== Scenario == All long term milestones have passed; we're now working from the detailed scenario (excel sheet below); will be continuously updated See for passed milestones below: [[[#Passed|Milestones]]] ==== Docs ==== *Detailed Programme: [[attachment:DetailedScenarioRetreat_v1.xls]] *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||done|| ||Arrange lunches for dev-team ||Monique ||done|| ||Reserve lunch for board ||Monique ||done|| ||Check congress rooms / facilities ||Piet ||done|| ||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 || || done|| ||Check demo presenters about their presentation ||Guy ||done|| ||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 ||done || ||Arrange van Gogh for (evening program day 5) ||Piet/Monique ||done|| ||Arrange someone to collect speakers from airport(?) || || || ||Create list for conf dinner ||Piet || done|| ||Send invitations for conf dinner to guests(mail) ||Piet/Guy ||done || ||Find gifts for speakers developers (Mug, shirt, jenever, )||Piet/Monique ||done || ||Order gifts for speakers developers ||Piet || done|| ||Update site: pdfs program/directions/maps + speaker abstracts + plugin descr ||Piet || done|| ||Test teleconf tool Unilever in L01-252 || || || ||Test wireless in rooms || || || ||Arrange drinks etc in SAB-Board meeting room L01-252 || ||done || ||Arrange drinks etc for after Dev sessions || || done|| || || || || '''''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 || done|| ||Send list of AMC aides to congress registration; include days attending: require badges ||Piet || done|| ||Create an exact timetable scenario for the retreat days || || done|| ||Inform AMC aides about what to do || || done|| || || || || '''''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 (?) || || done|| ||Arrange direction signs || || done|| '''''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 || || || || ||