Diff for "CytoRetreat2007Planning"

Differences between revisions 27 and 49 (spanning 22 versions)

Scenario

See for passed milestones below: #Passed Milestones

Docs

Plugin Demos List: attachment:PluginDemosList.xls
Descriptions of Plugins: attachment:PluginDemoDescriptions.doc
SpeakerPack: attachment:SpeakerPack.doc
Testsite: http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php

Speaker Details can be found here: CytoRetreat2007SpeakerDetails

Milestone 6: Three weeks till D-day

Date: October 15 - 2007

Issues to complete
Issue	Who	Check
Deadline for programme/abstract book include plan AMC	Piet	In progress
Inform the AMC congress organization/catering about estimated attendance(10th oct +/- 200 estimate; 26th exact numbers
Check demo presenters about their presentation	Guy
Inform plugin presenters about their presentation	Piet
Find gifts for speakers developers (Mug, shirt, jenever, )	Piet/Monique	In progress
Order gifts for speakers developers	Piet
Resumes on speakers for site/announcement pdf	Guy	In progress
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
Send list of Exempt fee people to congress registration	Piet
Create speaker pack: attachment:SpeakerPack.doc	Guy
Arrange lunches for dev-team	Monique	In progress
Reserve lunch for board	Monique	In progress
Check congress rooms / facilities	Piet	In progress
Approach journalists of science pages of dutch newspapers	Piet
Specify evening program days 1,3,5	Piet

Milestone 7: Two weeks before D-day

Date: October 29 - 2007

Issues to complete
Issue	Who	Check
Arrange someone to take care of technicalities during retreat	Piet	From AmcHumangenetics
Arrange someone in charge of emergencies	Piet
Arrange someone to collect speakers from airport(?)

Milestone 8: One week before D-day; Final announcement

Date: October 29 - 2007

Issues to complete
Issue	Who	Check
Send list of speakers info to congress registration; include days attending	Piet
Create an exact timetable scenario for the retreat days

Milestone 9: 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 10:Start retreat

Date: November 5 - 2007

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

====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(?)

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	Done
Add to site: things todo links; amsterdam pass; restaurant suggestions	Piet	Done
Add 'nice'/cheap hotel links	Monique/Piet	Done
Include link to retreat site on other sites (suggestions Gary, University Hospitals)
Titles/Abstracts from speakers	Guy	Done
Approach plugin developers for presentation (#Probable Plugin Demos)	Piet	Done now 17!
Reserve for conference dinner	Monique	Done
Reserve for boat-trip (and catering)	Monique	Done
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	Done
List Dutch institutes; spread posters	Piet	Done
Spread posters over local institutes in Amsterdam	Piet	Done
Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey	Mike	Done
Decide upon facilities for the demo/training session programme	Piet/Guy	Done
Send invoice to NBIC	Piet	Done (Louis has info)
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
Arrange guest-maps from Amsterdam	Piet	Ordered
Get reprints of Nature protocols paper (to hand out in Attendee package)	Annette(?)	Skipped
Order abstract/paper document case for attendees	Piet	Done

-  ← Revision 27 as of 2007-06-29 09:31:32 →
  Size: 4844
  Editor: PietMolenaar
  Comment:
+  ← Revision 49 as of 2007-10-09 09:52:36 →
  Size: 7925
  Editor: PietMolenaar
  Comment:
-Deletions are marked like this.
+Additions are marked like this.
 Line 2:
+See for passed milestones below: [[#Passed Milestones]]

==== Docs ====

 *Plugin Demos List: attachment:PluginDemosList.xls

 *Descriptions of Plugins: attachment:PluginDemoDescriptions.doc

 *SpeakerPack: attachment:SpeakerPack.doc

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



Speaker Details can be found here:''' CytoRetreat2007SpeakerDetails '''



'''''Milestone 6'': '''''Three weeks till D-day''



''Date'': __October 15 - 2007__

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

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

||Deadline for programme/abstract book include plan AMC ||Piet ||In progress ||

||Inform the AMC congress organization/catering about estimated attendance(10th oct +/- 200 estimate; 26th exact numbers || || ||

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

||Inform plugin presenters about their presentation ||Piet || ||

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

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

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

||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 ||

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

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

||Arrange lunches for dev-team  ||Monique ||In progress ||

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

||Check congress rooms / facilities  ||Piet ||In progress ||

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

||Specify evening program days 1,3,5||Piet || ||

|| || || ||





'''''Milestone 7'': '''''Two weeks before D-day''



''Date'': __October 29 - 2007__

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

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

||Arrange someone to take care of technicalities during retreat  ||Piet ||From AmcHumangenetics ||

||Arrange someone in charge of emergencies ||Piet || ||

||Arrange someone to collect speakers from airport(?) || || ||

|| || || ||

|| || || ||



'''''Milestone 8'': '''''One week before D-day; Final announcement''



''Date'': __October 29 - 2007__

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

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

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

||Create an exact timetable scenario for the retreat days || || ||

|| || || ||



'''''Milestone 9'': '''''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 10'':'''''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 || || ||



----

====Passed Milestones====
-Line 12:
+Line 85:
-'''''Milestone 1'': '''''First announcement''
+'''''Milestone 1'': '''''First announcement''-> FINISHED
-Line 21:
+Line 94:
-||Send invoice to NBIC ||Piet || ||
-Line 23:
+Line 95:
-||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 99:
+'''''Milestone 2'': ''''' Second announcement; opening registration ''-> FINISHED
-Line 29:
+Line 101:
-'''''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 104:
-||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? || ||
+||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(?) ||
-Line 55:
+Line 117:
+'''''Milestone 3'': '''''Third announcement; program complete''
-Line 56:
+Line 119:
- .

'''''Milestone 3'': '''''Last announcement''



''Date'': __September 24 - 2007__
+''Date'': __October 1 - 2007__ postponed from September 12
-Line 62:
+Line 122:
-||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 || ||
+||Draft a programme/abstract book include plan AMC ||Piet ||Done ||

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

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

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

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

||Approach plugin developers for presentation ([[#Probable Plugin Demos]]) ||Piet ||Done now 17! ||

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

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

||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 ||Done ||

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

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

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

||Decide upon facilities for the demo/training session programme ||Piet/Guy ||Done ||

||Send invoice to NBIC ||Piet ||Done (Louis has info) ||

||Send additional sponsor letters to dutch organizations||Piet ||Skipped ||
-Line 72:
+Line 144:
+'''''Milestone 4'': '''''One month till D-Day''
-Line 73:
+Line 146:
-'''''Milestone 4'': '''''Closing registration announcement''



''Date'': __October 15 - 2007__
+''Date'': __October 5 - 2007__
-Line 78:
+Line 149:
-||Inform the AMC congress organization / catering about estimated attendance || || ||

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

||Arrange chair etc || || ||
+||Arrange guest-maps from Amsterdam  ||Piet ||Ordered ||

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

||Order abstract/paper document case for attendees ||Piet ||Done ||
-Line 82:
+Line 153:
-'''''Milestone 5'': '''''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 6'':'''''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 || || ||