Organization time line

This is an idealized time line until when tasks need to be completed. Tasks could be completed earlier of course.

as soon as possible

• decide on locations (for people and data)
• which projects want to be involved?
• announce dates to the community, with reference to basic website?
• come up with a cool title
• what budget do we have for location costs, etc.? are there any sponsors?

9 months before the event (August 2024)

• decide on rough agenda, potential keynote speakers

8 months before the event (September 2024)

• book meeting venues

7 months before the event (October 2024)

6 months before the event (November 2024)

• plan possible side events at each location (tours)? social events, world cafe, etc.?
• define terms of reference (TOR) for hackathon participation (is necessary for nextGEMS)

5 months before the event (December 2024)

• website online
• registration page(s) set up
• announce hackathon
• publish schedule
• open registration (1 Jan)

4 months before the event (January 2025)

• application deadline for travel support (15 Jan)
• invitation letters for visa applications to be sent out

3 months before the event (February 2025)

• registration closes (1 Feb)
• decision on participant numbers / can we accept all registrations?
• send out confirmation about travel support (1 Feb)
• send out registration confirmation (14 Feb)
• open payment options (14 Feb)

2 months before the event (March 2025)

• set up communication channels for the hackathon (Mattermost, mailing list(s))
• simulations ready

1 month before the event (April 2025)

• workflow for data access
• participation fee payment deadline (15 April)
• send NDAs to participants

last weeks before the event

• badges
• signs