Mailman 3 April 2010 - Inpycon

Sponsorships
by Noufal Ibrahim May 28, 2010

May 28, 2010

I've made a skeleton of a page to discuss sponsors and sponsorship tiers at http://wiki.python.org/moin/PyConIndia2010/SponsorShip I'm not really sure what we should offer in the tiers. I'm also not sure about which companies we should approach. ZeOmega definitely. Probably ThoughtWorks as well. Google would be nice but we need real contacts to go ahead there. -- ~noufal http://nibrahim.net.in

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Setting up the web site for Pycon 2010 {was Website Setup}
by Ramdas S May 25, 2010

May 25, 2010

All, Now that there's May 1 deadline. Can we start working on the site. I will be happy to chip in. I can write and fix code for apprxo 8-10 hours over next 10 days. Please start discussing on how we need to set up the site. What all extra features is required, if any? Please come with suggestions -- Ramdas S +91 9342 583 065

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Sponsorship coordinator (Was: Re: Volunteer needed! - Sponsorship coordinator)
by Noufal Ibrahim May 4, 2010

May 4, 2010

Hello everyone, Vijay Bang (CCed on this email) has agreed to be our sponsorship coordinator. I think after fleshing out the list of people we're approaching, we need to settle on the venue and dates. Once that's done, we can officially start the sponsorship drive. Comments? Thanks -- ~noufal http://nibrahim.net.in

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IRC channel/meeting
by Noufal Ibrahim April 30, 2010

April 30, 2010

I've created and registered an IRC channel on irc.freenode.net. The channel is #inpycon. Shall we have a meeting on Friday evening? Say around 2130? -- ~noufal http://nibrahim.net.in

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First cut of grand schedule
by Noufal Ibrahim April 30, 2010

April 30, 2010

I haven't put it up on the wiki yet but if you folks can take a quick look see and voice your thoughts, we can refine it on the list. I'll post it up on the wiki with alterations once the discussions converge. Does it look reasonable? Overall schedule for PyCon India 2010 ===================================== Date: 2010-04-23 11:19:02 IST Table of Contents ================= 1 Till end of April 2 May1 - May 10 3 By end of May 4 June 1 - June 30 5 July 1 - July 30 6 August 7 September 1 Till end of April ~~~~~~~~~~~~~~~~~~~~ - Discussions on long term aspects like - Dates - CFP - Number of tracks - Venue finalisation and begin talking (JN Tata is my vote). - Wifi provider - A/V provider - Food provider - Development and setup of website so that we have our public face (by May 1). - Start advertising by word of mouth/twitter 2 May1 - May 10 ~~~~~~~~~~~~~~~~ - Discuss sponsors on list - Finalise main list (the must haves - others can come later and we'll accomodate) - Finalise benefits in each tier - Prepare sponsorship brochures - Assign people to start talking to the sponsors. - The bank account should be ready so that we can get funds by atleast May 15. 3 By end of May ~~~~~~~~~~~~~~~~ - Get commitments from atleast a few sponsors - WiFi is a priority. We should somehow get a provider like AirTel to sponsor this. One person should be in charge of this. - A/V shouldn't be as hard as wifi but we need a person who'll be in touch with them. 4 June 1 - June 30 ~~~~~~~~~~~~~~~~~~~ - Mainly focussing on sponsors. This month will be a little hazy since our steps forward depend on how much cash we'll make. - It will also be one of the most critical since no money == no conference. - The moment we make enough to book the venue, we should go ahead and do it. - Now we have a minimal conference with no wifi/food. - Put up pages on the website detailing nearby restaurants and stuff in as much detail as possible. - Depending on what the financial situation, we can take the call here on international speakers. They're the main luxury we can cut off. - Discuss of CFP on the list (details like how many etc.) - We (ie. Anand) will also discuss with the PSF whether they can sponsor a speaker or two from abroad. 5 July 1 - July 30 ~~~~~~~~~~~~~~~~~~~ - CFP (July 1) - Announce in and shamelessly publicise it - 3 weeks to send papers. July 20 is the cut off date. - 2 or 3 weeks to review papers. Authors will be notified by early/mid August. (team to review papers - a few from India and few from abroad). - By end of August, the abstracts should be with us. - Find a caterer and negotiate prices (same as last time?) - By the end of this month, we should have a confirmed conference so official publicity can start (media etc.) 6 August ~~~~~~~~~ - Recieve papers from interested parties. - Discuss keynote/invited speakers - This would depend on budget and by this time we should be clear on when/what we can do. - Tie up loose ends. This is getting fuzzy. 7 September ~~~~~~~~~~~~ - Somewhere in the middle (15 - 20) - official conference dates. -- ~noufal http://nibrahim.net.in

