[Inpycon] PyCon India 2019 Proposal v1

Vijay Kumar vijaykumar at bravegnu.org
Fri Feb 8 13:05:22 EST 2019


Hi Everyone,

Thanks for all the support! Based on the responses received so far, we 
are taking the conference forward, with Chennai as the venue. A first 
cut proposal containing the details of the venue, overall schedule, and 
the workgroups is provided below. A more detailed proposal with venue 
costs, and the ticket costs worked out will be provided by Tuesday. 
Please send in your feedback and suggestions.

= PyCon India 2019 Proposal

== Venue Details

The venue details for CTC is provided below. We are still open to
other venues, though.

     * Hall A
       - Seating Capacity: 1000 people
     * Hall B
       - Seating Capacity: 1000 people
     * Side Lobby
       - Seating Capacity: 200 people
     * Meeting Room A
       - Seating Capacity: 120 people
     * Dining Hall
       - Can accommodate 1000 people
     * Reception Area
       - Total Area: 406 sqm / 4370 sqft

== Event Schedule

PyCon India will be a 4 day event. Day 1 for workshops, day 2 & 3 for
the conference, and day 4 for the devsprint.

== Dates

The dates are yet to be confirmed, based on the availability of the
venue. This will be confirmed by Monday. The tentative dates are Oct
11, 12, 13, 14

=== Day 1: Workshops

Day 1 will consist of 8 workshop slots, 3 hours each, with 4 parallel
tracks in the following halls.

     * Hall A
     * Hall B
     * Side Lobby
     * Meeting Room A

=== Day 2 & 3: Conference

The schedule for day 2 & 3, is provided below

     * Keynote in Hall A
     * 3 parallel talk tracks in Hall A, B and Side Lobby, and
       Openspace in Meeting Room A
     * Lunch
     * Lightning Talks in Hall A and Poster Session in Hall B
     * 3 parallel talk tracks
     * Keynote in Hall A

=== Day 4: Devsprint

Devsprint in Hall A, available from 9:00 AM to 9:00 PM.

== Workgroups

As with the previous years, we will be having members from the local
organizing team, who will be ensuring that the corresponding areas are
being worked on, with support from PyCon India community. We will be
posting request for participation for each of the workgroups, shortly.


=== Chair

Setup the teams required for various activities, coordinate between
the various teams, conference budgeting, and ensuring the successful
implementation of the conference.

   * Vijay Kumar

=== CFP Workgroup

The CFP Workgroup will be responsible for the following:

   * Prepare and announce a call for talk proposals.
   * Provide an environment for mentoring speakers, and improving talk 
proposals
   * Form a CFP review panel, with experts from various areas
     who will be rating the talks, for the final talk selection.
   * Conduct talk rehearsals and provide feedback to speakers.
   * Induct session chairs and run the sessions during the conference


Local Team Members:

   * Abishek Yadav
   * Naren
   * Ashok Govindarajan

=== Sponsorship Workgroup

The sponsorship workgroup will be responsible for the following:

   * Prepare the sponsorship prospectus
   * Talk to sponsors and finalize
   * Provide the committed benefits to the sponsors

Local Team Members:

   * Senthil Kumaran

=== Billing and Payments

The billing and payments team will be responsible for the following:

   * Creating tickets and discounts on the ticketing platform.
   * Generating complimentary tickets for sponsors
   * Collecting payments from sponsors
   * Track invoices and make payments to vendors

Local Team Members:

   * Aditi
   * Shrayas

=== Website / Design Workgroup

The website and design workgroup will be responsible for the
following:

    * Creation and maintenance of the website, posters, banners, and
      branding required for the conference.
    * The team will also post regular updates on the
      conference blog.

Local Team Members:

   * Siva
   * Babusubaschandar
   * Krishna Sangeeth

=== Local Logistics Workgroup

The local logistics workgroup will be responsible for the following:

   * Interact and coordinate with venue, AV, Caterers
   * Stage and seating arrangements in various halls
   * Setup stalls for sponsors at the venue
   * Speaker travel, accommodation, and other arrangements
   * Will be in-charge of talk recording and talk post processing

Local Team Members:

   * Senthil
   * Vijay Kumar
   * Shrayas

=== Social Media Workgroup

The social media workgroup will be responsible for the following:

   * Will be in-charge of the social media accounts.
   * Work with design team to create poster for posting updates on
     social media.

Local Team Members:

   * Rengaraj



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