all posters uploaded

7.5. 26 August

7.5.1. Final check of all uploaded materials

7.5.2. Volunteer video-call

8. September

8.1. Date tbc September

8.1.1. Committee meeting

8.2. 7 September

8.2.1. Committee and volunteers assemble!

8.2.1.1. Final tasks, Registation set up,

8.2.1.2. Pre-conference evening event

8.3. CONFERENCE! 8th - 10th September