JSHeroes 2017

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JSHeroes 2017 by Mind Map: JSHeroes 2017

1. Budget

1.1. Income

1.1.1. Tickets

1.1.2. Sponsorships

1.1.2.1. Official sponsors

1.1.2.2. Implicit sponsors

1.1.2.2.1. Companies where our Speakers work, that supported their travel and accommodation costs

1.1.3. Pro Bono work of the organizing team

1.1.4. Fundraising activities

1.2. Outcome

1.2.1. Venue

1.2.2. Lunch and Coffee breaks

1.2.3. Speakers

1.2.3.1. Travel

1.2.3.2. Accomodation

1.2.3.3. Food

1.2.4. Promo

1.2.4.1. online

1.2.4.1.1. Facebook ads and boosted posts

1.2.4.2. offline

1.2.4.2.1. prints

1.2.4.2.2. lanyrds

1.2.4.2.3. t-shirts

1.2.4.2.4. cups

1.2.4.2.5. instaframe

1.2.4.2.6. volumetric letters

1.2.4.3. Foto & Video services

1.2.5. Fees

1.2.5.1. PayPal

1.2.5.2. Ti.to

1.2.5.3. Bank

1.2.5.4. accountant

1.2.5.5. Sli.do

1.2.6. Local mobility costs

2. People (the most important categories of Stakeholders)

2.1. Communities

2.1.1. Contact and communication through

2.1.1.1. Meetup

2.1.1.2. Facebook

2.1.1.3. Twitter

2.1.1.4. Linkedin

2.1.2. Follow-up with each contacted community, post event

2.1.3. Add the logos of helpful communities, on the Conference website

2.2. Sponsors

2.2.1. Call for Sponsors

2.2.1.1. email

2.2.1.2. networking

2.2.2. Sponsorship package (brochure)

2.2.2.1. Single sponsorship offer

2.2.2.1.1. Checklist

2.2.2.2. Thank you sponsors

2.2.2.2.1. before

2.2.2.2.2. after

2.3. Partners

2.4. Organising Team

2.4.1. Communication with Speakers

2.4.2. Invoicing and bank transfers

2.4.3. Financial overview | Budget keeper

2.4.4. Accounting

2.4.5. Travel for speakers

2.4.6. Sponsorships & partnerships

2.4.7. Marketing and Community partnerships

2.4.8. Communications and linking all information

2.4.9. Design

2.4.10. Website development & constant updating

2.4.11. Photos & Videos

2.4.12. Volunteers management

2.4.13. Venue, food

2.4.14. The manager

2.4.15. The overall leader

2.5. Volunteers

2.5.1. Call for Volunteers

2.5.2. Tasks

2.5.2.1. Take care of projecting the "thank you sponsors" image during the breaks

2.5.2.2. Music during the coffee breaks

2.5.2.3. Help the photo&video crew

2.5.2.4. Registration

2.5.2.5. Take care of the Community Area (Technical corners and the Community corner)

2.5.2.6. Take care of the merchandise corner & giveaways corner

2.5.2.7. In charge of the coffee breaks - make sure there is enough coffee, water

2.5.2.8. Time-tracking for speakers - during the talks

2.5.3. Thank you volunteers: message, cups, T-Shirts

2.6. Speakers

2.6.1. Selection

2.6.1.1. Call for Speakers

2.6.1.2. Invitations

2.6.1.2.1. through our own networking

2.6.1.2.2. through our (already confirmed) speakers' networking

2.6.1.2.3. Twitter

2.6.1.2.4. other community conferences evangelists and organisers

2.6.2. Checklist

2.6.2.1. Talk submitted in the Call for Papers form

2.6.2.2. Confirmation email sent

2.6.2.3. Is their partner joining them?

2.6.2.4. Could their company sponsor their trip to JSHeroes?

2.6.2.5. Speaker spotlight on

2.6.2.5.1. Website

2.6.2.5.2. Social Media

2.6.2.6. Find out Travel details

2.6.2.7. Find travel options, confirm with speakers, book travel

2.6.2.8. Prepare paperwork for their visa, if needed

2.6.2.9. Book the accomodation

2.6.2.10. Get a preview / teaser for their talk - as a video, to help promote the conference

2.6.2.11. Any food restrictions?

2.6.2.12. Any time restrictions for their talk? (criteria: personal, flights)

2.6.2.13. If possible, get their presentations before making the agenda

2.6.2.14. Create agenda, send draft, get confirmations that the timing is good for each talk, then publish

2.6.2.15. Are they joining a technical corner during the breaks?

