Basically the organisation of the event can be broken down into the following areas:
- 10 weeks ahead: start planning, find speakers
- 3 weeks ahead: prepare announce
- 2 weeks ahead: announce, spread the news
- the week itself: blog summary, inform people about sessions on IRC
10 weeks ahead
Create empty timetable in UbuntuOpenWeek/Prep
Ask for session leaders and session suggestions on firstname.lastname@example.org, email@example.com and firstname.lastname@example.org.
Review UbuntuOpenWeek/Previous and mail previous session leaders if they're willing to give a session again or have suggestions for topics and speakers.
Ask speakers to add their session to the timetable on UbuntuOpenWeek/Prep and also add some session information.
3 weeks ahead
- Draft announcement.
Talk to people on email@example.com and firstname.lastname@example.org if they are willing to help out with translating questions and answers. Ask them to add themselves to the bottom of UbuntuDeveloperWeek.
Add sessions to Ubuntu Learning Calendar (NEVER USE RECURRING EVENTS FOR ANYTHING OR ALL DAY EVENTS!)
Install Lernid and see if the sessions all turn up properly.
2 weeks ahead
- Announce via blog, get it on Planet Ubuntu.
Mail email@example.com and firstname.lastname@example.org.
- Ask a Forums operator to sticky the threads.
- Send mail to all speakers about the event, how things work.
Ask people to microblog using the hashtag #udw.
The week itself
- Blog summary of each day.
- Ask people to blog, pass on the news, and redent/retweet @ubuntuclassroom.
Mention the start of each day a few minutes before session start in #ubuntu-devel, #ubuntu-motu, #ubuntu-bugs, #ubuntu-packaging, #ubuntu-locoteams, #ubuntu-reviews, #ubuntu and #ubuntu+1
Explain the rules at the start of the day.