Conference Planning Table

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Detailed OWASP Conference Planning Checklist
Item
Number
Focus
Area
WHEN actions/tasks
should be completed
WHAT actions/tasks
need to be done
Related Resources:
guidelines, documents & templates

WHO can I contact
if I have questions?
view edit 101 Internal Communication and Planning 12 mos. before event (as early as possible in planning process) Put together a local volunteer team & select chair
view edit 102 Internal Communication and Planning 12 mos. before event (as early as possible in planning process) Enter event into OEMS and get approval from Global Conference Committee
view edit 103 Venue and Logistics 12 mos. before event (as early as possible in planning process) Start looking at possible venues (including dates of availability and pricing)
view edit 104 Internal Communication and Planning 12 mos. before event (as early as possible in planning process) Work with OWASP Staff to determine needs for event website, graphics, marketing, and PR
view edit 104 Internal Communication and Planning 12 mos. before event (as early as possible in planning process) Draft Event Communications Plan & delegate responsibilities
view edit 106 Sponsors 12 mos. before event (as early as possible in planning process) Put together event sponsorship pricing & packages
view edit 107 Finance 12 mos. before event (as early as possible in planning process) Submit event budget with costs & income to the GCC and OWASP Staff for review
view edit 108 Finance 12 mos. before event (as early as possible in planning process) Discuss with OWASP Staff any possible issues with making and receiving payments in local currency
view edit 109 Internal Communication and Planning Ongoing - starting 9-10 mos. before event Hold periodic (weekly or bi-monthly) volunteer planning meetings to discuss logistics, outreach, content (speakers/trainers), and other planning needs.
view edit 110 Internal Communication and Planning Ongoing - starting 9-10 mos. before event Member of the local planning team (chair or other) attend monthly Global Conference Committee call, providing status updates on logistics, content and budget. Includes post event wrap-up.
view edit 111 Internal Communication and Planning Ongoing - starting 9-10 mos. before event Local planning chair(s) hold weekly or bi-monthly call with OWASP staff member to communicate about conference updates and coordinate action items before and after event.
view edit 112 External Communication and Community Outreach Start drafting 9-10 mos. before event, going "live" by 9 mo. before event Launch event website or wikipage.
view edit 113 Venue and Logistics 9-10 mos. before event Negotiate venue: time, rooms, food, minimum spend
view edit 112 External Communication and Community Outreach 9-10 mos. before event Set up social media accounts
view edit 115 External Communication and Community Outreach 9-10 mos. before event Contact other infosec groups (ISACA, ISSA, ISC2) about co-marketing agreements.
view edit 116 External Communication and Community Outreach 9-10 mos. before event Contact educational institutions, government bodies, and industry groups for support/patronage.
view edit 117 External Communication and Community Outreach Ongoing - starting 9-10 mos. before event Implement event communications plan: including press releases, announcements regarding speakers, trainers, and sponsors. Coordinate social media postings and updates to event website
view edit 118 Sponsors Ongoing - starting 9 or 10 mos. before event (sponsors should be finalized by 1 mo. before event) OBTAIN SPONSORSHIP: Work with OWASP Staff to solicit event sponsorships & establish central place to track communication with sponsors. As sponsors commit, collect graphics for website and other conference materials. Update sponsorship document based on availability (ie. number of gold sponsorships remaining)
view edit 119 Finance Ongoing starting 9 or 10 mos. before event Provide monthly budget updates to OWASP Staff and GCC, per budgeting guidelines. Should include itemized projections/actuals for expenses and income.
view edit 120 Finance Ongoing starting 9 or 10 mos. before event Send all invoices, receipts for reimbursement, payment schedules, and other financial paperwork to OWASP Accounting for processing.
view edit 121 Content 9 mos. before event Solicit Keynote Speakers
view edit 122 Venue and Logistics 9 mo. before event DEADLINE: Sent venue contract to OWASP Staff for signature
view edit 123 Content 6 mos. before event Finalize Keynote Speakers
view edit 124 Venue and Logistics 6 mos. before event Check in with venue to confirm details
view edit 125 Content 6 mos. before event Launch Call for Trainers (CFT)
view edit 126 Content 6 mos. before event Launch Call for Speakers/Presentations (CFP)
view edit 127 Content 6 mos. before event Set up for talks (projects) for OWASP Track
  • Global Projects Committee
  • Global Conference Committee
view edit 128 External Communication and Community Outreach 4-6 mos. before event (coordinate as part of communications plan) Announce Keynote Speakers
view edit 129 Venue and Logistics 4-6 mos. before event (or earlier) Find hotel room block(s)
view edit 130 Content 4-6 mos. before event (or earlier) Start planning other conference events: Capture the Flag (CTF), committee workshops, Open Source Showcase (OSS), University Challenge, evening social events, etc.
