Tech Conference Checklist

I am currently planning for this year's DevFest (community-run developer event focused on community building and learning about Google’s technologies). Last year, I only had 6 weeks to plan DevFest San Francisco 2016 and I luckily documented many of the tasks. I decided to be kind to my future self and create a checklist and since I'm all about knowledge sharing, below is a checklist of things that you may want to do when you organize your next tech conference -- I suggest start planning 8 months before your event (especially if its your first time), but all of these items can be done within a shorter time span:10+ months

• Figure out roughly what you want to do - Talking Sessions, Code labs, Hackathons, etc, how many people you are thinking of attending

8 - 10 months

• Assemble your team! Ask people who you know have great work ethic and who have the time and energy, especially 3 months before the conference
  • make sure to have a small, solid few - there is no point of having too many cooks in the kitchen because nothing gets decided
• Have a code of conduct*
  • example from srccon
  • example from GDG
• Create and maintain a budget!
  • example of a budget
• Select a few dates and possible venues
  • secure this as soon as possible
  • some venues will need security and/or insurance
  • Make sure access to rooms, bathrooms and where food will be distributed for people with a variety of mobility*
  • Get extra space to have childcare options for your participates and speakers*
• Start designing a logo or contract someone to make it
• Start asking people to be speakers (make a google form to summit proposals)
  • Create a google form for proposals
    • example form
  • Send out the speaker proposal form
  • Review the proposals as they come in
  • Divided the proposals into different groups:
    • Defiantly Yes
    • Maybe
    • Outside the scope/Nope
  • Send back response ideally within a week of speaker proposal submission
• Make your website with information about the goal/purpose of the event, whoever you have for speakers as well as the date/location
  • don't worry about not having all the information, its better to share what you have versus being quite.
• Create a mock/tentative schedule so potential partners/speakers/sponsors can get a sense of what you are trying to do
• Review speaker proposal and response

6 - 7 months

• Make a Company Sponsorship levels and letter
  • Large Levels
    • Offering sponsor table space, logos on shirts and websites, etc.
  • Mini Levels
    • sponsor coffee, provide snacks, breakfast
  • Example of Sponsorship Levels
• Start asking companies for sponsorships
• Make another call for speakers/proposals
  • make an effort to contact communities that attract or represent non-traditional/type communities that you would like to attract
    • list of possible organizations
      • Women Techmakers
      • Girl Develop It
      • Latinx in Tech
      • Pyladies
      • Latinas in Computing
      • AkiraChix
      • Women who Code
      • Black Girls Code
      • Software Bootcamps
      • Cultural Difference
      • Ability Difference
• Contact rental companies if you need to rent anything for the event, such as chairs, tables and AV equipment.
• Start getting quote on:
  • Breakfast
  • Coffee
  • Lunch
  • Dinner
  • Dietary Restrictions:
    • Vegetarian
    • Vegan
    • Gluten Free
    • Raw
• Update the website with whatever material(s) you have
• Review speaker proposal and response
• Create a Code of Conduct team (to make sure that accessibility, openness and community are highlighted) *
  • Hotline for reporting any issues
  • Day of point person

4 - 5 months

• Create the avenue of purchasing tickets (eventbrite, etc.)
• Start finalizing speakers and publish a tentative schedule
• Send out social media campaigns to create awareness:
  • create a consistent message including a special hashtag
  • twitter
  • facebook
  • blog post
  • linkedin
  • Instagram
• Create events on social media platforms that point to purchasing tickets (ie. Facebook event)
• Make another call for speakers/proposals (list out who is already signed up)
• send out a call to volunteer (this is a great opportunity for individuals who cannot pay for the event, to volunteer and get in for free)
  • some volunteer task for the day of:
    • registration
    • set up (tables, chairs, etc.)
    • handing out give aways
    • set up breakfast/coffee
    • give out lunch
    • be runners for time reminders for scheduling
    • running childcare*
• Update the website with whatever material(s) you have
• Review speaker proposal and response accordingly

3 months before

• Create a map of the layout and where speakers/tracks will be located
  • Mark out where the restrooms, lunch area, coffee area, after party are located
• Buy thank you gift for speakers, volunteers
  • Possible ideas for gifts: fun mugs with tea, spa gift card, coffee gift card, nice journal, etc.
• Update the website with whatever material(s) you have
• Email the speakers a thank you and reminder that the event is in 3 months along with any time expectations
• Review speaker proposal and response
• Gets quotes for shirts and order
• Send speakers and  volunteer codes so they can register for the event

2 months before

• Make another call for volunteers
• Update the website with whatever material(s) you have
• Email the speakers with any updates of the event

1 month before

• Email volunteers with a tentative schedule
• Update the website with whatever material(s) you have
• Email the speakers a tentative schedule and what to expect the day of
  • what type of AV equipment they will have
  • where to go 10 - 15 mins before their talk

2 weeks before

• Update the website with whatever material(s) you have

1 week before

• Print large maps (that have 4 orientations) to put up in the area
• Update the website with whatever material(s) you have
• Meet with your team and volunteers to go over the schedule and final task

2 - 3 days before

• Print name tags
• Print schedules

Day Before

• Pack vehicle with items needed
• Rest!

Day of

• Lots of juggling with your team for your amazing event!

1 - 7 Days After Event

• Debrief with team
• Document all the things
• Thank speakers and sponsor

 * Suggestions from HBCompass