Diff for "CytoRetreat2007Planning"

Differences between revisions 26 and 37 (spanning 11 versions)

Scenario

See for passed milestones below: [#Passed Milestones]

Docs

Sponsor checklist: attachment:Potential_Sponsors.xls
Testsite: http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php

Milestone 2: Second announcement; opening registration

Date: August 13 - 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	Done; have Rogier sign
Fill out form for registration site (send back to Vanessa de Groot) attachment:RegistrationCommentsForm.doc	Piet	Done
Registration site complete (note: special diets(?))	Piet/Gijs	In progress
Add to site: things todo links; amsterdam pass; restaurant suggestions	Piet
Create/send opening registration pdf	Piet
Ask someone for opening congress; Louise Gunnink; president AMC?	Piet/Rogier
Ask Trey as Master of Ceremony	Guy
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, University Hospitals)
Create presskit on retreat	Annette
Include link to newssites: Bioinform/Genomeweb (depends on presskit)	Annette
Brighten site with images (http://www.amsterdamimage.com/main.php)\|\|Piet
Include Google maps to site	Piet
Send invoice to NBIC	Piet
Resumes on speakers for site/announcement pdf	Guy
Check invoices sent to Unilever/Agilent	Annette
Send all sponsor letters	Piet
Pre-reserve hotel rooms at the Doelen	Piet
Pre-reserve hotel rooms(Rai Reservation Hotel link) for last-minute deciders	Monique	In progress
Add 'nice'/cheap hotel links	Monique/Piet
Arrange announcement posters for ISMB Vienna (Note: before July 20th)	Piet	Done
Finalize social program	All	Done
Spread posters over local institutes in Amsterdam	Piet
Arrange wireless facilities; wireless available in students hall ; hackaton rooms most likely by cable-router; awaiting mail of Marian Smeulers	Piet	In progress
Check wireless in congress hall (phone Ad: 8158805)	Piet	In progress
Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey	Piet
Decide upon facilities for the demo/training session programme
Get speakers for demo/training session programme	Guy	Done: Guy, Andrew, Yvette(?)

Milestone 3: Third announcement; program complete

Date: September 12 - 2007

Issues to complete
Issue	Who	Check
Titles/Abstracts from speakers	Guy
Approach plugin developers for presentation ([#Probable Plugin Demos])	Piet
Provide posters / arrange announcement on CompLife2007	Piet
Reserve for conference dinner	Monique
Reserve for boat-trip (and catering)	Monique
Find gifts for speakers developers (Mug, shirt, jenever, )	Piet/Monique
Find abstract/paper document case for attendees	Piet/Monique

Milestone 4: Last announcement

Date: September 26 - 2007

Issues to complete
Issue	Who	Check
Create speaker pack	Guy
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
Get reprints of Nature protocols paper (to hand out in Attendee package)	Annette(?)
Order gifts for speakers developers	Piet
Order abstract/paper document case for attendees	Piet
Approach journalists of science pages of dutch newspapers	Piet

Milestone 5: One month to D-day

Date: October 5 - 2007

Issues to complete
Issue	Who	Check
Assemble a programme/abstract book(?); include plan AMC
Check demo presenters about their presentation	Guy
Check plugin presenters about their presentation	Piet

Milestone 6: Closing registration announcement

Date: October 15 - 2007

Issues to complete
Issue	Who	Check
Inform the AMC congress organization / catering about estimated attendance

Milestone 7: 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 8:Start retreat

Date: November 5 - 2007

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

[Probable Plugin Demos]

Matthias Reimann
Cabin
Agilent (Literature search)
Hyperedge (Michael Creech?)
Gaggle (Sarah Killcoyne)
Golorize (Tero)
Pesca
Pathblast (Trey)

[Passed Milestones]

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

-  ← Revision 26 as of 2007-06-29 09:17:45 →
  Size: 4693
  Editor: PietMolenaar
  Comment:
+  ← Revision 37 as of 2007-08-02 11:49:25 →
  Size: 6941
  Editor: PietMolenaar
  Comment:
-Deletions are marked like this.
+Additions are marked like this.
 Line 2:
+See for passed milestones below: [#Passed Milestones]

==== Docs ====

 *Sponsor checklist: attachment:Potential_Sponsors.xls

 *Testsite: http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php



'''''Milestone 2'': ''''' Second announcement; opening registration ''



''Date'': __August 13 - 2007__ (postponed from July 9/26 - 2007)

