Resources

Share docs, tools, lists and whatnot for organizing a Python conference.

Contributions welcome from anyone!!

If you are a conference organizer, we can give you direct access to the repository. The goal is to share information, lessons learned, and to help improve our future conferences. Open an issue <https://github.com/python-organizers/resources/issues/new?template=request-for-access-as-a-conference-organizer-.md>_ to get yourself added to the repo.

.. contents::

Organizing Team

• What are the roles to be filled?
• What are their responsibilities?

CFP

Things to consider:

• When should CFP be started, ended, how long?
• How to promote CFP?
• Will you have keynotes / invited speakers? How to choose a keynote?
• How far ahead do you usually invite keynote speakers?
• Will you have sponsored talks?
• What types of events do you want to offer? (Workshops, Panels, Lectures, ...)
• Length of slots (by type).
• What information do you need? (Description for program, additional infos, requirements)
• License agreement if you want to publish paper/abstract/video. (Recommend CC-BY-4.0 <https://creativecommons.org/licenses/by/4.0/>__)
• ???

CFP tools

A list of tools you can use (in alphabetical order):

- `Frab <https://github.com/frab/frab>`_
- `Google Forms <https://www.google.ca/forms/about/>`_
- `Papercall <https://www.papercall.io/>`_
- `pretalx <https://pretalx.com/p/about/>`_
- `Symposion <https://github.com/pinax/symposion>`_
- `Yak Bak <https://gitlab.com/bigapplepy/yak-bak>`_ (developed/used by PyGotham)
- ???

Ticketing
---------

Things to consider:

- when should you start selling tickets?
- how many?
- what pricing tiers?
- early bird sale?
- do speakers need to buy tickets?
- ???

Ticketing tools

(in alphabetical order)

• Eventbrite <https://www.eventbrite.ca/>_
• pretix <https://pretix.eu/>_
• Tito <https://ti.to/>_
• ???

Diversity and inclusion

Things to consider:

• ???

Diversity and inclusion tools

- `Grorg <http://grorg.aeracode.org/>`_
- ???


Code of Conduct
---------------

Required if you'd like grant from The PSF.
What should be in CoC:

- how to report
- who will handle the report
- what's covered
- where does CoC the apply
- enforcement policy
- etc

Is there a list of known offenders in the community, that organizers need to know of? 

CoC Tools
`````````

- `Code of Conduct Hotline <https://github.com/cache-rules/coc-hotline>`_
- `Enhanced Coc Hotline <https://github.com/Mariatta/enhanced-coc-hotline>`_

Choosing a Venue
----------------

Things to consider:

- accessibility (wheelchair, all inclusive bathrooms, nursing facilities, public transit, parking, etc)
- equipment: projector, etc
- does it provide catering? can you bring your own food/hire your own caterer? Do you even need caterer?
- Sprint venue
- Single track or multi track?
- Tutorial/workshop venue
- Space for sponsor booths
- insurance
- ???

Choosing a date
---------------

Things to consider:

- Will it conflict with other conferences? Does it matter?
- Weekday vs weekend?
- Will it conflict with a religious holiday? School holidays? Mother/Father's Day etc?
- ???

See also: List of other `Python conferences and dates <https://github.com/python-organizers/conferences>`_.

Money
-----

- See The PSF's `Grants Program <https://www.python.org/psf/grants/>`_
- How will you receive income? Do you need to create a non-profit org?
- Will you have grants / financial aid for speakers / attendees?
- Is there guideline of how much should be allocated for grants?
- ???

Spreading the word
------------------

- `Submit your event <https://wiki.python.org/moin/PythonEventsCalendar#Submitting_an_Event>`_ to be listed in `Python Events Calendar <https://www.python.org/events/>`_.
- Share with local meetups
- 

Sponsorship
-----------

???

Sponsorship tools
-----------------

- `sabot <https://github.com/froscon/SaBoT>`_ 

Video recording
---------------

Choose a license.

See the following note from Ewa:



   We want to remind you all to review your speaker agreements and YouTube licenses
   to ensure they reflect the intentions of   your event. 

   The Creative Commons license (https://support.google.com/youtube/answer/2797468?hl=en)
   allows others to edit the videos you post. If you choose to go the route of Creative Commons,
   you should check that your speaker agreement allows this type of license arrangement. 

   The YouTube Standard license allows sharing your content via play lists, unedited.

   We are not suggesting one way or another, we want to present the facts and let
   you all decide what works best for your event. PyCon US recently experienced a
   situation that ended with us changing our YouTube license from Creative Commons
   to the Standard YouTube license. We want all organizers to be informed of the options and consequences of each.


Video recording tools
`````````````````````

- `Next Day Video <http://nextdayvideo.com/>`_
- `PyVideo <https://pyvideo.org/>`_
- `YouTube <https://www.youtube.com/>`_
- ???

Volunteers
----------

- Are volunteers needed? (Registration, Info, Moderation, Tech Support, Food/Drinks, Setting up/Tearing down venue, ...)
- How many?
- Motivation to volunteer (Reduced/free entry, free shirt/food/drinks)

Volunteer scheduling tools
--------------------------

- `Engelsystem <http://engelsystem.de/>`_

Related resources
-----------------

- `The Less Obvious Conference Checklist <https://github.com/mxsasha/lessobviouschecklist>`_ by Sasha Romijn
- `How we designed an inclusivity-first conference on a shoestring budget and short timeline <https://www.youtube.com/watch?v=C7ZhMnfUKIA>`_ PyCon US talk by Christopher Neugebauer, Josh Simmons, and Sam Kitajima-Kimbrel
- `Konferenzorganisation 101 - Eine Übersicht über OS Konferenzorganisationstools <https://media.ccc.de/v/froscon2016-1833-konferenzorganisation_101>`_ by Carina Haupt (German)
 



Need more information / advice
------------------------------

Do we have contact info of conference organizers?

Anything else?
--------------

Create a PR or an issue.