diff --git a/av_runbook.md b/av_runbook.md index 32e833d..7713c3d 100644 --- a/av_runbook.md +++ b/av_runbook.md @@ -18,7 +18,7 @@ This role does the preparatory work and day-of work in order to provide the audi - Making or acquiring cables of the correct length - Ensure rechargeable batteries are all charged and tested - Staging equipment for load-in -- Our equipment is organized in the shed currently by type/role; it needs to be re-organized into bins for day-of. + - Our equipment is organized in the shed currently by type/role; it needs to be re-organized into bins for day-of. #### During Event: - Transporting and organizing load-in and setup of equipment on load-in day to meet plan @@ -44,41 +44,18 @@ This role does the preparatory work and day-of work in order to provide the audi - Re-organize equipment into bins-by-type and inventory capital equipment - If video was recorded, transcode and upload to streaming services as required -## Important Dates - -### In the beginning - -* TBD: Venue selection -* TBD: Kickoff meeting (Nov/Dec): Should have visited the venue and know the scope of this year's equipment needs and a/v design. Identify any budget needs and communicate them to core team. - -### 3 Months Out - -- Should unpack and inventory the storage shed and pull equipment that will be used. Next few months should be spent testing equipment and replacing consumables, making cables if necessary, and ordering equipment if necesary. - -### 2 Months Out - -- By now volunteer organizer should be getting volunteer counts and have reached out to volunteers, so get your needs over to them. - -### 2 Weeks Out +## Time Expectations -- Hold training for volunteers +TBD -### The Week Before - -- Know how equipment is getting to the venue for load-in and have it organized into bins. - -### The Day Before - -* Set up. - -### The Day Of - -* Make sure it runs smoothly -- see day-of above - -### Afterwards +## Important Dates -* Get equipment back to storage shed, and inventory it to make sure everything got there. -* Get equipment that was packed into bins for each stage sorted back into bins by type of equipment and use. +* **May:** Explore A/V concerns during the venue search, as needed. Visit the venue and know the scope of this year's equipment needs and a/v design. Identify any budget needs and communicate them to core team. +* **February:** Inventory the storage shed and pull equipment that will be used. Test equipment, replace consumables, make cables if necessary, and order equipment if necesary. +* **Early March:** Get needs to volunteer organizer +* **Early April:** Train volunteers +* **Late April**: Confirm transportation, load in, and load out plan. Have all gear preloaded and organized into bins if possible. +* **May:** Set up and run pre-event checks. After the event, return to storage shed, inventory, and reorganize. ## Reminders or Common Mistakes diff --git a/core_runbook.md b/core_runbook.md index 36bb5c5..17ba3a8 100644 --- a/core_runbook.md +++ b/core_runbook.md @@ -16,6 +16,13 @@ This role is responsible for the conference being held each year. They set the t * Be the final decision makers. * Support all functions. * MC the conference. +* Handle all code of conduct concerns before, during, and after the conference. + +### Time Expectations + +This role is the most time-intensive of the conference organizing team. Expect to spend 4-5 hours a week most weeks spread out across multiple days in responding to feedback reuqests or addressing core functions. Core should meet weekly from early September through the week after the conference in May, and likely will meet monthly or bimonthly in May through August. + +Response times, unless agreed upon by the rest of core in the case of vacations, emergencies, or family/employment duties, usually are within 24 hours during the week and within 48 hours on weekends and holidays. Family and work responsibilities come first, and core organizers are responsible for notifying co-cores should another responsibility need to take priority longer than 24 hours. ## Important Dates @@ -29,10 +36,14 @@ This role is responsible for the conference being held each year. They set the t * **Early November:** Kick off semimonthly meetings * **November:** Ensure marketing is off and running * **Late November:** Ensure registration opens +* **Late January:** Ensure the CFP closes * **February:** Ensure swag is off and running -* **Late February:** Ensure early bird closes -* **April:** Check on volunteers +* **Late February**: Ensure speakers announcements go out +* **Late February:** Ensure early bird closes and regular registration opens +* **March:** Check on volunteers +* **April:** Every function should be ready by mid-month * **May:** Host +* **May:** Ensure all receipts come in and get books closed ## Reminders or Common Mistakes diff --git a/finance_runbook.md b/finance_runbook.md index 824dc75..e971fbc 100644 --- a/finance_runbook.md +++ b/finance_runbook.md @@ -12,15 +12,19 @@ There is a secondary responsibility which lies with all organizers and volunteer ### General Tasks -* Establish budget (Core) Due [pre-kickoff](https://github.com/moutons/runbooks/blob/main/core_runbook.md), around 10 months out -* Maintain budget (Everyone) ongoing -* Perform periodic budget review (Core) 6 months prior to the conference -* Perform periodic budget review (Core) when early bird sales close -* Perform periodic budget review (Core) 3 months prior to the conference -* Submit expenses (Them what spent it, via email, add the receipt in the year's Receipts