DevFest Chennai 2023 Prep Checklist

[abhishekmishragithub]

Note: we will create a dedicated project board for DevFest.

Following is the rough outline of work areas for DevFest 2023:

1. Define Conference Tracks:

   • Identify key themes for each track.
   • Determine the number of sessions for each track.

2. Venue Search:

   • Identify potential venues.
   • Visit and evaluate each venue based on size, location, facilities, and cost.
   • Finalize and book the venue.

3. Speaker Outreach:

   • Identify potential speakers for each track.
   • Reach out to potential speakers with an invitation to speak.
   • Confirm speakers and schedule their sessions.

4. Collaborate with TNIGC:

   • Reach out to TNIGC to discuss collaboration.
   • Define the scope of the collaboration.
   • Finalize collaboration details and responsibilities.

5. Collaborate with Google India DevRel Team:

   • Reach out to Google India DevRel team to discuss potential support.
   • Define the scope of the support.
   • Finalize support details and responsibilities.

6. Recruit Volunteers:

   • Determine the number of volunteers needed.
   • Recruit volunteers from local tech communities and universities.
   • Assign tasks to each volunteer.

7. Marketing and Promotion:

   • Create a marketing plan to promote the conference.
   • Update the conference website with the latest information.
   • Promote the conference on social media, local tech communities, and other relevant platforms.
   • Include a recap video from last year's conference in promotional materials.

8. Website Update:

   • Update the website with the latest conference information.
   • Ensure the website is user-friendly and mobile-responsive.

9. Social Media Posts and Design:

   • Create a social media plan including post schedule and content.
   • Design engaging social media posts and posters.
   • Schedule posts on different platforms.

10. Sponsorship:

• Create a sponsorship brochure detailing the benefits for sponsors.
• Identify potential sponsors and reach out to them.
• Determine which bank account to use for receiving sponsorship payments.

11. Logistics:

• Plan for food and beverages for attendees.
• Arrange for audio/visual equipment and technical support.
• Plan for registration and check-in process. (Which platform to use etc)
• Plan for conference swag: decide on items (t-shirts, stickers, etc.), design, and arrange for printing.

12. Post-Conference:

• Gather feedback from attendees and speakers.
• Thank the speakers, volunteers, and attendees.
• Analyze the success of the conference and identify areas for improvement for next year.
• Create and share a post-conference video recap.

cc: @msomu @karanganesan @varun-raj @navhits

[Ram1103]

Tech side :

1. website updates
2. @shangeethsivan app for ticketing system

Startup :

1. Promote startup camps
2. kiosk street (where different startups can present their products and services)

TNIGC (if its a hackathon ):
can plan and get sponsorship from MLH

[navhits]

Sounds like a plan to me. Regarding collab with TNIGC and venue. We maybe able to sort both together. With TNIGC we can hold talks for a success day. We can talk to a few VCs also for this. So when a part of the event is dedicated to them, we can make them sponsor venue if possible. This is for a huge venue where one hall has this success day. The other hall with conference.

[navhits]

This year we need to have a community booth. Where people can talk to the community folks. That way we don't have to plug in community talks into the mail event.

[karanganesan]

1. Will it be paid?
2. Do we have (can we pls) do selection based invites?

[navhits]

@karanganesan
I'd say it should be paid given the sponsorship from Google will be less.

Point 2. Sure.

[karanganesan]

Approximate month? We will be hosting this

[navhits]

Q4? Oct or Nov?

[abhishekmishragithub]

Dates : Sep 1 - Dec 31, 2023

[abhishekmishragithub]

Resources:

• https://docs.google.com/presentation/d/1gK-neHBQahsIZ1xUilb_okXyObwuzAhcZkrdnWs0obg/edit?usp=sharing
• https://drive.google.com/drive/folders/1X0HRGWUriGof0Gj7pZqgoe-Zvm-6NG2k?usp=drive_link

[abhishekmishragithub]

Tentative date suggestion:

• Oct 14-15 / 28-29
• Nov 4-5

[abhishekmishragithub]

Please don't share this outside:

• MEETUP/CONFERENCE ORGANIZER | Request a speaker for your Developer Event - https://docs.google.com/forms/d/e/1FAIpQLSfXwHA-RU74uaurHnK_sxxTwbavwJNK0-lksEoG2kX-aCSa-g/viewform
• FAQ Community Organizer Google Developers Speaker Matching - https://docs.google.com/document/d/16rJCvLptjxfjH-DV9U7po5wIjfkNWtlVtxxifDJKKTg/preview#heading=h.2mnnimz0yd0c

[Ram1103]

Resources 2nd link is denying access and the same with the FAQ link

[navhits]

While things are planned, let's fix on the type of content and how much. Based on that we'll open CFP as early as possible. Preferably Aug 1st week.

