[HCS-D] HCS/Harvard hosting PyCon 2006?

Matt Gline gline at fas.harvard.edu
Wed May 11 15:43:05 EDT 2005


I would imagine it'd be nearly impossible to find a room that could seat
600 that we could reserve for three solid days from 9-6, but I could be
wrong. At any rate, we should pick dates and ask soon :)

On Wed, May 11, 2005 at 09:33:53PM +0200, Ivan Krstic wrote:
> Cassia Ines Faria Martin wrote:
> > but scheduling rooms will be *hard*, if
> > it will happen during class times.
> 
> This is my biggest concern. I just received the written RFP, which I'm
> quoting at the end of this mail. From my reply to the PyCon chair:
> 
> > As far as dates go, LinuxWorld Expo Boston takes place Apr3-6, so it's
> > worth thinking about whether having PyCon and LWE back-to-back would be
> > smart. LWE does bring in quite a bit of hackers from overseas, a good
> > number of which are surely Pythonistas.
> >
> > The only potentially show-stopping concern I have is scheduling around
> > classes. It might be necessary to begin the conference on a Saturday
> > morning, such that at least the first two days happen when class is not
> > in session.
> 
> Please read the RFP below and comment away.
> 
> Ivan.
> 
> 
> > Meeting Name 	PyCon 2006
> > Org /Company 	Python Software Foundation
> > # of Attendees  550
> > Duration:  Monday through Saturday
> > 
> > 
> > Dates are flexible -- any week within February or March, and possibly
> > even April, would be considered. We would have 3 days with peak
> > attendance, estimated to be around 550 people, and 4 days of more
> > specialized activities that would require less function space and
> > attract around 50-100 people.
> > 
> > 
> > Function space usage
> > -------------------------
> > 
> > Days 1-3 (formal conference)
> > Plenary Room (9AM-6PM)  600 people, theatre
> > Track 2 (9AM-6PM)       250 people, theatre
> > Track 3 (9AM-6PM)       150 people, theatre
> > Sprint room 1 (9AM-7PM)  50 people, conference
> > Sprint room 2 (9AM-7PM)  50 people, conference
> > Quiet room (9AM-7PM)     50 people, conference
> > 
> > Days 4-7 (sprints)
> > Sprint room 1 (9AM-7PM) 50 people, conference
> > Sprint room 2 (9AM-7PM) 50 people, conference
> > 
> > The plenary rooms and track 2/3 rooms are only needed for the formal
> > conference. The sprint rooms would be used for the duration of the
> > formal conference and for four days afterward.
> > 
> > We would also need some overnight storage space to keep registration
> > materials, equipment. etc.
> > 
> > 
> > Additional comments
> > ----------------------
> > 
> > PyCon is a volunteer-run software development conference. 2006 will be
> > the fourth PyCon. Previous attendance figures: 250 attendees (2003),
> > 340 (2004), 430 (2005). We're estimating 550-600 attendees for the
> > 2006 conference. The three previous conferences were all held at GWU
> > in Washington DC, but the conference has now outgrown this space,
> > which can only handle around 400 people; the expected 2006 attendance
> > won't fit. We're looking for a new home for at least two conferences,
> > 2006 and 2007 (possibly 2008 as well).
> > 
> > The formal conference lasts three days; this is when attendance is at
> > its peak. For three or four days after the conference, we run
> > unstructured activities (the sprints) that attract around 100 people;
> > we'd therefore book two or three smaller rooms for this period. We'd
> > book a small room the day before the conference for set-up.
> > 
> > For the three days of the formal conference, we'd arrange for box
> > lunches, morning/afternoon snacks for attendees, and a buffet-style
> > continental breakfast (quantities to be set once registration numbers
> > are known).  For the four days of sprints, we'd just want water to be
> > available; attendees will have to figure out lunch/dinner on their
> > own.
> > 
> > Because our attendees are software developers, system administrators,
> > etc., Internet connectivity is very important. We could use
> > facility-provided wireless service, or arrange to run our own wireless
> > access points on top of the facility's wired network. Network service
> > can be available throughout all the conference rooms, or restricted to
> > the sprint rooms.
> > 
> > Volunteers will also be attempting to record talks in both audio and
> > video form using their own equipment. It would be convenient if we
> > could plug into the venue's mixing board or other sound system in order
> > to produce better-quality recordings. Otherwise, A/V requirements are
> > relatively simple: SVGA projectors that can work with laptops, and
> > microphones for speakers. The presentations themselves don't feature
> > audio.
> > 
> > We must keep the costs for our attendees low, and are willing to work
> > with you to lower costs, changing the selected dates if necessary.  We
> > are open to providing catering for our attendees, as long as the
> > resulting costs don't raising our registration cost over $175.
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