Introduction

NumFOCUS can assist you in developing a tailored event timeline based on your project’s unique needs. Before planning your project event, it is essential to map out the necessary organizing milestones to ensure a smooth process. NumFOCUS recommends that organizing committees allocate at least 6 months of preparation time prior to the event. Below is a suggested timeline template based on a 7-month lead time from the initial kickoff to the event day.

 

Milestone Template (7 Months to Event Kickoff)

Key Milestones Before Kickoff

• Secure a Venue

• Confirm Conference Dates

• Assemble the Core Organizing Committee

 

Program Planning

• 7 Months to Event

  • Finalize CFP (Call for Proposals) instructions, CFP form, and the proposal review process.

  • Secure a program committee.

  • Build the Pretalx platform.

  • Open the CFP.

  • Set the projected conference budget.

 

• 5-6 Months to Event

  • Secure keynote speakers.

 

• 100 Days to Event

  • Close the CFP.

  • Begin proposal reviews.

 

• 86 Days to Event

  • Finalize program decisions.

  • Send speaker acceptance notifications and request confirmations.

 

• 76 Days to Event

  • Finalize speakers and invite backups if necessary.

  • Build the event schedule.

 

• 70 Days to Event

  • Publish the schedule and announce it to the community.

  • Notify speakers of the schedule and share logistical details.

 

• 21 Days to Event

  • Confirm that all speakers have registered for the event.

 

Additional Planning Items

• 7 Months to Event

  • Invite and confirm organizing committee members.

  • Schedule the kickoff meeting.

  • Finalize the conference logo and branding assets.

  • Determine if the event will include an online or hybrid component.

  • Build the conference website.

  • Create and finalize key materials, including the Code of Conduct, Health and Safety Statement, mission statement, venue information, and lodging options.

  • Launch the ticket registration page.

  • Determine sponsorship tiers, prices, and benefits, and create a sponsorship prospectus.

 

• 6 Months to Event

  • Plan extracurricular activities, including lightning talks, sprints, Birds of a Feather (BoFs) sessions, job fairs, and poster sessions.

  • Research options for sponsored attendee socials.

  • Open applications for diversity scholarships and financial aid.

  • Secure catering and A/V contracts, and hire a videographer.

  • Confirm tentative room schedules and seating arrangements with the venue.

 

• 3 Months to Event

  • Finalize designs for t-shirts, lanyards, and badges.

  • Finalize the catering menu, ensuring options for all dietary preferences and restrictions.

 

• 2 Months to Event

  • Open a call for volunteers.

  • Notify scholarship awardees.

  • Finalize details for attendee socials based on sponsorship status.

  • Confirm and finalize A/V and videography needs.

 

• 1 Month to Event

  • Order t-shirts, badges, and lanyards.

  • Conduct volunteer training.

  • Finalize catering numbers.

  • Order necessary supplies (e.g., markers, notepads, easels).

  • Share final exhibit booth floor plans with sponsors.

  • Confirm final seating arrangements with the venue.

 

Instructions

1. Reach out:

   • Submit a ticket or email [email protected] to request additional information and get help establishing your event’s timeline.

2. Plan:

   • NumFOCUS staff will guide you through the process of establishing your timeline and answer any questions you may have.

3. Execute:

   • Once your timeline is complete you can begin executing milestones.

 

FAQ

Q: What support can NumFOCUS provide during the planning process?
A: NumFOCUS can assist with everything from creating a tailored event timeline to building your CFP platform and registration page. We’ll work with you to ensure all details are covered. Please see our Events articles for more information.

 

Q: Can NumFOCUS help with marketing and promoting my event?
A: Yes! We can help with branding, building your website, and designing sponsorship prospectuses to promote your event and attract sponsorships.

 

Please see our Events articles for more information.

 

Additional Resources

For further assistance or to start planning your event with NumFOCUS support, please submit a ticket or email [email protected].