DCP'23 planning meeting 13th April 2023

Summary of last discussion:

Outline For Organizing Drupal Camp Pune 2023

1. Finalized the Date for Drupal Camp Pune’23 - (5th - 6th August 2023)
2. Create teams for distributing the work.
   (site team, content and marketing team, design team, finance team, core team, finance, and logistics)
3. Volunteers for every team.
   - Google form to record interest in volunteering: Click here
4. To create DrupalCamp Pune 2023 site till mid of April.

- Creating a team for developing the site.
- Created a Slack channel under DIA for further communication related to the site.

5. To Make a (document) Pitch for the sponsors and reach out to sponsors.
6. The track announcement will be done on 15th May.
7. Proposals for DrupalCamp:

- Registration starts for Proposal on 5th June 2023.
- Registration for Proposal ends on 25th June 2023.
- Final list of Proposals and Speakers will be listed on 5th July 2023.
- 10th July Day-wise schedule announced.

List of teams and tasks for each team as per last discussion:

 Site Team:

1. Team member: [Ganesh Devkate, Vighnesh Sadagopal, Sibu Stephen, Megha Rani, Abhishek Mazumdar.]
2. Session approval.

- Create a content type for the session.
- Use workflow, states: draft, in-review, approved, rejected.
- The session reviewer will have access to the workflow.
- Categories for the session: lightning talk, workshop, Bog? contribution sprint.
- A field for track example: keynote, makers & builder, agency & business, etc(will be decided by the panel).
- Session length.
- Number of speakers

3. Session submission.
4. Registration(participants)

- Online registration: users can register themselves before the event.
- Walk-in registration: users directly come to the venue and the volunteers will help them with registration.
- We can create a web form for registration.
- We can have a field for check-in when the user actually checks in, we can also have different fields for day 1 and day 2 check-in.

5. Information about tracks.
6. A page for instructions to submit a session.
7. Track-wise Session list, About, History, Contact us.
8. Each Day Schedule.
9. Roles: Speaker, Session Reviewer, Registration Volunteer(to take walk-in registrations), Content Manager/Editor.

 Design team:

1. Team members: [Archita Arora, Shweta Suthar, Prerna Singh, Siddhi Paliwal.]
2. Banners

- A main banner outside the premise of the venue.
- Standee at the entrance.
- Registration desk.

3. Logo.
4. Promotional poster.
5. ID cards - speakers, participants, volunteers.
6. Presentation template

 Content team:

1. Team members: [Surabhi Gokte, Nikita Aswani, Sibu Stephen.]
2. Social media posts.
3. Announcing event
4. Announcing timeline and reminder post of every milestone in the timeline.
5. Tracks announcement, should we announce all the tracks at once or separately?
6. Announcing sessions, one post announcing with a link to the sessions page or a separate post for each session? Should we ask speakers to announce their session?
7. Emails for communication

- Registration confirmation.
- Event reminder to participants 1 day before the registration.
- Session submission confirmation.
- Session acceptance/rejection.

 Core Team:

1. Team members: [Piyuesh Kumar, Ajit Shinde, Nikita Aswani, Aastha Shrivastava, Surabhi Gokte.]
2. Team will be Project maintainers: Drupal Pune
3. Will coordinate between all the teams.
4. Will be responsible for giving credits on Drupal Camp Pune project issues.

 Venue Team:

- Team member: Rahul Shinde.

 Finance Team:

- Team member: Prafull Nagwani.

Next Steps:

1. Google form for volunteering: volunteering form .

2. Content Team:

   Start working on sponsorship document/pitch.

3. Site Team:

   Deciding the structure of the site and studying the old site.

4. Design Team:

   Logo for the event + site design.

5. The tentative date for all team meetings is 21st April.
6. To assign owners for each dedicated team.
7. Created channels on DIA Slack: pune-drupal