Diff for "CytoRetreat2007Planning"

Differences between revisions 10 and 28 (spanning 18 versions)

Scenario

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

Date: August 6 - 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	In progress; depends on ok board
Fill out form for registration site (send back to Vanessa de Groot)	Piet	Done
Ask someone for opening congress; Louise Gunnink; president AMC?	Piet/Rogier
Registration site complete (note: special diets, scholarship(?))	Piet/Gijs	In progress
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?

Milestone 3: Last announcement

Date: September 24 - 2007

Issues to complete
Issue	Who	Check
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

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

-  ← Revision 10 as of 2007-05-30 12:34:16 →
  Size: 2248
  Editor: PietMolenaar
  Comment:
+  ← Revision 28 as of 2007-07-19 13:42:42 →
  Size: 4929
  Editor: PietMolenaar
  Comment:
-Deletions are marked like this.
+Additions are marked like this.
 Line 2:
-Finished issues:
+Finished issues per May 30 2007:
 Line 11:
- * First sponsors

'''''Milestone 1'': '''''First announcement''
+ * First sponsors (for sponsor checklist see: attachment:Potential_Sponsors.xls)

'''''Milestone 1'': '''''First announcement''-> FINISHED
 Line 14:
-''Date'': __June 11 - 2007__
+''Date'': __July 2 - 2007__ (postponed from June 11 - 2007)
 Line 17:
-||Set up account ||Annette,Guy (Louis) || ||

||Finish website ||Piet || ||

||Spread posters over local institutes in Amsterdam ||Piet || ||
+||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 ||
-Line 24:
+Line 29:
-''Date'': __July 9 - 2007__
+''Date'': __August 6 - 2007__ (postponed from July 9/26 - 2007)
-Line 27:
+Line 32:
-||Registration site complete (note: special diets, scholarship(?)) ||Piet || ||

||Pre-reserve hotel rooms || || ||

||Make appointments with speakers, reserve flights, hotels || || ||

||Arrange announcement posters for ISMB Vienna||Piet|| ||

||Finalize social program, make reservations|| || ||

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

||Reserve for conference get-together|| || ||
+||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 ||Done ||

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

||Registration site complete (note: special diets, scholarship(?)) ||Piet/Gijs ||In progress ||

||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? || ||
-Line 42:
+Line 63:
-|| || || ||

|| || || ||

|| || || ||
+||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 || ||
-Line 51:
+Line 79:
+||Inform the AMC congress organization / catering about estimated attendance || || ||

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

||Arrange chair etc || || ||
-Line 52:
+Line 83:
-|| || || ||

|| || || ||
-Line 60:
+Line 90:
-|| || || ||

|| || || ||

|| || || ||
+||Arrange welcoming notes in hotels (at least for speakers); include programme, maps, transport tickets || || ||

||Copy program, abstract book (?) || || ||

||Arrange direction signs || || ||
-Line 69:
+Line 100:
-|| || || ||

|| || || ||

|| || || ||
+||Print scenario for organization (incl phone-nrs etc) || || ||

||Flowers in congress room || || ||