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Bank account
by Noufal Ibrahim April 28, 2010

April 28, 2010

Hello Kenneth, By when do you think we can have the bank account? We'll need it when we start looking for sponsors. Thanks. -- ~noufal http://nibrahim.net.in

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Venues
by Noufal Ibrahim April 28, 2010

April 28, 2010

Hello everyone, We were working on the assumption that we could use the IISc. JN Tata auditorium. Apparently, they've increased their rents from 75k a day to 1.65L a day. This puts them beyond us. We need some suggestions for other venues. Anand C. suggested IIMB and the NIMHANS auditorium. Are there any other suggestions? I am going to IIMB this weekend for some personal work. I can inquire there and report back. Can someone contact NIMHANS and ask them about their auditorium? Thanks -- ~noufal http://nibrahim.net.in

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IRC Channel for InPycon
by JAGANADH G April 27, 2010

April 27, 2010

Dear All What about creating an IRC Channel for InPycon. If it is there the conference co-ordination will be little bit convenient With regards -- ********************************** JAGANADH G http://jaganadhg.freeflux.net/blog

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Volunteer needed! - Sponsorship coordinator
by Noufal Ibrahim April 27, 2010

April 27, 2010

Hello everyone, We're at at a situation where we need to coordinate our sponsorship efforts. Mails have been sent and some leads are there. I'll put whatever I have on the wiki by tonight. There will be different people for handling different accounts (based on city, contacts etc.) but as far as our side is concerned we need a single person to be in charge of the entire effort. The responsibilities will be - Keep track of various sponsorship accounts and be in touch with the person handling the accounts. - Pitch in where negotiations are necessary and make calls on what facilities are provided (while we go there with rigid 'this is what you get for this much' kinds of proposals, there will be negotiations and both parties will have to compromise - you get to decide how much). - You will be the single person mailed by the sponsors if they have queries (like "do we have stalls? what size?" etc.) - You have to keep the sponsors happy (ie. answer their questions and make sure they have what they need). - After the event is over, you need to return their stuff and close any open threads. I must emphasise that no single person can do all this by himself. The main task is to coordinate these efforts amongst other volunteers. Sponsorships are the oxygen on which the conference breathes and all we have is a half empty cylinder left over from last year. This is something extremely important and it's not an exaggeration to say that if this is not handled properly, the conference won't take place. So, if there's anyone out there who wants to make their mark in this years PyCon, now's the time to make yourself heard! Reply to this thread (or to me personally if you prefer) and we'll set things up. Thanks. -- ~noufal http://nibrahim.net.in

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Venue finalised (was Re: Venue Finalization)
by Noufal Ibrahim April 22, 2010

April 22, 2010

On Wed, Apr 21, 2010 at 5:12 PM, Noufal Ibrahim <noufal(a)gmail.com> wrote: [..] > The survey has crossed a hundred responses. The basic account on > surveymonkey allows you to see only 100. > I'll collate all the stuff on this thread ontot he wiki tonight and > send out an email.[..] Okay. There's no way to do this without pissing off some people so here goes. I've updated the wiki page with details on the two suggestions from this thread - http://wiki.python.org/moin/PyConIndia2010/VenueDiscussion. I've removed some things like "Traffic is bad" etc. There are no real cons against either city. However, there are pros in favour of Bangalore. I feel that on the overall, holding the second conference in Bangalore would be better than shifting it to Chennai. We are in our infancy here and building our foundation strong based on last years experiences would in my opinion be better for the conference in the future. I'm sure there are valid reasons for it to be in other cities but we need to decide on a place and bikeshedding about this will never end unless someone puts his foot down. This is my take on the matter and I'd like your support to declare it as final so that we can move ahead. While we'll have differences on the issues, lets remember that this it PyCon *India* and not specific to a single city and pitch in together to make it even better than the last one. Thanks. -- ~noufal http://nibrahim.net.in

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