How to Host a Conference - Revision history

Laura Grau at 20:38, 11 February 2016

2016-02-11T20:38:30Z

Laura Grau: /* PREAMBLE */

2016-02-11T20:38:00Z

‎PREAMBLE

Sarah Baso at 17:06, 25 June 2012

2012-06-25T17:06:30Z

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Sarah Baso at 16:45, 25 June 2012

2012-06-25T16:45:20Z

Sarah Baso at 12:37, 11 January 2012

2012-01-11T12:37:57Z

Sarah Baso at 12:33, 11 January 2012

2012-01-11T12:33:10Z

Sarah Baso at 16:36, 10 January 2012

2012-01-10T16:36:57Z

Sarah Baso at 16:34, 10 January 2012

2012-01-10T16:34:48Z

Sarah Baso at 16:30, 10 January 2012

2012-01-10T16:30:42Z

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Sarah Baso at 20:29, 15 December 2011

2011-12-15T20:29:12Z

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 __NOTOC__
-= 0. PREAMBLE=
+= PREAMBLE=
 {{:How_to_Host_a_Conference/Preamble}}

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 __NOTOC__
-=PREAMBLE=
+= 0. PREAMBLE=
 {{:How_to_Host_a_Conference/Preamble}}

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 __NOTOC__
-= Preamble =
+=PREAMBLE=
-=== CONGRATULATIONS!  YOU'RE GOING TO HOST AN OWASP EVENT! ===
+=EVENT TYPES=
-Our intent in posting these guidelines at the OWASP web site is to give conference planners something more than "Good Luck" as they prepare to host an event. While it is almost impossible to cover EVERY detail of planning, we think we have put together a fairly comprehensive series of recommendations.  Just ask anyone who has put together an event of any size and they will tell you it's hard work, but can also be a lot of fun.  We are an open community, so your peers are often a great resource.  Refer to some of the other conference pages and contact the conference planners directly for advice.  Different types of OWASP Events (see the {{#switchtablink:EVENT DEFINITION|Event Definition|How to Host a Conference}} tab)
+=== Event Definitions ===
 {{:OWASP Event Definitions}}
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 === Planning ===
-The amount of planning, committee work, advance deadlines, etc., in part depends on the size conference you are planning. A general rule is to allow about a month for every 20 participants. For example, if you are expecting 200 attendees, you should begin to prepare at least 10 months in advance.
+{{:How_to_Host_a_Conference/Planning}}
 = ROLES AND RESPONSIBILITIES =
-=== Board Member Role ===
+{{:How_to_Host_a_Conference/Roles_and_Responsibilities}}

@@ Line 66: / Line 66: @@
 This should be a relatively small group (recommend 3) who are the core organizers of the conference.  This group is the "executive leadership" for the conference.  There is a tendency for one person to lead a conference, or for this group to be fairly large.  experience indicates that one person is likely unable to handle all of the decisions that will be required for managing a successful conference while having too many causes the issue of inaction by committee.  In the initial stages, these are the people who will be doing the heavy lifting while the rest of the committee comes into place.  It's recommended that specific organizers be initially tasked into the following:
-*One of the principle organizers should be designated as responsible for the budget.  It is important to reconcile any decisions with the budget as well as keep it up to date.  Conferences are the lifeblood of OWASP's financial picture so it's important that they be managed well.
+*One of the principle organizers should be designated as responsible for the budget.  It is important to reconcile any decisions with the budget as well as keep it up to date.  Conferences are the lifeblood of OWASP's financial picture so it's important that they be managed well. See the [[Conference Budget Planning Tool]] page for more budgeting information.
 *One organizer should be devoted to developing partnerships/sponsorship leads for the conference.  It's important to determine if the conference will be partnering with any local organizations or governments up front and to manage that relationship.  Additionally getting sponsorships early will greatly help keep the conference fiscally responsible
@@ Line 110: / Line 110: @@
 === Budget ===
-[[Conference Budget Planning Tool| The OWASP Conference Budget Planning Tool]] has been developed by the Global Conferences Committee to assist in the budget planning process. The tool was originally designed for AppSec conferences but can be used for a conference of any size. When submitting a budget to the GCC, you are required to use this format.
+'''[https://www.owasp.org/index.php/Conference_Budget_Planning_Tool The OWASP Conference Budget Planning Tool]''' has been developed by the Global Conferences Committee to assist in the budget planning process. The tool was originally designed for AppSec conferences but can be used for a conference of any size. When submitting a budget to the GCC, you are required to use this format.
 Attendees should be expected to pay their registration fees in advance. This helps provide an accurate picture of the number who will attend because the attendees are more committed to attending. You can consider a slightly higher fee for late registrations or registrations onsite, if your food and facilities planning can handle extra last-minute registrations.

