Diff for "CytoRetreat2007Planning"

Differences between revisions 34 and 36 (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
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

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