Diff for "CytoRetreat2007Planning"

Differences between revisions 42 and 43

Scenario

See for passed milestones below: #Passed Milestones

Docs

Sponsor checklist: attachment:Potential_Sponsors.xls
Registration form: attachment:RegistrationCommentsForm.doc
SpeakerPack: attachment:SpeakerPack.doc
Testsite: http://www.humangenetics-amc.nl/test/CytoWebRedux/retreat2007/index.php

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
Resumes on speakers for site/announcement pdf	Guy	In progress
Add to site: things todo links; amsterdam pass; restaurant suggestions	Piet
Add 'nice'/cheap hotel links	Monique/Piet	In progress
Include link to retreat site on other sites (suggestions Gary, University Hospitals)
Titles/Abstracts from speakers	Guy	Letters sent ?
Approach plugin developers for presentation (#Probable Plugin Demos)	Piet	Done
Provide posters / arrange announcement on CompLife2007	Piet
Reserve for conference dinner	Monique	In progress
Reserve for boat-trip (and catering)	Monique	In progress
Find gifts for speakers developers (Mug, shirt, jenever, )	Piet/Monique	In progress
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	In progress; depends on speaker titles
List Dutch institutes; spread posters	Piet
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	Mike	After pre-retreat meeting
Decide upon facilities for the demo/training session programme
Send invoice to NBIC	Piet
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
Send list of Exempt fee people to congress registration	Piet
Create speaker pack: attachment:SpeakerPack.doc	Guy
Arrange guest-maps from Amsterdam	Piet
Arrange lunches for dev-team	Monique	Depends on numbers/definite program
Reserve lunch for board	Monique	In progress
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(?)	Skipped
Order gifts for speakers developers	Piet
Order abstract/paper document case for attendees	Piet	In progress
Approach journalists of science pages of dutch newspapers	Piet
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
Create a scenario for the retreat days
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

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(?)

-  ← Revision 42 as of 2007-09-12 14:19:05 →
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+  ← Revision 43 as of 2007-09-26 13:57:58 →
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  Editor: PietMolenaar
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-Deletions are marked like this.
+Additions are marked like this.
 Line 11:
-''Date'': __September 12 - 2007__
+''Date'': __October 1 - 2007__ postponed from September 12
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-||Resumes on speakers for site/announcement pdf||Guy || ||
+||Draft a programme/abstract book include plan AMC ||Piet || ||

||Resumes on speakers for site/announcement pdf||Guy ||In progress ||
-Line 18:
+Line 19:
-||Titles/Abstracts from speakers ||Guy || ||

||Approach plugin developers for presentation ([[#Probable Plugin Demos]]) ||Piet || ||
+||Titles/Abstracts from speakers ||Guy ||Letters sent ? ||

||Approach plugin developers for presentation ([[#Probable Plugin Demos]]) ||Piet ||Done ||
-Line 24:
+Line 25:
-||Find abstract/paper document case for attendees ||Piet/Monique || ||
+||Find abstract/paper document case for attendees ||Piet/Monique ||Done ||
-Line 26:
+Line 27:
-||Arrange welcome in Amsterdam City Hall ||Piet ||In progress; mail m.denhartog[at]atcb.nl ||

||Create presskit on retreat||Annette || ||
+||Arrange welcome in Amsterdam City Hall ||Piet ||Skipped||

||Create presskit on retreat||Annette ||In progress: Cytoscape QandA ||
-Line 30:
+Line 31:
+||Create program poster ||Piet/Eelco ||In progress; depends on speaker titles ||

||List Dutch institutes; spread posters ||Piet || ||
-Line 33:
+Line 36:
-||Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey ||Piet || ||
+||Setup draft version of dev-retreat days programme; ask feedback of Mike/Trey ||Mike ||After pre-retreat meeting ||
-Line 36:
+Line 39:
-||Send additional sponsor letters to dutch organizations||Piet || ||
+||Send additional sponsor letters to dutch organizations||Piet ||Skipped ||
-Line 38:
+Line 41:
-'''''Milestone 4'': '''''Last announcement''
+'''''Milestone 4'': '''''One month till D-Day''
-Line 40:
+Line 43:
-''Date'': __September 26 - 2007__
+''Date'': __October 5 - 2007__
-Line 43:
+Line 46:
+||Send list of Exempt fee people to congress registration ||Piet || ||
-Line 45:
+Line 49:
-||Arrange lunches for dev-team  ||Piet || ||

||Reserve lunch for board  ||Piet || ||
+||Arrange lunches for dev-team  ||Monique ||Depends on numbers/definite program ||

||Reserve lunch for board  ||Monique ||In progress ||
-Line 51:
+Line 55:
-||Get reprints of Nature protocols paper (to hand out in Attendee package) ||Annette(?) || ||
+||Get reprints of Nature protocols paper (to hand out in Attendee package) ||Annette(?) ||Skipped ||
-Line 53:
+Line 57:
-||Order abstract/paper document case for attendees ||Piet || ||
+||Order abstract/paper document case for attendees ||Piet ||In progress ||
-Line 55:
+Line 59:
-'''''Milestone 5'': '''''One month to D-day''



''Date'': __October 5 - 2007__

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

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

||Assemble a programme/abstract book(?); include plan AMC || || ||
-Line 73:
+Line 69:
+||Inform the AMC congress organization / catering about estimated attendance || || ||

||Create a scenario for the retreat days || || ||