Sam Thursfield's Blog

GUADEC 2017: timeline

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After the statistics perhaps you are interested in reading a timeline of GUADEC 2017! In particular you can compare it to the burn down chart from the GUADEC HowTo and see how that interacts with reality.

Of course lots of details are excised from this overview but it gives a general sense of the timings. In some follow up posts I’ll go in more detail about what I think went well and what didn’t. We also welcome your feedback on the event (if you can still remember it 🙂

Summer 2014: At some point during GUADEC 2014 I start going on about doing a Manchester edition.

August 2015: Alberto and Allan both float the idea of doing a Manchester bid with me; it seems like there’s just about enough of a team to go for it. I was already planning to be away in summer 2016 at this point so we decided to target 2017.

Alberto has a friend working at MIDAS who gives us a good start and we end up meeting with the Marketing Manchester conference bureau, the University of Manchester and Manchester Metropolitan University.

The meeting with University of Manchester was discouraging (to be honest, they seemed to be geared up only for corporate conferences rather than volunteer-driven events) but Manchester Metropolitan were much more promising.

Winter 2015: We lost touch with MMU for a few months (presumably as University started back up), but we eventually got a proper contact in the conferences department and started moving forwards with the bid.

Spring 2016: Our bid is produced, with Marketing Manchester doing most of the content and layout (as you might be able to tell). Normally I would worry to see only one GUADEEC bid on the table but, having been thinking about our bid for almost a year already I was also glad that it looked like we’d be the main option.

Summer 2016: GUADEC 2016 in Karlsruhe; Manchester is selected as the location for 2017. Much rejoicing (although I am on a 9000 mile road trip at the time).

August 2016: Talks begin with venue drawing up contracts for venue and accommodation. The venue was reasonably painless to sort out but we spent lots of time figuring out accommodation; the University townhouses required final numbers and payment 6 months in advance of the event, so we spent a lot of time looking into other options (but ended up deciding that the townhouses would be best even though we would inevitably lose a bit money on them).

September 2016: We begin holding monthly-ish meetings with myself, Alberto, Allan and Javier present. Work begins on sponsorship brochure (which complicated by needing to coordinate with GNOME.Asia and potentially LAS), talks continue with venue.

December 2016: Contracts finally signed for venue and accommodation (4 months later!), conference dates finalized. We apply for a UK bank account as an “unincorporated association”. Discussion begins about the website, we decide to hold off on announcing the dates until we have some kind of website in place.

January 2017: Basic website finished, dates announced. Lots of work on getting the registration system ready. We begin meeting each week on a Monday evening. Initial logo made by Jakub and Allan.

February 2017: Trip to FOSDEM, where we put up a few GUADEC posters. Summer still seems a long way off. Codethink sponsorship confirmed. We start thinking about keynote speakers. Javier and Lene look into social event venues, including somewhere for the 20th birthday party(with hearts already set on MOSI). The search for new Executive Director for GNOME finally comes to a close with Neil McGovern being hired, and he soon starts joining the GUADEC calls and helping out (in particular with the search for sponsors, which up til now has been nearly all Alberto’s work).

March 2017: After 4 months of bureaucracy, our bank account finally approved. After much hacking and design work, we can finally open registration and the call for papers. We have to finalize room numbers at the University already, although most rooms are still unbooked. Investigation into getting GNOME Beer brewed (which ended up going nowhere, sadly). Requests for visa invites begin to arrive.

April 2017: Lots of planning for social events, the talk days and the unconference days. PIA sponsorship confirmed. Posters being designed. Call for papers closes, voting begins and Kat starts putting together the talks schedule.

May 2017: Birthday planning with help from the engagement team (in particular Nuritzi). The University temporarily decide that we’ll have to pay staff costs of £500 per day to have the canteen open; we do a bunch of research into alternatives but then we go back to the previous agreement of having the canteen open with just a minimum spend. Planning of video recording and design. Schedule and social events planning.

June and July 2017: Continual planning and discussion of everything. More sponsors confirmed. Allan does prodigious amounts of graphic design and organizing printing. Travel sponsorship finally confirmed and lots of visa invitation requests start to arrive. Accommodation bookings continue to come in, along with an increasing amount of queries, changes and cancellations that become quite time-consuming to keep track of and respond to. Evening events being booked and finalized, including more planning of the birthday party with Nuritzi. Discussions of how to make sure the conference is inclusive to newcomers. Water bottles, cake and T-shirts ordered. Registrations keep coming in until we actually hit and go over 200 registrations. We contact volunteers and come up with a timetable.

Finally, the day before GUADEC we collect the last of the printing, bring everything to the venue and hole up in a room on the 2nd floor ready to pre-print names on badges and stuff the lanyard pouches with gift bags. We discover two major issues: firstly the ink on the badges gets completely smudged when we run it through the printer to print a name on it; and secondly the emergency telephone number that we’ve printed on the badges has actually been recycled as the SIM card was inactive for a while and now goes through to some poor unsuspecting 3rd party.

We lay out all the badges to try and dry the ink out but 3 hours later the smudging is still happening. We realise that the names will just have to be drawn on with marker pens. As for the emergency telephone… if you look closely at a GUADEC 2017 badge you’ll notice that there’s a sticky label with the correct number covering up the old number on the badge. Each one of these was printed onto stickyback paper and lovingly chopped out and stuck on by hand. You’re welcome! (Nobody actually called the emergency phone during the event).

Javier pointed out that we should be at the registration event at least an hour early (it started at 18:00). I said this was nonsense because most people wouldn’t get there til later anyway. How wrong I was !!! I’m used to organizing music events where people arrive about an hour after you tell them to, but we got to Kro Bar about 17:45 and it was already full to bursting with eager GNOME contributors, many of whom of course hadn’t seen each other for months. This was not the ideal environment to try and set up a registration desk for the first time and I mostly just stood around looking at boxes feeling confused and occasionally moving things around. Thankfully Kat and Benjamin soon arrived and made registration a reality leaving me free to drink a beer and remain confused.

And the rest is history!

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