Wikimania 2016 bids/Esino Lario/Timeline

Ongoing tasks

Once developed, these are monitored until the conference days:

One year or more before the event

Done Design: Create branding/logo for conference
Done Logistics: Select and contract Wikimania location
Program: Recruit members for the Program committee; draft call for participation
Registration: Develop online Registration system
Scholarships: Begin developing scholarship criteria; develop scholarship process front page

May 2015

Notify the opening hours of the pharmacy (this is the way the city council can have the pharmacy open during the entire conference), May

Eight months before the event / October 2015

Logistics: Create planning timeline
Logistics: Conference budget development and approval
Logistics: Select and contract Conference Planner
Scholarships: Finalize scholarship selection criteria; test and launch scholarship application

Seven months before the event / November 2015

Logistics: Full conference review with selected conference planner of all existing contracts and timeline
Logistics: Search and select the venues for the opening reception and the closing party
Lodging: Search for hotel accommodations
Program: Start speaker/presenter search and collection of papers
Program: Start speaker tracking document
Scholarships: Launch scholarship application process and call for participation
Sponsors: Sponsorship package development and solicitation

Six months before the event / December 2015

Design: Conduct search for graphic Designer (Program book/Mini Agenda/signs)
Lodging: Contract hotels (VIP/Foundation/Staff/Scholarship winners)
Program: Draft Agenda outline online
Registration: Finalize online Registration system
Scholarships: Close scholarship application process; begin reviewing applications

Five months before the event / January 2016

Program: Close call for participation
Registration: Launch online Registration—make sure to include hotel information in your Registration.

Four months before the event / February 2016

Design: Begin assembling content for the official Program book
Logistics: Conference planner establishes all preliminary set-ups, Food and Beverage (F&B) orders, Internet/Wi-Fi, and A/V requirements for the conference
Scholarships: Finish reviewing scholarship applications; select and notify awardees

Three months before the event / March 2016

Design: Prepare the first draft of Program book and mini agenda
Lodging: Start making hotel and travel accommodations for (VIP/Foundation/Staff/Scholarship winners)
Logistics: Conduct search, send RFP and select key service vendors:
- AV/Video production
- Photographer
- Destination management Company (DMC) - Transportation
- Registration Management Company
Program: Finish reviewing submissions; notify presenters; prepare schedule
Program: Program director and graphic Designer working together to complete the Program guide
Volunteers: Develop the volunteer tasks and duties list; begin solicitation and confirmation of Volunteers

Two months before the event / April 2016

Design: Create conference directional signage
Logistics: Draft the sponsor trade show floor layout
Logistics: Order all logo materials:
- T-Shirts
- Conference bags
- Name badge paper stock / holders / lanyards

One month before the event / May 2016

Logistics: Finalize the travel schedule with the DMC
Logistics: Draft the travel schedule for each venue
Volunteers: Based on volunteer solicitation outcome, determine if you need to hire outside staff
Notify the opening hours of the pharmacy (this is the way the city council can have the pharmacy open during the entire conference), May

Two weeks before the event / June 2016

Design: Final Program Book and Mini agenda to print
Design: Final Signs to print
Lodging: Final information to the hotel: F&B, A/V, Room Sets
Lodging: Final Room list to hotels
Lodging: Drop any unused rooms at each hotel for re-sale
Logistics: Ship all items to the venue – inform all Sponsors to ship their items to be included in conference bag
Sponsors: Finalize list of Sponsors so that their logos, ads, etc. can be added to Program book
Volunteers: Finalize the Volunteers and duties; send final email confirmation/info/when/where

One week to one day before the event:

Logistics: Create the conference contact list and distribute to all staff/Volunteers/venues/vendors
Logistics: Track and receive all shipped materials to the venue
Logistics: Hold a pre-conference with all staff and venues: Here you will adjust for any last minute updates to the conference set-ups, F&B, AV
Registration: Close online registration, send final list to the Registration company. Registration company to print badges
Volunteers: Have a volunteer bag stuffing party once all materials have arrived at the conference venue
Sponsors, Program, Scholarships, Lodging: Send final info emails and draft welcome letters for:
- Sponsors
- Speakers
- Attendees
- Staff/VIPs/Scholarship winners

During the conference:

Lodging: Print and deliver welcome letters to each hotel
Logistics: Conference planner to manage on-site
Registration: Registration management company to handle all on-site Registration
Volunteers: Volunteer coordination being executed by volunteer coordinator

Post-conference:

Lodging: Collect full hotel room pick-up list
Logistics: Conduct a post event meeting with all staff, venues, vendors, etc.
Logistics: Collect and pay all outstanding invoices from vendors
Logistics: Create the final post-event budget report
Registration: Registration company to deliver the final attendee list
Videos: Post videos of presentations online, in coordination with video production team or company.

Grants:Learning patterns/International events? Allow three months for visa formalities