Diff for "CytoRetreat2007Planning"

Differences between revisions 29 and 51 (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 7: Two weeks before D-day

Date: October 22 - 2007

Issues to complete
Issue	Who	Check
Create speaker pack: attachment:SpeakerPack.doc	Guy	In progress ??
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
Inform the AMC congress organization/catering about estimated attendance(10th oct +/- 200 estimate; 26th exact numbers
Check demo presenters about their presentation	Guy	In progress
Arrange wireless facilities; Rob Verkerk arranges wireless; make appointment	Piet	In progress
Ask the Movies / Walking tour for evening 7th (evening program day 3)	Piet/Monique
Arrange van Gogh for (evening program day 5)	Piet/Monique	In progress
Arrange someone to collect speakers from airport(?)
Create list for conf dinner	Piet
Send invitations for conf dinner to guests(mail)	Piet/Guy
Find gifts for speakers developers (Mug, shirt, jenever, )	Piet/Monique	In progress
Order gifts for speakers developers	Piet

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
Send list of AMC aides to congress registration; include days attending: require badges	Piet
Create an exact timetable scenario for the retreat days
Inform AMC aides about what to do

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

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	Done
Inform plugin presenters about their presentation	Piet	Done
Resumes on speakers for site/announcement pdf	Guy	Done
Check wireless in congress hall (phone Ad: 8158805)	Piet	Done
Send list of Exempt fee people to congress registration	Piet	done
Arrange someone to take care of technicalities during retreat	Piet	From AmcHumangenetics; Done
Arrange someone in charge of emergencies	Piet	Done
Call de Jaren for meet and greet (evening program day 1)	Piet/Monique	Done

-  ← Revision 29 as of 2007-08-02 09:08:31 →
  Size: 5191
  Editor: PietMolenaar
  Comment:
+  ← Revision 51 as of 2007-10-15 16:38:43 →
  Size: 8334
  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
+ *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
-Line 7:
+Line 9:
-'''''Milestone 2'': ''''' Second announcement; opening registration ''
+Speaker Details can be found here:''' CytoRetreat2007SpeakerDetails '''
-Line 9:
+Line 11:
-''Date'': __August 13 - 2007__ (postponed from July 9/26 - 2007)
+'''''Milestone 7'': '''''Two weeks before D-day''



''Date'': __October 22 - 2007__
-Line 12:
+Line 16:
-||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, scholarship(?)) ||Piet/Gijs ||In progress ||

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

||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? || ||
+||Create speaker pack: attachment:SpeakerPack.doc||Guy||In progress ?? ||

||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 || ||

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

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

||Arrange wireless facilities; Rob Verkerk arranges wireless; make appointment||Piet ||In progress ||

||Ask the Movies / Walking tour for evening 7th (evening program day 3)||Piet/Monique || ||

||Arrange van Gogh for (evening program day 5) ||Piet/Monique ||In progress ||

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

||Create list for conf dinner ||Piet || ||

||Send invitations for conf dinner to guests(mail) ||Piet/Guy || ||

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

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

|| || || ||
-Line 36:
+Line 33:
+'''''Milestone 8'': '''''One week before D-day; Final announcement''
-Line 37:
+Line 35:
- .

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



''Date'': __September 24 - 2007__
+''Date'': __October 29 - 2007__
-Line 43:
+Line 38:
-||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(?); include plan AMC || || ||

||Arrange chair etc || || ||
+||Send list of speakers info to congress registration; include days attending ||Piet || ||

||Send list of AMC aides to congress registration; include days attending: require badges ||Piet || ||

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

||Inform AMC aides about what to do || || ||
-Line 64:
+Line 44:
-'''''Milestone 5'': '''''Arrival organization''
+'''''Milestone 9'': '''''Arrival organization''
-Line 74:
+Line 53:
-'''''Milestone 6'':'''''Start retreat''
+'''''Milestone 10'':'''''Start retreat''
-Line 83:
+Line 61:
-Line 85:
+Line 62:
-PassedMileStones
+====Passed Milestones====
-Line 110:
+Line 87:
+'''''Milestone 2'': ''''' Second announcement; opening registration ''-> FINISHED



''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 ||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

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

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

|| || || ||



'''''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 ||Done ||

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

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

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

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

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

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

||Call de Jaren for meet and greet (evening program day 1)||Piet/Monique ||Done ||

|| || || ||