folder) -* Reimburse expenses (Core, ConferenceOps) onging -* Ensure charitable contributions are handled (Core, ConferenceOps) Due by the end of May -* Books for the year close (Core, ConferenceOps) Due in June +* **July:** Establish budget (Core) [pre-kickoff](https://github.com/moutons/runbooks/blob/main/core_runbook.md) +* **July-May:** Maintain budget (Everyone) +* **November:** Perform periodic budget review (Core) +* **January:** Perform periodic budget review (Core) when early bird sales close +* **February:** Perform periodic budget review (Core) +* **July-May:** Submit expenses (Them what spent it, via email, add the receipt in the year's Receipts folder) +* **July-May:** Reimburse expenses (Core, ConferenceOps) +* **Late May:** Ensure charitable contributions are handled (Core, ConferenceOps) +* **June:** Close books for the year (Core, ConferenceOps) + +## Time Expectations + +TBD ## TODO @@ -29,4 +33,6 @@ There is a secondary responsibility which lies with all organizers and volunteer ## Reminders or Common Mistakes -What do you always try to remember when you come back to this every year? Do you often find yourself scrambling for vendors? Are you always trying to remember where you left your towel? Leave notes for the next person so we can improve :) +* Keep watch on the receipts coming in, and ensure everyone is actually submitting them in real time. +* Try to get estimates in as soon as possible +* Call audibles early should you need to trim budgets before people spend too long getting quotes. diff --git a/food_runbook.md b/food_runbook.md index 22bdc4c..bc8b12c 100644 --- a/food_runbook.md +++ b/food_runbook.md @@ -6,36 +6,33 @@ Most venues make their money off of food sales by requiring you to use their ven Your job is to make sure that the attendees get two square meals and an afternoon snack each day. -### General Tasks +## General Tasks +* Work with food vendors to plan and order food service * Setup breakfast for day 1 and day 2 * Setup lunch for Day 1 and day 2 * Setup afternoon snack break for day 1 and day 2 -### Notes on Food -* Self-serivce grab-and-go food is the most efficient way to do it. In years past we either served meals or had attendees serve themselves buffet style. This meant that lunch and breakfast could take up to two hours based on attendee count. By having boxed or pre-packaged meals you save time that can be used for more talks or open spaces. -* The general rule of thumb for vegan / gluten free options is 20% of the total headcount. Make sure that those meals are segregated away so that they aren't grabbed by mistake. This happened in 2022. For 2023 people will ask someone from the catering company for vegan and gluten free meals. -* You are feeding everyone, including volunteers, organizers, sponsors, and attendees. Make sure to use the total headcount for planning. - -### 3 Months Out - -* Determine what vendor you need to go with for food. In most cases the venue will require that you use their food or a preferred vendor. -* If you are using an outside vendor, get at least three quotes for each meal. Breakfast tacos in the morning are always a hit. Sandwiches from Central Market are a great lunch option. - -### 2 Months Out - -* Get a contract signed with your food vendors. They usually need at least two months of lead time to get things in order. +## Time Expectations -### Two Weeks Before +TBD -* Check in with the food vendor and make any last-minute adjustments. I.e. if the attendee count is low scale back the amount of food. +## Important Dates -### The Day Before - -* If hiring an outside vendor, get the information on when they'll arrive. Arrange for drop off and placing the food. - -### The Day Of - -* Make sure that food is delivered on time and in the right locations. +* **May:** Know whether the venue search is including food orders +* **February:** Determine what vendor you need to go with for food. +* **March:** Get a contract signed with your food vendors. They usually need at least two months of lead time to get things in order. +* **Mid April:** Check in with the food vendor and make any last-minute adjustments. I.e. if the attendee count is low scale back the amount of food. +* **Late April:** If hiring an outside vendor, get the information on when they'll arrive. Arrange for drop off and placing the food. +* **May:** Make sure that food is delivered on time and in the right locations. Pay any day-of food (e.g., coffee bar), and expense it. +### Reminders and Common Mistakes +* Self-serivce grab-and-go food is the most efficient way to do it. In years past we either served meals or had attendees serve themselves buffet style. This meant that lunch and breakfast could take up to two hours based on attendee count. By having boxed or pre-packaged meals, you save time that can be used for more talks or open spaces. +* The general rule of thumb for vegan / gluten free options is 20% of the total headcount. Make sure that those meals are segregated away so that they aren't grabbed by mistake. This happened in 2022. For 2023 people will ask someone from the catering company for vegan and gluten free meals. +* You are feeding everyone, including volunteers, organizers, sponsors, and attendees. Make sure to use the total headcount for planning. +* In most cases the venue will require that you use their food or a preferred vendor. +* If you are using an outside vendor, get at least three quotes for each meal. +* Breakfast tacos in the morning are always a hit. +* Sandwiches from Central Market are a great lunch option. +* \ No newline at end of file