SdNOG meetings preparation

This page is intended to list all planning for activities related to the sdnog events.

Program Layout

sdnog meeting usually divided into workshops and conference. Each workshop will have approximately 30 -40 participants, and the conference which expected to have from 300 - 350 participants in 2 days.

SdNOG meeting
Date	Room-1	Room-2	Room-3
Day 1	Workshop #1	Workshop #2	Workshop #3
Day 2
Day 3
Day 4	Plenary Day 1
Day 5	Plenary Day 2

Information required

• Style of event whether it is workshops or plenary or both.
• Number of expected participants per each day.
• Seating style whether it is round table, class room or theatre for each day.
• Time for breaks and lunch.
• Number of podium, headset, wireless and stands microphones.
• Number of projectors.
• Tables or any other special requirements.
• Number of chairs in the registration desk.
• Number of people in tech support table.

Logistics needed

• Focal technical point.
• Focal catering point.
• Focal point for rooms reservations.

Catering

• Number of tea breaks and menu
• Lunch menu
• lead time for notification.

Network Setup

SdNOG Meeting Network Setup page contains the detailed about how to setup the network for SdNOG meetings.

Lanyards and Badges

The lanyards, and badge cases are once again being sponsored, and will be hand carried into Khartoum by Nishal. This year, the badge cases are size A6, ie. 105mm × 148mm. Badges will be double-printed; ie. the participant and sponsor details will appear on both the front and the back of the badge. The badge will need to be cut (likely horizontally), and then folded once vertically. Two badges should be produced per single A4 sheet.

More details on the badges and lanyards are on the badges and lanyards design page.

Overall Task Schedule

Owner:

 - EC: Event Coordinator
 - PC: Program Coordinator
 - FO: Financial Officer
 - TO: Technical Officer
 - MO: Media Officer
 - PR: Public Relation Officer 

Status:
Completed: Task finished and documented if applicable.
Pending: Task not started yet.
Running: Started but not completed.
Cancelled: Task not needed for defined reason.

#	Action	Owner	Target Date	Status	Outcome
1	Determine event dates	All	-	-
2	Determine event venue	EC	-	-
3	Presentation submission tool	PC	-	-	papers.SdNOG.sd
4	Open Call for presentations	PC		-
5	Publish final agenda	PC		-	Final agenda on the website
6	Open registration	EC		-
7	Close registration and select participants		-	-
8	Sponsorship	All	-	-	Thanks page on SdNOG website
9	Advertisement	MO	-	-
10	Promotion materials	All		-
11	Budget management	All	-	-	SdNOG Finance report published on the website
12	Video streaming	TO		-	publish it on sdnog Youtube channel
13	Promotional video			-	published on SdNOG website
14	Survey revision			-
15	Organization update presentation	-	-	-
16	Volunteers	EC	-	-	Thanks page on SdNOG website
17	Photography	-	-	-	Upload the meeting photos on Flickr
18	Event (facilitators/ presenters)	-	-	-
19	Event network setup	TO		-
20	Logistics for speakers	EC		-	Visa + accommodation + customs
21	Opening ceremony/invitations preparations	-		-
22	Event materials packing	All		-
23	Photographing	MO		-