Diff for "CytoRetreat2007Planning"

Differences between revisions 26 and 45 (spanning 19 versions)

Scenario

See for passed milestones below: #Passed Milestones

Docs

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

Milestone 3: Third announcement; program complete

Date: October 1 - 2007 postponed from September 12

Issues to complete
Issue	Who	Check
Draft a programme/abstract book include plan AMC	Piet
Resumes on speakers for site/announcement pdf	Guy	In progress
Add to site: things todo links; amsterdam pass; restaurant suggestions	Piet
Add 'nice'/cheap hotel links	Monique/Piet	In progress
Include link to retreat site on other sites (suggestions Gary, University Hospitals)
Titles/Abstracts from speakers	Guy	Letters sent ?
Approach plugin developers for presentation (#Probable Plugin Demos)	Piet	Done
Provide posters / arrange announcement on CompLife2007	Piet
Reserve for conference dinner	Monique	In progress
Reserve for boat-trip (and catering)	Monique	In progress
Find gifts for speakers developers (Mug, shirt, jenever, )	Piet/Monique	In progress
Find abstract/paper document case for attendees	Piet/Monique	Done
Ask someone for opening congress; Louise Gunnink; president AMC?	Piet/Rogier
Arrange welcome in Amsterdam City Hall	Piet	Skipped
Create presskit on retreat	Annette	In progress: Cytoscape QandA
Include link to newssites: Bioinform/Genomeweb (depends on presskit)	Annette
Brighten site with images (http://www.amsterdamimage.com/main.php)\|\|Piet
Create program poster	Piet/Eelco	In progress; depends on speaker titles
List Dutch institutes; spread posters	Piet
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	Mike	After pre-retreat meeting
Decide upon facilities for the demo/training session programme
Send invoice to NBIC	Piet
Send additional sponsor letters to dutch organizations	Piet	Skipped

Milestone 4: One month till D-Day

Date: October 5 - 2007

Issues to complete
Issue	Who	Check
Send list of speakers info to congress registration; include days attending	Piet
Send list of Exempt fee people to congress registration	Piet
Create speaker pack: attachment:SpeakerPack.doc	Guy
Arrange guest-maps from Amsterdam	Piet
Arrange lunches for dev-team	Monique	Depends on numbers/definite program
Reserve lunch for board	Monique	In progress
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(?)	Skipped
Order abstract/paper document case for attendees	Piet	In progress
Approach journalists of science pages of dutch newspapers	Piet
Specify evening program days 1,3,5	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(10th oct +/- 200 estimate; 26th exact numbers
Create a scenario for the retreat days
Check demo presenters about their presentation	Guy
Check plugin presenters about their presentation	Piet
Order gifts for speakers developers	Piet

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

Milestone 2: Second announcement; opening registration -> FINISHED

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	Done
Create/send opening registration pdf	Piet	Done
Ask Trey as Master of Ceremony	Guy	Done
Include Google maps to site	Piet	Done
Check invoices sent to Unilever/Agilent	Annette	Done
Pre-reserve hotel rooms at the Doelen	Piet	Done
Pre-reserve hotel rooms(Rai Reservation Hotel link) for last-minute deciders	Monique	Done
Arrange announcement posters for ISMB Vienna (Note: before July 20th)	Piet	Done
Finalize social program	All	Done
Get speakers for demo/training session programme	Guy	Done: Guy, Andrew, Yvette(?)

-  ← Revision 26 as of 2007-06-29 09:17:45 →
  Size: 4693
  Editor: PietMolenaar
  Comment:
+  ← Revision 45 as of 2007-09-27 14:27:14 →
  Size: 7620
  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

 *Registration form: attachment:RegistrationCommentsForm.doc

 *SpeakerPack: attachment:SpeakerPack.doc

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



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



''Date'': __October 1 - 2007__ postponed from September 12

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

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

||Draft a programme/abstract book include plan AMC ||Piet || ||

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

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

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

||Include link to retreat site on other sites (suggestions Gary, University Hospitals)|| || ||

||Titles/Abstracts from speakers ||Guy ||Letters sent ? ||

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

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

||Reserve for conference dinner ||Monique ||In progress ||

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

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

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

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

||Arrange welcome in Amsterdam City Hall ||Piet ||Skipped||

||Create presskit on retreat||Annette ||In progress: Cytoscape QandA ||

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

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

||Create program poster ||Piet/Eelco ||In progress; depends on speaker titles ||

||List Dutch institutes; spread posters ||Piet || ||

||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 ||Mike ||After pre-retreat meeting ||

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

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

||Send additional sponsor letters to dutch organizations||Piet ||Skipped ||



'''''Milestone 4'': '''''One month till D-Day''



''Date'': __October 5 - 2007__

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

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

||Send list of speakers info to congress registration; include days attending ||Piet || ||

||Send list of Exempt fee people to congress registration ||Piet || ||

||Create speaker pack: attachment:SpeakerPack.doc||Guy|| ||

||Arrange guest-maps from Amsterdam  ||Piet || ||

||Arrange lunches for dev-team  ||Monique ||Depends on numbers/definite program ||

||Reserve lunch for board  ||Monique ||In progress ||

||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(?) ||Skipped ||

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

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

||Specify evening program days 1,3,5||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(10th oct +/- 200 estimate; 26th exact numbers || || ||

||Create a scenario for the retreat days || || ||

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

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

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

|| || || ||





'''''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 119:
-'''''Milestone 1'': '''''First announcement''
+'''''Milestone 1'': '''''First announcement''-> FINISHED
-Line 21:
+Line 128:
-||Send invoice to NBIC ||Piet || ||
-Line 23:
+Line 129:
-||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 28:
+Line 133:
+'''''Milestone 2'': ''''' Second announcement; opening registration ''-> FINISHED
-Line 29:
+Line 135:
-'''''Milestone 2'': ''''' Second announcement; opening registration ''



''Date'': __July 26 - 2007__ (postponed from July 9 - 2007)
+''Date'': __August 13 - 2007__ (postponed from July 9/26 - 2007)
-Line 34:
+Line 138:
-||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 || || ||
+||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 ||Done ||

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

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

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

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

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

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

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

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

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