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Decide on congress fee -> return order to Gijs van den Broek ||Piet/Guy ||Done; have Rogier sign ||

||Fill out form for registration site (send back to Vanessa de Groot) attachment:RegistrationCommentsForm.doc||Piet ||Done ||

||Registration site complete (note: special diets(?)) ||Piet/Gijs ||In progress ||

||Add to site: things todo links; amsterdam pass; restaurant suggestions ||Piet || ||

||Create/send opening registration pdf ||Piet || ||

||Ask someone for opening congress; Louise Gunnink; president AMC?||Piet/Rogier || ||

||Ask Trey as Master of Ceremony||Guy || ||

||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, University Hospitals)|| || ||

||Create presskit on retreat||Annette || ||

||Include link to newssites: Bioinform/Genomeweb (depends on presskit)||Annette || ||

||Brighten site with images (http://www.amsterdamimage.com/main.php)||Piet || ||

||Include Google maps to site ||Piet || ||

||Send invoice to NBIC ||Piet || ||

||Resumes on speakers for site/announcement pdf||Guy || ||

||Check invoices sent to Unilever/Agilent ||Annette || ||

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

||Pre-reserve hotel rooms at the Doelen ||Piet || ||

||Pre-reserve hotel rooms(Rai Reservation Hotel link) for last-minute deciders ||Monique ||In progress ||

||Add 'nice'/cheap hotel links ||Monique/Piet || ||

||Arrange announcement posters for ISMB Vienna (Note: before July 20th)||Piet ||Done ||

||Finalize social program||All ||Done ||

||Spread posters over local institutes in Amsterdam ||Piet || ||

||Arrange wireless facilities; wireless available in students hall ; hackaton rooms most likely by cable-router; awaiting mail of Marian Smeulers ||Piet ||In progress ||

||Check wireless in congress hall (phone Ad: 8158805)||Piet ||In progress ||

||Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey ||Piet || ||

||Decide upon facilities for the demo/training session programme || || ||

||Get speakers for demo/training session programme ||Guy ||Done: Guy, Andrew, Yvette(?) ||





'''''Milestone 3'': '''''Third announcement; program complete''



''Date'': __September 12 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Titles/Abstracts from speakers ||Guy || ||

||Approach plugin developers for presentation ([#Probable Plugin Demos]) ||Piet || ||

||Provide posters / arrange announcement on CompLife2007  ||Piet || ||

||Reserve for conference dinner ||Monique || ||

||Reserve for boat-trip (and catering) ||Monique || ||

||Find gifts for speakers developers (Mug, shirt, jenever, )||Piet/Monique || ||

||Find abstract/paper document case for attendees ||Piet/Monique || ||





'''''Milestone 4'': '''''Last announcement''



''Date'': __September 26 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Create speaker pack||Guy|| ||

||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 || ||

||Get reprints of Nature protocols paper (to hand out in Attendee package) ||Annette(?) || ||

||Order gifts for speakers developers ||Piet || ||

||Order abstract/paper document case for attendees ||Piet || ||

||Approach journalists of science pages of dutch newspapers||Piet || ||





'''''Milestone 5'': '''''One month to D-day''



''Date'': __October 5 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Assemble a programme/abstract book(?); include plan AMC || || ||

||Check demo presenters about their presentation ||Guy || ||

||Check plugin presenters about their presentation ||Piet || ||

|| || || ||





'''''Milestone 6'': '''''Closing registration announcement''



''Date'': __October 15 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Inform the AMC congress organization / catering about estimated attendance || || ||

|| || || ||





'''''Milestone 7'': '''''Arrival organization''



''Date'': __November 3 - 2007__

||||||<style="text-align: center;">'''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 8'':'''''Start retreat''



''Date'': __November 5 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Print scenario for organization (incl phone-nrs etc) || || ||

||Flowers in congress room || || ||



----

[Probable Plugin Demos] 



 * Matthias Reimann

 * Cabin

 * Agilent (Literature search)

 * Hyperedge (Michael Creech?)

 * Gaggle (Sarah Killcoyne)

 * Golorize (Tero)

 * Pesca

 * Pathblast (Trey)



----

[Passed Milestones]
-Line 12:
+Line 137:
-'''''Milestone 1'': '''''First announcement''
+'''''Milestone 1'': '''''First announcement''-> FINISHED
-Line 21:
+Line 146:
-||Send invoice to NBIC ||Piet || ||
-Line 23:
+Line 147:
-||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 || ||





'''''Milestone 2'': ''''' Second announcement; opening registration ''



''Date'': __July 26 - 2007__ (postponed from July 9 - 2007)

||||||<style="text-align: center;">'''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 ||Depends on former issue ||

||Ask someone for opening congress; Louise Gunnink; president AMC?||Piet/Rogier || ||

||Registration site complete (note: special diets, scholarship(?)) ||Piet/Gijs || ||

||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 all sponsor letters || || ||

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

||(Cancellation-)Insurances (?) || || ||

||Arrange announcement posters for ISMB Vienna (Note: before July 20th)||Piet || ||

||Finalize social program, make reservations || || ||

||Reserve for conference dinner || || ||

||Reserve for conference get-together || || ||

||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__

||||||<style="text-align: center;">'''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__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Inform the AMC congress organization / catering about estimated attendance || || ||

||Assemble a programme/abstract book(?) || || ||

||Arrange chair etc || || ||

|| || || ||





'''''Milestone 5'': '''''Arrival organization''



''Date'': __November 3 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Arrange welcoming notes in hotels || || ||

||Copy program, abstract book (?) || || ||

||Arrange direction signs || || ||





'''''Milestone 6'':'''''Start retreat''



''Date'': __November 5 - 2007__

||||||<style="text-align: center;">'''Issues to complete''' ||

||'''Issue''' ||'''Who''' ||'''Check''' ||

||Flowers in congress room || || ||
+||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 ||