The Communications Committee is responsible for ensuring effective communication regarding conference milestones. They work closely with the conference organizers and other committees to establish a timeline and milestones for the event. The committee then schedules reminders and notifications to be sent out to attendees, speakers, volunteers, and the community. These reminders may be in emails, or newsletters, and should effectively convey essential dates, deadlines, and updates related to the conference.

The Communications Committee collaborates with the marketing or outreach team to create visually appealing slides or presentation materials for different events associated with the conference. These events may include community meetups, workshops, webinars, or promotional events. The committee ensures that the slides effectively communicate the key information about the conference, such as its objectives, featured speakers, agenda highlights, and registration details. The prepared slides help to generate interest and engagement among the target audience.

The Communications Committee collaborates with the marketing or content team to create a calendar for conference-related publications. This calendar serves as a guide for determining the timing and frequency of content releases, such as blog articles, press releases, newsletters, and other promotional materials. The committee ensures that the calendar is well-structured and allows for efficient planning and coordination of content publication across various channels. They work closely with other teams to ensure the content aligns with the conference objectives and is consistently disseminated to the target audience.

The Design & Social Media team uses various tools and software to simplify the diffusion of conference-related content through social media platforms. They evaluate and select tools that facilitate scheduling, monitoring, and analyzing social media posts. These tools may include social media management platforms, content scheduling tools, analytics tools, or other relevant applications. The committee ensures that these tools streamline the process, save time, and enhance the effectiveness of social media diffusion efforts.

The Financing and Sponsorship team identifies and establishes contact with potential sponsors for the conference. They research and compile a list of companies, organizations, or individuals who may be interested in sponsoring the event. The team reaches out to these potential sponsors, communicates the benefits of sponsorship, and maintains ongoing relationships with sponsors throughout the conference planning and execution.

The team creates and maintains a comprehensive list of potential sponsors for the PyLadies Con conference. They conduct market research and identify organizations or individuals that align with the conference’s objectives, values, and target audience. The team ensures that the list is regularly updated and prioritizes potential sponsors based on their relevance and ability to contribute to the conference’s financial goals.

The Financing and Sponsorship team works closely with the conference organizers and relevant stakeholders to define the conference budget. They consider various factors, such as venue costs, speaker fees, marketing expenses, and logistical requirements. The team ensures that the budget is realistic, aligns with the conference’s goals, and accounts for potential sponsor contributions and other sources of revenue.

The team identifies and utilizes appropriate platforms to attract sponsors and showcase sponsorship opportunities. This may include the conference website, social media channels, industry-specific platforms, or direct outreach to potential sponsors. The team ensures that the sponsorship platforms effectively communicate the value of sponsorship, the benefits for sponsors, and the various sponsorship packages available.

The Financing and Sponsorship team may be responsible for sourcing and coordinating presents or tokens of appreciation for conference speakers and volunteers. They identify suitable gifts or gestures that align with the conference’s theme and budget. The team ensures that these presents are provided to speakers and volunteers as a gesture of gratitude for their contribution to the conference’s success.

The team manages the finances of the conference, including sponsor contributions, registration fees, and other revenue streams. They handle sponsor contracts, invoicing, and payments, ensuring that financial transactions are properly documented and recorded. The team works closely with the conference organizers and relevant stakeholders to track expenses, monitor the budget, and provide regular financial updates.

The Tech/Infra Work Group selects and manages the platform used for streaming the conference sessions. They research and evaluate streaming platforms, considering factors such as ease of use, scalability, interactive features, and compatibility with the conference’s requirements. The team sets up and configures the streaming platform, manages access controls, and ensures a seamless streaming experience for attendees.

The team handles the ticketing system for PyLadies Con. They select and set up a ticket management platform or system that allows attendees to register for the conference, purchase tickets, and manage their registrations. The team ensures that the ticketing system is user-friendly, secure, and integrates with other conference platforms, such as the website and payment systems.

The Chat Moderators, a part of the Tech/Infra Work Group, are responsible for moderating the chat or discussion platforms used during the conference. They monitor and facilitate conversations, ensure adherence to the conference’s code of conduct, and address any inappropriate behavior or content. The Chat Moderators foster a respectful and inclusive environment for attendees, providing support, answering questions, and redirecting inquiries to the appropriate channels.

The Tech/Infra Work Group provides technical support to attendees throughout the conference. They troubleshoot technical issues that attendees may encounter with the streaming platform, ticketing system, or other conference-related technologies. The team responds promptly to support inquiries, provides guidance and assistance, and escalates more complex issues to the appropriate resources if necessary.

The team manages the overall infrastructure required for the conference, such as servers, networking, and connectivity. They ensure that the infrastructure is robust, reliable, and scalable to handle the expected traffic and demand during the event. The team also coordinates with vendors or service providers to address any infrastructure-related issues and maintain the necessary resources for a smooth conference experience.

The Programs Committee is responsible for designing and managing the CFP process. This involves creating and promoting the CFP announcement, setting deadlines for proposal submissions, and coordinating the review and selection of proposals. Committee members should review and evaluate the submitted proposals based on predefined criteria, such as relevance, quality, novelty, and diversity. If necessary, they should also provide feedback and guidance to speakers to refine and enhance their talk proposals.

The Programs Committee should research and select a suitable platform or software to manage the CFP process efficiently. This platform should facilitate the submission, review, and selection of proposals and enable effective communication with the speakers.

Once the talk proposals have been selected, the Programs Committee collaborates to create the conference program. They should consider various factors, such as the themes of the conference, the target audience, and the overall flow of the event. The committee should aim to create a balanced and engaging program that covers various topics and appeals to beginners and experienced Python developers.

The Programs Committee serves as the main point of contact for the conference speakers. They should promptly communicate with speakers regarding the status of their proposals, acceptance notifications, and any additional information required for their participation in the conference. Committee members should also work closely with the speakers to ensure they have all the necessary resources and support leading up to the conference.

The Website Team designs and develops the conference website, either from scratch or based on the designs provided by the designer or individuals in charge of design and style. They collaborate with these stakeholders to ensure that the website aligns with the conference’s visual identity, branding, and user experience goals. The team utilizes their technical skills to implement the design elements, create a visually appealing layout, and develop a functional and user-friendly website.

The Website Team is responsible for updating the content of the website to reflect the current state of the conference. They ensure that all relevant information, such as session schedules, speaker profiles, registration details, and any announcements, are accurately presented on the website. The team regularly reviews and updates the content as the conference progresses, keeping it relevant and informative for attendees and visitors.

If designs are provided by external designers or individuals responsible for design and style, the Website Team takes those designs and transforms them into a fully functional website. They use their technical expertise to interpret and implement the design elements, ensuring that the website accurately represents the provided designs. The team ensures that the website is responsive, accessible, and optimized for different devices and browsers.

The Website Team is responsible for the ongoing maintenance and support of the conference website. They monitor the website’s performance, resolve any technical issues or bugs that may arise, and ensure the website remains functional and secure. The team may also provide support to website users, addressing inquiries, and troubleshooting any user-related issues.

The Website Team collaborates with other conference teams, such as the communications team, marketing team, and content team, to ensure that the website reflects the overall conference objectives and messaging. They work closely with these teams to incorporate their content, graphics, and promotional materials into the website effectively.