2.6.2.16. Create a communication group on Slack/Twitter

2.6.2.17. Do they need something in particular? eg. a SIM for Internet

2.6.2.18. Follow-up ;)

2.7. Participants

2.7.1. confirmation for the ticket bought } email

2.7.2. teaser / general info } newsletter

2.7.3. pre-event info } newsletter

2.7.4. thank you } email

2.7.5. uploaded photos & talk videos } email

3. Agenda

3.1. "Meet the Heroes:" Meetup, Day 0

3.2. Conference schedule, Day 1 and Day 2

3.2.1. Talks

3.2.2. Breaks

3.2.2.1. Lunch

3.2.2.2. Coffee and Pastries

3.2.3. Community Area

3.2.3.1. Angular Corner

3.2.3.2. React Corner

3.2.3.3. Node Corner

3.2.3.4. Community Corner

3.2.3.4.1. including the conference merchandise

3.2.4. Sponsors Giveaways

3.3. Speakers' Dinner, Day 1

3.3.1. location

3.3.2. menu, food restrictions

3.4. Party, Day 2

3.4.1. location

3.4.2. free entry vouchers

3.5. Visit Romania - Trip with the Speakers, Day3

3.5.1. plan A for a sunny day

3.5.2. plan B for a rainy day

4. NGO

4.1. NGO opening / registration

4.2. Accountant

4.3. Bank Account

5. Tickets

5.1. The Early Bird Ticket, 99 euros

5.2. The Reasonably Early Bird Ticket, 109 euros

5.3. The Late Bird Ticket, 139 euros

5.4. The Regular Conference Ticket, 169 euros

5.5. The Diversity Support Ticket, 198 euros

5.5.1. Pays for 2 Early Bird Tickets: one for the buyer and another for a JS enthusiast who couldn't afford the ticket, selected via our Diversity Tickets application

5.6. Diversity Tickets, 0 euros

5.6.1. for 3 JS enthusiasts who couldn't afford the ticket, selected via our Diversity Tickets application

5.7. Discounted Tickets 20% Off

5.7.1. for Communities other than Cluj

5.7.2. for Partners

5.8. Invitations

5.8.1. for Sponsors

5.8.2. for Partners

5.9. Special offers

5.9.1. for Sponsors: all tickets bought for The Early Bird Ticket price, 99 euros

5.10. ..

5.11. ticket bought

5.11.1. through Ti.to

5.11.1.1. do they need an invoice?

5.11.2. through Invoice

6. Venue

6.1. Organise the space

6.1.1. Conference Room

6.1.2. Entrance

6.1.2.1. Community Area

6.1.2.1.1. Node Corner

6.1.2.1.2. Angular Corner

6.1.2.1.3. React Corner

6.1.2.1.4. Community Corner

6.1.2.2. Giveaways Corner

6.1.2.3. Registration

6.1.2.4. Instaframe

6.1.2.5. Coffee and pastries space

6.1.2.6. Icecream space

6.2. Food

6.2.1. also for vegetarians and vegans

6.3. Details

6.3.1. To check:

6.3.1.1. the Sli.do account

6.3.1.2. create music playlists

6.3.2. To bring or to have:

6.3.2.1. microphone

6.3.2.2. headset

6.3.2.3. projectors

6.3.2.4. extra seats (+10%)

6.3.2.5. stage for speakers

6.3.2.6. all kinds of cables for projecting from any laptop

6.3.2.7. music playlist for the coffee breaks

6.3.2.7.1. including Romanian music

6.3.2.8. stage for the video crew, in the back of the room

6.3.2.9. speakers

6.3.2.10. electricity cables

6.3.2.11. beanbags

6.3.2.12. all the conference promo stuff

6.3.2.13. all the sponsors' promo stuff

7. Communication

7.1. Create concept / State of Mind: "Open-Source Community Event", purely technical

7.1.1. Communication Channels

7.1.1.1. Emails

7.1.1.1.1. Participants

7.1.1.1.2. others :)

7.1.1.2. Labels and channels review

7.1.1.2.1. naming

7.1.1.2.2. usernames

7.1.1.2.3. hashtags

7.1.1.2.4. emails

7.1.1.3. Cloud for information storage

7.1.1.3.1. all visuals

7.1.1.3.2. all checklists

7.1.1.3.3. all templates

7.1.1.3.4. all meeting notes and tasks

7.1.1.4. Other Channels

7.1.1.4.1. Social Media

7.1.1.4.2. GitHub

7.1.1.4.3. YouTube

7.1.1.4.4. Medium

7.1.1.4.5. MeetUp

7.1.1.5. Email notifications

7.1.1.6. Official Website

7.1.1.6.1. Conference info

7.1.1.6.2. Tickets

7.1.1.7. Other tech events websites

7.1.1.7.1. the tickets admin website (Ti.to)

