Drumbeat/events/Festival/planning: Difference between revisions

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= Drumbeat Festival Plan <br>  =
= Logistics<br>  =


#Goals<br>  
*Barcelona logistics lead:&nbsp;Maria Solé<br>  
#Required elements<br>  
*Venue &amp;&nbsp;Accomodations: [http://www.drumbeat.org/festival/logistics http://www.drumbeat.org/festival/logistics]<br>  
#Attendee profile<br>
*Volunteer plan<br>  
#Logistics<br>
*Other logistics (program printing, food &amp;&nbsp;beverage, registration, volunteers, etc):&nbsp;under development<br>
#Communications:&nbsp;Framing and Message<br>
#Miscellaneous <br>


<br>  
<br>  


== 1. Goals/Outcomes: big DB narrative, earned media <br>  ==
= Key Deadlines and Timeline<br><br>  =


Essence of the idea
{| cellspacing="1" cellpadding="1" border="1" style="width: 651px; height: 285px;"
|-
! scope="col" | Weeks until Festival<br>
! scope="col" | Date<br>
! scope="col" | Deadline(s)<br>
|-
| <br>
| June 7<br>
| <strike>1st Save the Date Email</strike><br>
|-
| <br>
| July 5<br>
| <strike>Early invitations out</strike><br>
|-
| 16<br>
| July 15<br>
| <strike>Complete Festival planning wiki framework<br></strike>
|-
| 15<br>
| July 23<br>
| <strike>Finalize Festival team: committees &amp; job descriptions, schedule regular calls for core team and committees. Introductory call for top participant recruits.<br></strike>
|-
| 12<br>
| Aug 4<br>
| <strike>Finalize 20-30% program "nodes" (lead people and compelling content). Launch Broad Call to "Design and submit a node" &amp; Sneak Preview of confirmed program.</strike><br>
|-
| 11<br>
| Aug 10<br>
| <strike>Sign venue contract(s)</strike><br>
|-
| 9<br>
| Aug 25<br>
| <strike>Ideal web site launch (w/ registration, logistics, etc. full schedule still TBD).&nbsp; Full registration opens.</strike><br>
|-
| 7<br>
| Sept 8<br>
| Deadline for program idea submissions<br>
|-
| 5<br>
| Sept 29<br>
| Complete program ideas review, research, develop workshops/plenaries/events. Secondary web site launch deadline. Program content &amp; other collateral sent to designer &amp; posted online.<br>
|-
| 4<br>
| Oct 6<br>
| Firm &amp; implement all logistics<br>
|-
| 3<br>
| Oct 13<br>
| Three weeks out. Hotel room cutoff date. All electricity, AV, catering requirements ID’ed<br>
|-
| 2<br>
| Oct 20<br>
| All travel booked.<br>
|-
| <br>
| Nov 3<br>
| FESTIVAL!!!<br>
|}


* trying to establish a big new idea -> need an event as a core pillar -> need to remind people where we are marching towards w/ drumbeat
Detailed planning matrix linked below.&nbsp; Not for the faint of heart! Contact Nathan for editing permision.<br>  
* a powerful way to create a narrative is to bring the right mix of people together and then to let them tell a story
* reward, train and reenergize project leaders and community leaders -> working in itself tells the story


Internal
[https://spreadsheets.google.com/pub?key=0AjxBFBy6_BKAdFdwWVVndmZoNm5OazlJd29QRWw4V0E&hl=en&output=html https://spreadsheets.google.com/pub?key=0AjxBFBy6_BKAdFdwWVVndmZoNm5OazlJd29QRWw4V0E&amp;hl=en&amp;output=html]<br> ''<br>''


*Create the sense of Drumbeat as a major hub of the Open movement.&nbsp; Festival as "the place to be to invent the future of the internet"
== Planning Notes<br>  ==


*Modelling the best of the Drumbeat brand - build up the Drumbeat narrative
*[[Drumbeat/events/Festival/planning/June 23 notes|Friday July 23]]
*Identify leadership
*[[Drumbeat/events/Festival/planning/August 5 notes|Thursday August 5]]
*Celebrating successes in 2010<br>
*Community building for a distributed movement - peer education &amp;&nbsp;support
*Promoting Drumbeat:&nbsp;earned media<br>
*Accelerating 2011
*Media outcomes - text and video capturing the open web agenda for 2011


