[Inpycon] PyCon India 2019 Proposal v1

[Vijay Kumar]

On Saturday 09 February 2019 06:59 AM, Anand Chitipothu wrote:

> On Sat, Feb 9, 2019 at 12:20 AM Vijay Kumar <vijaykumar at bravegnu.org 
> <mailto:vijaykumar at bravegnu.org>> wrote:
>
>     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.
>
>
> Wonderful. Please find my comments inline below.
>
>
>     = PyCon India 2019 Proposal
>
>     [...]
>     === 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
>
>
> Why do you need a room with 1000-people capacity for a workshop of 
> 30-40 participants? Can't we do something better.

The 1000 seater, is for theater style seating. For classrooms, the 
seating capacity will come down to 500. Out of which 60 seats - 120 
seats (for sponsored workshops?) will actually be used.

> One option that can be tried and I tried to suggest it last year as 
> well was to run the workshops in parallel with the conference. I've 
> seen it in couple of conferences and it works wonderfully. You can 
> dedicate 2 rooms with about 100 capacity for the workshops and have 2 
> workshops per day in each room. We can even add a room on two to have 
> even more workshops. That also gives us chance to convert the 
> conference into 3-day conference without any additional budget.

If we have the workshops on the same day as the conference, we can have 
a maximum of two tracks, on the conference days (this is based on 
availability of rooms that can accommodate 40-50 people). But yes, it 
will drastically reduce the expenses (we will save on 1 day of venue 
expenses, AV expenses, WiFi expenses, food expenses, and other rentals).

 From the view point of the organizers, the only advantage of having a 
separate workshop day is that, it allows for gradual ramp up. Rather 
than having to deal with 1200 people on Day 1, we get to ramp up first 
to 400 then to 1200. But the cost of one-day is huge, and this cannot be 
a good justification :-/

Will wait for inputs from others in the community.

>     === 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
>
>
> 2 rooms with 1000 capacity and another with 200 looks a bit odd. 
> Wouldn't it be possible to split the second hall into 600 and 400? 
> That way you have 3 tracks and use the smaller rooms for other things?

The 1000 seater cannot be split further. It is actually a 2000 seater 
split into two 1000 seater. In fact the 200 seater will be actually 
carved out of the side lobby.

>     === Day 4: Devsprint
>
>     Devsprint in Hall A, available from 9:00 AM to 9:00 PM. 
>
>
> Is the plan to setup multiple teams as clusters in the same hall?
>
Yes.

If you want more details about the venue, please check:

  * The available rooms is at
    http://chennaitradecentre.org/ConventionCentre.html
  * The layout / floor plan is at
    http://chennaitradecentre.org/Pdf/ConventionCentrelayout.pdf


Regards,
Vijay
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