Listing down my thoughts

1. Have a famous guest speaker like Pycon usually has for the welcome note
2. Abhishek and Som must talk about the community and what we did in the last year. Someone else can also pitch in. Basically this will be the main keynote after which the guest will talk. That will be like the first main talk.
3. Have a main track and 1 sub where all lightning talks happen. The main talks can be upto 3 or 4 that are very much problem oriented rather than tech. Then let it be panel. Where we bring in CTOs or architects using Google products and talk to them.
4. There should be booths for communities. Google ecosystem and other communities, startups who want to showcase something, hire, etc... Sponsors also get a stall.
5. Have multiple hosts for panel and anchoring
6. Let's skip workshop this time. Too much content will be overload and overwhelming for people.

[navhits]

These are just ideas

[abhishekmishragithub]

Some questions about devfest :

[abhishekmishragithub]

Dates: Nov - 18 & 19 (day 1- conf, day2- TBD - workshop etc)
No of participants: 950 + 50 floating ~=1000
Goal: TBD (please comment in the WA group)
Tracks: 4 (web, data & cloud, mobile, AI/ML)
Venue suggestions:: VIT, Chennai Trade Center, WTC, IITM research park, Hotels - Hilton, Lila Place, Vivekananda audi - anna university, TTK audi, (please add more)

[abhishekmishragithub]

draft: goal focus: [ Android, Open Source, startup (regional), dev sprint (open source- day 2), workshop in tamil language (day 2), ratio of professional to students, collab with dscs (small maybe), 20% non tech talk, more women participants, ]
suggestions: sign language, more diversity - at least 30% women participation, women speaker

[abhishekmishragithub]

Design - Sanju, Arvind, Ram, Jhanvi and Vidhya
Volunteer recruit- Ram ,naveen
Promotion & outreach: karan ram
Content: hema, tvisha,
sponsorship: naveen abhi, som, tvisha karan
logistics: hari, som, abhi, karan
Tech: trishi, sanju, sangeeth
event platform: Konfhub or Townscript
Collaborate with Google India DevRel Team: Abhi som
Venue: som abhi hari karan
Speaker/CFP: karan, som abhi

[abhishekmishragithub]

Call Date: 20th July 2023
Action Item:

• setup discord properly (moderation etc)
• prepare a goal and share
• Fill up the devfest form
• labeling for devfest project @Spikeysanju
• create repo for events
• figma page @Spikeysanju

[Ram1103]

Potential Communities to collaborate with:

Current existing partners : WTM Chennai , TFUG Chennai , GDG Cloud Chennai

1. GDSC :
Chennai :

• Chennai Institute of Technology
• Vellore Institute of Technology, Chennai
• SSN College of Engineering
• Jansons Institute of Technology
• Velammal Engineering College
• Saveetha Engineering College
• Sri Manakula Vinayagar Engineering College
• St.Joseph's College of Engineering
• Vel Tech Rangarajan Dr.Sagunthala R&D Institute of Science and Technology
• SRM Institute of Science and Technology, Ramapuram Campus
• Sathyabama , Chennai
• Sri Venkateswara College of Engineering
• Jeppiar College , Chennai
• SRM University , Ktr

Coimbatore :

• Amrita School of Engineering Coimbatore
• NGM
• PSG iTech
• Sri Krishna Arts and Science College
• Sri Ramakrishna Engineering College - Coimbatore

Other Places :

• NIT Trichy
• V.S.B. Engineering College,Karur
• SASTRA Deemed University - Thanjavur
• M.KUMARASAMY COLLEGE OF ENGINEERING, KARUR
• VIT Vellore
• Indian Institute of Information Technology Design & Manufacturing - Kancheepuram
• Indian Institute of Information Technology Sri City

2. Open Source communities :

• FOSS Chennai
• villupuram linux user group

3. Women related communities :

• Women TechMakers : Chennai , other tamilnadu ambassadors

4. Developer communitites :

• HeadStart Network
• TiE Chennai
• Techstars
• SW Chennai
• Microsoft Product Community
• Azure communities
• Underdogs Community
• MongoDB
• Chennai geeks

5. Startup/Product based communities :

• Startup Grind
• Zoho Product Community
• Makers tribe Chennai

6. Design communities :

• Friends of Figma
• LottieFiles Community
• SaaS Design
• LottieFiles

PS: Add any communities you know!

[Ram1103]

Major work to startup with :
Sponsorship : @navhits @Ram1103 @nammahari
Venue : @karanganesan
Tech : @Spikeysanju @shangeethsivan
Pre-advertising : @StarkDroid @iamaravindsekar

[abhishekmishragithub]

Major work to startup with : Sponsorship : @navhits @Ram1103 @nammahari Venue : @karanganesan Tech : @Spikeysanju @shangeethsivan Pre-advertising : @StarkDroid @iamaravindsekar

You can add me and som as well for the sponsorship work.

[karanganesan]

The venue search is not going well to be honest might need some help

[navhits]

@karanganesan did we reach out to anyone already?

[karanganesan]

@navhits no one directly or officials channels