Diff for "CytoRetreat2007Planning"

Differences between revisions 26 and 28 (spanning 2 versions)

Scenario

Finished issues per May 30 2007:

Organization team (todo make link to page)
Set dates
Arranged congress-rooms
Confirmed speakers (6 out of 8)
First draft of retreat site (http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php)
Budget
Draft announcements, posters, sponsor request letters (todo attach docs)
First sponsors (for sponsor checklist see: attachment:Potential_Sponsors.xls)

Milestone 1: First announcement-> FINISHED

Date: July 2 - 2007 (postponed from June 11 - 2007)

Issues to complete
Issue	Who	Check
Set up account	Annette,Guy (Louis)	Done
Send invoice to Janette Jones (Unilever HPC)	Piet	Louis is sending
Send invoice to Unilever SEAC	Guy/Piet	Louis is sending
Send invoice to Agilent	Annette/Piet	Louis is sending
Finish website	Piet	Done
Compile mail-lists	Piet/Annette/Guy	Done
Mail Benno and Andreas Beyer for mail-lists	Piet	Done
Prepare internal announcement AMC (yellow pages)	Piet	Done

Milestone 2: Second announcement; opening registration

Date: August 6 - 2007 (postponed from July 9/26 - 2007)

Issues to complete
Issue	Who	Check
Decide on congress fee -> return order to Gijs van den Broek	Piet/Guy	In progress; depends on ok board
Fill out form for registration site (send back to Vanessa de Groot)	Piet	Done
Ask someone for opening congress; Louise Gunnink; president AMC?	Piet/Rogier
Registration site complete (note: special diets, scholarship(?))	Piet/Gijs	In progress
Arrange welcome in Amsterdam City Hall	Piet	In progress; mail m.denhartog[at]atcb.nl
Include link to retreat site on other sites (suggestions Gary)
Brighten site with images (http://www.amsterdamimage.com/main.php)\|\|Piet
Include Google maps to site	Piet
Send invoice to NBIC	Piet
Send all sponsor letters	Piet
Pre-reserve hotel rooms(Rai Reservation Hotel link)	Monique	In progress
Add 'nice' hotel links	Monique/Piet
(Cancellation-)Insurances (?)
Arrange announcement posters for ISMB Vienna (Note: before July 20th)	Piet	Done
Finalize social program, make reservations
Reserve for conference dinner
Reserve for conference get-together
Spread posters over local institutes in Amsterdam	Piet
Arrange wireless facilities; wireless available in congress hall; hackaton rooms most likely by cable-router; awaiting mail of Marian Smeulers	Piet	In progress
Setup the demo/training session programme
Decide upon facilities for the demo/training session programme
Get speakers for demo/training session programme
Make appointments with all speakers, reserve flights, hotels (Todo: make checklist xls)	Piet; is this necessary?

Milestone 3: Last announcement

Date: September 24 - 2007

Issues to complete
Issue	Who	Check
Abstracts from speakers(?)
Mail check demo presenters about their presentation
Arrange guest-maps from Amsterdam	Piet
Arrange lunches for dev-team	Piet
Arrange someone to take care of technicalities during retreat	Piet
Arrange someone in charge of emergencies
Arrange someone to collect speakers from airport(?)
Check congress rooms / facilities	Piet
Provide posters / arrange announcement on CompLife2007	Piet

Milestone 4: Closing registration announcement

Date: October 15 - 2007

Issues to complete
Issue	Who	Check
Inform the AMC congress organization / catering about estimated attendance
Assemble a programme/abstract book(?); include plan AMC
Arrange chair etc

Milestone 5: Arrival organization

Date: November 3 - 2007

Issues to complete
Issue	Who	Check
Arrange welcoming notes in hotels (at least for speakers); include programme, maps, transport tickets
Copy program, abstract book (?)
Arrange direction signs

Milestone 6:Start retreat

Date: November 5 - 2007

Issues to complete
Issue	Who	Check
Print scenario for organization (incl phone-nrs etc)
Flowers in congress room

-  ← Revision 26 as of 2007-06-29 09:17:45 →
  Size: 4693
  Editor: PietMolenaar
  Comment:
+  ← Revision 28 as of 2007-07-19 13:42:42 →
  Size: 4929
  Editor: PietMolenaar
  Comment:
-Deletions are marked like this.
+Additions are marked like this.
 Line 12:
-'''''Milestone 1'': '''''First announcement''
+'''''Milestone 1'': '''''First announcement''-> FINISHED
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-||Send invoice to NBIC ||Piet || ||
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+Line 22:
-||Compile mail-lists ||Piet/Annette/Guy  || ||

||Mail Benno and Andreas Beyer for mail-lists ||Piet || ||

||Prepare internal announcement AMC (yellow pages) ||Piet || ||

||Spread posters over local institutes in Amsterdam ||Piet || ||
+||Compile mail-lists ||Piet/Annette/Guy  ||Done ||

||Mail Benno and Andreas Beyer for mail-lists ||Piet ||Done ||

||Prepare internal announcement AMC (yellow pages) ||Piet ||Done ||
-Line 31:
+Line 29:
-''Date'': __July 26 - 2007__ (postponed from July 9 - 2007)
+''Date'': __August 6 - 2007__ (postponed from July 9/26 - 2007)
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+Line 33:
-||Fill out form for registration site (send back to Vanessa de Groot) ||Piet ||Depends on former issue ||
+||Fill out form for registration site (send back to Vanessa de Groot) ||Piet ||Done ||
-Line 37:
+Line 35:
-||Registration site complete (note: special diets, scholarship(?)) ||Piet/Gijs || ||
+||Registration site complete (note: special diets, scholarship(?)) ||Piet/Gijs ||In progress ||
-Line 42:
+Line 40:
-||Send all sponsor letters || || ||

||Pre-reserve hotel rooms(Rai Reservation Hotel link) ||Monique || ||
+||Send invoice to NBIC ||Piet || ||

||Send all sponsor letters ||Piet || ||

||Pre-reserve hotel rooms(Rai Reservation Hotel link) ||Monique ||In progress ||

||Add 'nice' hotel links ||Monique/Piet || ||
 Line 45:
-||Arrange announcement posters for ISMB Vienna (Note: before July 20th)||Piet || ||
+||Arrange announcement posters for ISMB Vienna (Note: before July 20th)||Piet ||Done ||
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+||Spread posters over local institutes in Amsterdam ||Piet || ||
-Line 79:
+Line 80:
-||Assemble a programme/abstract book(?) || || ||
+||Assemble a programme/abstract book(?); include plan AMC || || ||
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+Line 90:
-||Arrange welcoming notes in hotels || || ||
+||Arrange welcoming notes in hotels (at least for speakers); include programme, maps, transport tickets || || ||
-Line 99:
+Line 100:
+||Print scenario for organization (incl phone-nrs etc) || || ||