<br>
= Communications<br> =


== 2. Required Elements <br>  ==
Need: earned media and social media leads/working groups, designers<br>
 
The structure and content of Drumbeat Festival should:<br>
 
*Makers elements
*Promote and advance Drumbeat projects and local events, prioritizing the "non-usual suspects" involved in Drumbeat<br>
*Showcase a handful of Big Ideas to inspire Drumbeat 2011<br>
*Energize participants through celebration:&nbsp;music, music, arts, and more music<br>
*Surprise participants AND&nbsp;organizers - the spontaneity factor<br>
 
<br>
 
== 3. Attendee Profile<br> ==
 
*Attendees: open call vs. invitation-only?
*Top leadership in projects and local events get travel stipends/scholarships/fellowships
*Small handful of high profile attendees (Zittrains, Berniers-Lees, boyds)
*Organizational allies, current and potential (note, this is an outreach framework - attendance is by individuals, not organizational representatives): Free Press, Public Knowledge, Global Voices, Open Web Foundation, Worldwide Web Foundation, EFF, Sunil/cis (?), adam floss manuals (?), Open Knowledge Foundation, Open 100 (?), Open Video Alliance, Association for Progressive Communications, Berkman, Collabforge, Creative Commons, Wikimedia, NTEN, Ushahidi, Internet Society, W3C, African Copyright and Access to Knowledge Project, Article 19, Bibliotheca Alexandrina, Sunlight Foundation, Freedom House, Family Onine Safety Institute, OpenNet Initiative, OII.
*Non-susual suspects:&nbsp;Open Health, Open Education, Hackerspace
*Funders? Ford, OSI, Haas, Hewlett, Packard
 
<br>
 
== 4. Logistics <br>  ==
 
*Localtion:&nbsp;Barcelona<br>
*Venue: pending<br>
*Dates: 3 days in November, dates dending.&nbsp; Don't conflict with Web 2.0 Summit, Nov 15-17.&nbsp; Other potential conflicts?<br>
*Size:&nbsp;low hundreds for year 1 ---&gt; earn the chops to scale in year 2
 
<br>
 
== 5. Communications  ==
 
<br>
 
== 6. Miscellaneous <br> ==
 
*Local organizing committee invitations<br>
*Localizing the Festival for non-attendees:&nbsp;Can we get smaller local events sharing content symetrically with Amsterdam?<br>
 
<br>
 
 
= 4.20.09 Notes <br> =

Latest revision as of 20:26, 15 September 2010

Logistics

  • Barcelona logistics lead: Maria Solé
  • Venue & Accomodations: http://www.drumbeat.org/festival/logistics
  • Volunteer plan
  • Other logistics (program printing, food & beverage, registration, volunteers, etc): under development


Key Deadlines and Timeline

Weeks until Festival
 Date
 Deadline(s)

 June 7
 1st Save the Date Email

 July 5
 Early invitations out
16
 July 15
 Complete Festival planning wiki framework
15
 July 23
 Finalize Festival team: committees & job descriptions, schedule regular calls for core team and committees. Introductory call for top participant recruits.
12
 Aug 4
 Finalize 20-30% program "nodes" (lead people and compelling content). Launch Broad Call to "Design and submit a node" & Sneak Preview of confirmed program.
11
 Aug 10
 Sign venue contract(s)
9
 Aug 25
 Ideal web site launch (w/ registration, logistics, etc. full schedule still TBD).  Full registration opens.
7
 Sept 8
 Deadline for program idea submissions
5
 Sept 29
 Complete program ideas review, research, develop workshops/plenaries/events. Secondary web site launch deadline. Program content & other collateral sent to designer & posted online.
4
 Oct 6
 Firm & implement all logistics
3
 Oct 13
 Three weeks out. Hotel room cutoff date. All electricity, AV, catering requirements ID’ed
2
 Oct 20
 All travel booked.

 Nov 3
 FESTIVAL!!!

Detailed planning matrix linked below.  Not for the faint of heart! Contact Nathan for editing permision.

https://spreadsheets.google.com/pub?key=0AjxBFBy6_BKAdFdwWVVndmZoNm5OazlJd29QRWw4V0E&hl=en&output=html

Planning Notes

Communications

Need: earned media and social media leads/working groups, designers

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