Diff for "CytoRetreat2007Planning"

Differences between revisions 55 and 57 (spanning 2 versions)

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: Milestones]

Docs

Detailed Programme: DetailedScenarioRetreat_v1.xls
SpeakerPack: 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: 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: 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) 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 (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 55 as of 2007-10-29 13:09:51 →
  Size: 8579
  Editor: PietMolenaar
  Comment:
+  ← Revision 57 as of 2009-02-12 01:04:14 →
  Size: 8735
  Editor: localhost
  Comment: converted to 1.6 markup
-Deletions are marked like this.
+Additions are marked like this.
 Line 2:
-See for passed milestones below: [[#Passed Milestones]]
+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]]]
-Line 4:
+Line 5:
- *Detailed Programme: attachment:DetailedScenarioRetreat_v1.xls

 *SpeakerPack: attachment:SpeakerPack.doc
+ *Detailed Programme: [[attachment:DetailedScenarioRetreat_v1.xls]]

 *SpeakerPack: [[attachment:SpeakerPack.doc]]
-Line 15:
+Line 16:
-||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 ||
+||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||
-Line 20:
+Line 21:
-||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 ||
+||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||
-Line 23:
+Line 24:
-||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 ||
+||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||
-Line 26:
+Line 27:
-||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 || ||

||Update site: pdfs program/directions/maps + speaker abstracts + plugin descr  ||Piet || ||
+||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||
-Line 33:
+Line 34:
-||Arrange drinks etc in SAB-Board meeting room L01-252 || || ||

||Arrange drinks etc for after Dev sessions || || ||
+||Arrange drinks etc in SAB-Board meeting room L01-252 || ||done ||

||Arrange drinks etc for after Dev sessions || || done||
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+Line 43:
-||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 || || ||
+||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||
-Line 54:
+Line 55:
-||Copy program, abstract book (?) || || ||

||Arrange direction signs || || ||
+||Copy program, abstract book (?) || || done||

||Arrange direction signs || || done||
-Line 77:
+Line 78:
- * First sponsors (for sponsor checklist see: attachment:Potential_Sponsors.xls)
+ * First sponsors (for sponsor checklist see: [[attachment:Potential_Sponsors.xls]])
-Line 98:
+Line 99:
-||Fill out form for registration site (send back to Vanessa de Groot) attachment:RegistrationCommentsForm.doc||Piet ||Done ||
+||Fill out form for registration site (send back to Vanessa de Groot) [[attachment:RegistrationCommentsForm.doc]]||Piet ||Done ||
-Line 120:
+Line 121:
-||Approach plugin developers for presentation ([[#Probable Plugin Demos]]) ||Piet ||Done now 17! ||
+||Approach plugin developers for presentation ([[[#Probable|Plugin Demos]]]) ||Piet ||Done now 17! ||