view edit 131 External Communication and Community Outreach 3-4 mos. before event, DEADLINE: 90 days before event DEADLINE: Launch Event Registration
  • Cvent
view edit 132 Venue and Logistics 3-4 mos. before event (or earlier) Find vendors (if needed) for AV, internet, merchandise, equipment, translation services, and social events
view edit 133 Content 3-4 mos. before event Select (at least first round) of speakers and trainers. Notify speakers & trainers of status, send & collect paperwork.
view edit 134 Internal Communication and Planning 2 mos. before event Call for on-site volunteers - confirm availability of volunteers who have already committed, solicit more volunteers for day-of event if needed.
view edit 135 Content DEADLINE: 1 mos. before event DEADLINE CFP/CFT - make final selection of speakers and trainers. Notify speakers & trainers of status, send & collect paperwork.
view edit 136 Venue and Logistics 6 weeks before event Order event-specific merchandise (t-shirts, bags, pens, speaker gifts)
view edit 137 Venue and Logistics 6 weeks before event Review hotel room block: compare to VIP list, determine remaining availability
view edit 138 Content 6 weeks before event Ensure all speakers are confirmed. Send them details on event, including instructions for registering.
view edit 139 Content Starting 6 wks before event, occurring weekly until event Send weekly reports to trainers with number of students registered for class.
view edit 140 Sponsors 6 weeks before event Send out sponsor information kit- including shipping address, registration details, and event info.
view edit 141 Venue and Logistics 4 weeks before event Coordinate shipment of standard OWASP Merchandise, banners, and equipment to event venue.
view edit 142 Venue and Logistics 4 weeks before event Confirm AV & network needs with venue (or other third party provider)
view edit 143 Content 3-4 wks before event Finalize conference program and send to printer
view edit 144 Sponsors 3-4 weeks before event Confirm details and registration with sponsors
view edit 145 Venue and Logistics 1-2 weeks before event Provide final food counts & special dietary needs to venue
view edit 146 Venue and Logistics 1-2 weeks before event Order Signage & Schedules
view edit 147 Venue and Logistics 1-2 weeks before event Merchandise, supplies and equipment shipped to conference location
view edit 148 Venue and Logistics 1-2 weeks before event Conference programs shipped (to venue or wherever bag "stuffing" will occur)
view edit 149 Sponsors 1 week before event Sponsors to ship inserts/brochures for attendee bags, booth supplies
view edit 150 Venue and Logistics 1-2 days before event Confirm details with venue & onsite walk-through
view edit 151 Venue and Logistics 1-2 days before event Print name badges & set up registration area
view edit 152 Internal Communication and Planning 1-2 days before event Meet with volunteers to go through event timeline, responsibilities, and expectations.
view edit 153 Venue and Logistics 1-2 days before event Prepare attendee bags - stuff with sponsor materials, program, etc.
view edit 154 Content 1-2 days before event, during event as needed Collect and review speaker slides
view edit 155 Internal Communication and Planning During Event Monitor daily activities: ensure trainers & speakers show up & know where to go, AV /network is up & running, food and coffee breaks are on time.
view edit 156 External Communication and Community Outreach During Event Collect training and talk feedback
  • Surveymonkey
view edit 157 Internal Communication and Planning During Event Monitor video collection of conference talks, dump SD cards as needed.
view edit 158 Internal Communication and Planning During Event Ensure registration desk and OWASP info booth is staffed at all times.
view edit 159 Internal Communication and Planning During or after event Hold thank you event for volunteers/staff.
view edit 160 Sponsors During event Circulate vendor/booth area for questions before event (set up), during, and after (tear down) event. Provide return shipment instructions.
view edit 161 Content To be completed by 1 week after event Collect any outstanding speaker slides
view edit 162 Venue and Logistics To be completed by 1 week after the event Mail event video for production and processing
view edit 163 External Communication and Community Outreach To be completed by 1 week after event Send post-event survey to attendees
  • Surveymonkey
view edit 164 Finance To be completed by 1 week after event Collect invoices and sign-in sheets from trainers.
view edit 165 Sponsors As soon as possible after event, no later than 1 month after event Send thank you notes to sponsors and solicit event feedback
view edit 166 Finance As soon as possible after event, completed by 2 months after event. Work with OWASP Staff to finalize all incoming and outgoing payments.
view edit 167 Content As soon as possible after event, completed by 3 months after event Post conference slides & video to website. Email attendees to let them know that slides & video are available
view edit 168 External Communication and Community Outreach 1 month after event Send feedback to trainers and speakers
  • Surveymonkey
view edit 169 External Communication and Community Outreach As soon as possible after event, no later than 1 month after event Send thank you notes/emails to keynotes and speakers
view edit 164 Finance A soon as possible after event, no later than 1 month after event. Finalize payment to trainers.
view edit 171 Internal Communication and Planning To be completed by 3 months after event Transition social media accounts to next year's team.
view edit 172 Internal Communication and Planning To be completed by 3 months after event Compile conference lessons learned & notes for next year's planning team.
view edit 173 Sponsors To be completed by 3 months after event Share sponsor feedback with next year's event team