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 Attendees should be expected to pay their registration fees in advance. This helps provide an accurate picture of the number who will attend because the attendees are more committed to attending. You can consider a slightly higher fee for late registrations or registrations onsite, if your food and facilities planning can handle extra last-minute registrations.
-Your conference costs should be handled through the Foundation. Sponsorship funds, venue deposits, travel reimbursements, printing, etc will be managed for you.  This allows you to focus more on the event content!  Contact [mailto:kate.hartmann@owasp.org Kate Hartmann] as soon as possible to get this set up.
+Your conference costs should be handled through the Foundation. Sponsorship funds, venue deposits, travel reimbursements, printing, etc will be managed for you.  This allows you to focus more on the event content! [http://sl.owasp.org/contactus Contact Us] as soon as possible to get this set up.
 Don't minimize the importance of a detailed accounting of your conference funds. Setting things up right before you begin to receive registrations fees can make things a lot easier during and after the conference.
@@ Line 156: / Line 156: @@
 Try to keep conference costs down by using rooms that are free. Again, this may require some adapting or negotiating. Partnering with a local university is a great way to obtain free space.
-A contract to secure your venue is critical.  '''Only a member of the Board can enter into a contract on behalf of OWASP!!!'''  Please forward contracts to be signed to [mailto:kate.hartmann@owasp.org Kate Hartmann] for signatures.
+A contract to secure your venue is critical.  '''Only a member of the Board can enter into a contract on behalf of OWASP!!!'''  [http://sl.owasp.org/contactus Contact Us] for signatures.
 Training rooms will require space to accommodate generally 10-30 students per class.
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 To the extent that you can, schedule conference sessions in rooms that have basic AV equipment (overhead projectors and screens, for example). If the rooms already have computers and computer/video projection, that's even better. Then assign conference sessions to the appropriate rooms.
-Determine ahead of time what portable equipment you have available, and whether you have to rent equipment. OWASP owns one projector that can be "loaned" out for events.  Contact [mailto:kate.hartmann@owasp.org Kate Hartmann] to arrange for the shipping of this and other items.  When you confirm conference presentations, ask presenters to provide you with a list of equipment they need.
+Determine ahead of time what portable equipment you have available, and whether you have to rent equipment. OWASP owns one projector that can be "loaned" out for events.  [http://sl.owasp.org/contactus Contact Us] to arrange for the shipping of this and other items.  When you confirm conference presentations, ask presenters to provide you with a list of equipment they need.
 = REGISTRATION =
 === Registration ===
-OWASP has several registration tools available to use.  Currently we utilize the RegOnline registration system for larger, paying events.  If your event is free of charge, but you require an RSVP for space restrictions or food, please contact [mailto:Kate.hartmann@owasp.org Kate Hartmann] to review registration options for free events.
+OWASP has several registration tools available to use.  Currently we utilize the RegOnline registration system for larger, paying events.  If your event is free of charge, but you require an RSVP for space restrictions or food, please contact [http://sl.owasp.org/contactus Contact Us] to review registration options for free events.
 === Registration Distribution ===

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 {{:Global Conferences Committee/Resources}}
-= POLICIES  REQUIREMENTS =
+= POLICIES AND REQUIREMENTS =
 These are the requirements imposed on any event using the OWASP brand.  All Events must be coordinated with the [[Global Conferences Committee]] and receive their approval.  Event requests can be submitted via the https://ocms.owasp.org/ OWASP Conference Management System (OCMS)].  If you do not have an account, you can signup for an OCMS account [https://ocms.owasp.org/accounts/register here], please use an @owasp.org email address if available.

@@ Line 41: / Line 41: @@
 Once you have developed your plan submit it to the [[Global Conferences Committee]] for review and consideration.
 === Conference Committee ===
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 {{:Global Conferences Committee/Policies}}
-= '''CONTRACTS''' =
+= CONTRACTS =
 === Co-Marketing of Event Contract Sample ===

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 '''Global Conferences Committee Chair''' is [mailto:mark.bristow@owasp.org Mark Bristow]
-'''Global Conferences Committee Operational Support''' is [mailto:sarah.baso@owasp.org Sarah Baso]
+'''Global Conferences Committee Operational Support''' is [http://sl.owasp.org/contactus Sarah Baso]
-'''OWASP Operations Director''' is [mailto:kate.hartmann@owsaso.org Kate Hartmann]
+'''OWASP Operations Director''' is [http://sl.owasp.org/contactus Kate Hartmann]
 = '''EVENT DEFINITION''' =