This will be a semi-formal introduction to what needs to be done to make a Tcl/Tk Conference happen.

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'''Timeline'''

   ''October, Year-1'':   At the current Tcl Conference, the operational committee should be roughed out. This will consist of:
  
   1. '''Primary Chair''' - responsible for keeping things on schedule, nagging, and doing anything that's not being done.
   2. '''Facilities Chair''' - responsible for finding a hotel, getting a decent deal, keeping the hotel informed of what's happening with the conference, keeping the committee informed if the hotel changes. Also includes nagging the hotel and committee.
   3. '''Papers Chair''' - responsible for promoting the papers, finding folks to write them, getting abstracts and completed papers, and nagging to keep things on schedule.
   4. '''Web Admin''' - keeps the Tcl website up to date for the conference. The website will require updates:
   * When the city for the conference is chosen.
   * When the hotel for the conference is chosen.
   * When invited speakers have accepted.
   * When the tutorials have been selected.
   * When the papers have been selected.
   * When the schedule has been finalized.
   5. '''Operations''' -  
   * Before the conference, ''a)'' accept registrations and process credit cards, and ''b)'' maintain db of registered attendees and status
   * At the conference, ''a)'' check in registrants, ''b)'' accept payment for new attendees or previously unpaid registrations, ''c)'' run errands and get stuff copied for tutorials, handouts, etc., and ''d)'' nag hotel about meals, break foods, party spaces, etc.
   * After the conference, ''a)'' provide an accounting for moneys received and spent. (Keeping receipts for expenses is a very good thing.)
   6. '''General Committee''' - Responsible for reviewing papers, providing support on an as needed and as available manner. Some of these folks manage things like the spam-list for announcing schedule changes and other publicity.

''(The following dates assume that the conference is in October, about 8 months after the publicity goes out.)''

   ''February, Year'':   The hotel should be chosen and conference dates set. The website gets updated to show that the conference dates and location are defined, first announcements go into Comp.lang.tcl, Slashdot, etc. Request for Papers goes out.
   ''April, Year'':   Tutorials should be finalized. Update website and send out press releases/spam mail.
   ''July, Year'':   Papers are accepted, authors notified. Schedule is finalized and web site is updated. Another round of promotions.
   ''September, Year'':   Final copy of papers should be received. CD-Rom is laid out. If the CD-Roms will be printed in advance, this is the last chance to do it.
   ''October, Year'':   Conference happens. Everyone runs in circles and stuff gets done. The final CD-Rom is assembled at the conference and duplicated, passed out, etc.
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"Hotel"
There are a few things we need in a hotel

   1. "Tutorial Function Space" - We need  2 room for tutorials for Mon/Tue.  These need to seat at least 20 folks, Classroom style.  
   2. "Meeting Function Space" - We need 1 room for Wed/Thur/Fri to hold at least 60 people, Classroom style seating.
   3. "Banquet Space" - We'll hold a banquet, probably on Thur evening, to seat at least 60 people at small tables.
   4. "BOF Space" - We need room for 20-30 folks to gather and chat late into the night.
   5. "Convenient to Airport" - Most folks will fly in, some from overseas.  Not needing to rent a car to get to the hotel is good.
   6. "Convenient to food" - Folks will be on their own for a few meals, or just want to socialize.  Again, not needing a car to get food is good.
  

Things that are nice if we can get them:

   1. "A large suite" - If we can get a room large enough to let us mingle, we can use that for BoF space and hospitality suite.
   2. "Convenient to Amusements" - Some folks travel with a spouse, or just want a break from non-stop geeking.  Being able to walk or take public transit to a good bookstore or Zoo is a good thing.
   3. "Convenient to Office Supply/Copying" - There's always last minute stuff to buy, copy or something.  Someone on the committee will probably be making this run, and can probably rent/borrow/steal (ok, maybe not steal) a car for this.

See also [Tcl Conferences]
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