Diff for "CytoRetreat2007Planning"

Differences between revisions 29 and 31 (spanning 2 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
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)
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 congress hall; hackaton rooms most likely by cable-router; awaiting mail of Marian Smeulers	Piet	In progress
Check wireless in	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
Find gifts for speakers developers	Piet	Done
Find abstract/paper document case for attendees	Piet	Done

Milestone 3: Third announcement; program complete

Date: September 12 - 2007

Issues to complete
Issue	Who	Check
Titles/Abstracts from speakers	Guy
Check demo presenters about their presentation
Provide posters / arrange announcement on CompLife2007	Piet
Reserve for conference dinner
Reserve for boat-trip (and catering)

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(?)

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

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 29 as of 2007-08-02 09:08:31 →
  Size: 5191
  Editor: PietMolenaar
  Comment:
+  ← Revision 31 as of 2007-08-02 10:43:28 →
  Size: 5809
  Editor: PietMolenaar
  Comment:
-Deletions are marked like this.
+Additions are marked like this.
 Line 2:
-See for passed milestones below: PassedMileStones
+See for passed milestones below: Passed Milestones
 Line 4:
-Sponsor checklist: attachment:Potential_Sponsors.xls

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

 *Testsite: http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php
 Line 14:
-||Registration site complete (note: special diets, scholarship(?)) ||Piet/Gijs ||In progress ||
+||Registration site complete (note: special diets(?)) ||Piet/Gijs ||In progress ||
 Line 16:
+||Ask Trey as Master of Ceremony||Guy || ||
-Line 21:
+Line 22:
+||Resumes on speakers for site/announcement pdf||Guy || ||

||Check invoices sent to Unilever/Agilent ||Annette || ||
-Line 22:
+Line 25:
-||Pre-reserve hotel rooms(Rai Reservation Hotel link) ||Monique ||In progress ||

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

||(Cancellation-)Insurances (?) || || ||
+||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 || ||
-Line 26:
+Line 29:
-||Finalize social program, make reservations || || ||

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

||Reserve for conference get-together || || ||
+||Finalize social program||All ||Done ||
-Line 31:
+Line 32:
-||Setup the demo/training session programme || || ||
+||Check wireless in ||Piet ||In progress ||

||Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey ||Piet || ||
-Line 33:
+Line 35:
-||Get speakers for demo/training session programme || || ||

||Make appointments with all speakers, reserve flights, hotels (Todo: make checklist xls) ||Piet; is this necessary? || ||
+||Get speakers for demo/training session programme ||Guy ||Done ||

||Find gifts for speakers developers ||Piet ||Done ||

||Find abstract/paper document case for attendees ||Piet ||Done ||
-Line 37:
+Line 40:
- .

'''''Milestone 3'': '''''Last announcement''
+'''''Milestone 3'': '''''Third announcement; program complete''
-Line 40:
+Line 42:
-''Date'': __September 24 - 2007__
+''Date'': __September 12 - 2007__
-Line 43:
+Line 45:
-||Abstracts from speakers(?) || || ||

||Mail check demo presenters about their presentation || || ||
+||Titles/Abstracts from speakers ||Guy || ||

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

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

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

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





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



''Date'': __September 26 - 2007__

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

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

||Create speaker pack||Guy|| ||
-Line 51:
+Line 64:
-||Provide posters / arrange announcement on CompLife2007  ||Piet || ||
+||Get reprints of Nature protocols paper (to hand out in Attendee package) ||Annette(?) || ||
-Line 85:
+Line 98:
-PassedMileStones
+Passed Milestones