7.1.1.7.2. Tech events worldwide

7.1.1.7.3. JS events worldwide

7.1.1.7.4. Local events

7.1.1.7.5. GitHub lists of JS conferences

7.1.1.7.6. Medium articles about JS conferences

7.1.1.7.7. DiversityTickets.org

7.1.1.8. our Partners and our Sponsors

7.1.1.8.1. Their social media

7.1.1.8.2. Their Newsletters

7.1.1.8.3. Their teams/people

7.1.1.9. Our network

7.1.1.9.1. Our Community

7.1.1.9.2. Other Communities | our "Ambassadors"

7.1.1.9.3. Our Conference Speakers

7.1.1.9.4. Our Colleagues

7.1.1.9.5. Our Former Colleagues :)

7.1.1.9.6. Some of our (Work) Clients

7.1.1.9.7. Other speakers we met at different events

7.1.1.9.8. Other similar event organisers

7.1.1.9.9. Each of us

7.1.1.9.10. And our families and friends :)

7.1.1.10. The network we create now

7.1.1.10.1. New Communities | our "Ambassadors"

7.1.1.10.2. Sponsors, partners

7.1.1.10.3. Our participants

7.1.1.10.4. The network of our network

7.1.1.11. Evangelists

7.1.1.11.1. JS evangelists

7.1.1.11.2. Community evangelists

7.1.1.12. Other conferences

7.1.1.12.1. CodeCamp

7.1.1.12.2. DevTalks

7.1.1.12.3. JSConf family of events - website

7.1.1.13. Online Publications

7.1.1.13.1. Smashing Magazine

7.1.1.13.2. JS News pages/ JS fan pages/ JS dailies, JS digests

7.1.2. Communication Content

7.1.2.1. Designer Visuals list

7.1.2.1.1. Logo JSHeroes

7.1.2.1.2. Online

7.1.2.1.3. Print

7.1.2.2. Storytelling / HTML / text / "Copy" for:

7.1.2.2.1. Website info

7.1.2.2.2. Social Media posts about:

7.1.2.3. Articles

7.1.2.4. Photos & Videos

7.1.2.4.1. videos

7.1.2.4.2. photos

7.1.2.5. Music

7.1.2.5.1. playlist for Coffee Breaks

7.1.2.5.2. songs for the Intro + Aftermovie

7.1.2.6. designing the Conference venue feng-shui

7.1.3. Pay attention to & Set up

7.1.3.1. Website

7.1.3.1.1. Ongoing development and updating

7.1.3.1.2. SEO

7.1.3.1.3. Google Analytics

7.1.3.1.4. How the website link loads on social media - according to each milestone/news

7.1.3.1.5. Website load time

7.1.3.1.6. Server response time

7.1.3.1.7. Website responsiveness on different devices

7.1.3.1.8. Cross-browser optimisation

7.1.3.1.9. simple design and beautiful User Experience

7.1.3.2. Google Ad Words

7.1.3.3. Social Media

7.1.3.3.1. Pages/ group settings

8. Tools

8.1. Tickets

8.1.1. Ti.to

8.1.2. we also tried (and dropped) EventBrite

8.2. Q&A during the event

8.2.1. Sli.do

8.3. Notifications during event

8.3.1. Onyx Beacons

8.4. Social media

8.4.1. Facebook page

8.4.2. Twitter

8.4.3. Linkedin

8.5. Facebook group

8.6. YouTube

8.7. Medium

8.8. GitHub

8.9. Slack

8.9.1. internal communication channels for:

8.9.1.1. admins

8.9.1.2. emergencies

8.9.1.3. social

8.9.1.4. website

8.9.1.5. sponsorships

8.9.1.6. our micromoments :)

8.10. Gmail

8.11. gDrive, Dropbox

8.12. Mindmeister

8.13. Moqups

8.14. Meetup

8.15. phone

8.16. MailChimp

8.17. Lanyrd (through proxy, since they don't allow access from Romania...)

8.18. Excel spreadsheets

8.19. Trello (tried it, dropped it)

8.20. Photoshop

8.21. Sketch

8.22. Illustrator

8.23. gForms

8.24. Doodle

8.25. DiversityTickets.org

8.26. Flickr