DRAFT

Checklist template for an RDIG event

This template gathers information and examples for preparing an RDIG event. If can also be used to record who is responsible for what part and check them out when done.

1. General planning

Select dates for event deadlines

Step	Min.time	Dates
Call for submissions	4 weeks
Review & selection	2 weeks
Preparation for the event	3 weeks

Captioning

Task	Who	Check
Check that captioning is available for the event date

We have used ? captioners (contact info)

Other possibilities:

2. Call for submissions

Prepare the call text and e-mail announcements

Announcement examples: collaboration event

E-mail announcement examples:

Give heads-up for the comm team

Task	Who	Check
If possible, let comm team know we are planning a call announcement couple of days before we are ready.

Final approval

Task	Who	Check
Ask permission from Judy Brewer to send the call to WAI IG list.
Send the call to the WAI IG list (w3c-wai-ig@w3.org)

Comm team

Task	Who	Check
Ask comm team to make the call a home page news item.
Ask comm team to send it to ? list and/or newsletter

RDIG

Task	Who	Check
Link the call from RDIG home page.
(Later) Make the call an RSS newsitem.
Send the call to RDIG list (public-wai-rd@w3.org)

Send to other related lists

List name	Who	Check
chi (..@..)
up (..@..)

Send to people who might be interested

Everyone can do this for people they know.
However, maybe a little coordination is needed with well known people or research groups.

Also we should ask if people want to subscribe to a list where they would only get the calls automatically?

3. Review

Task	Who	Check
Check that enough submissions are coming otherwise change the deadlines and contact more people
Publish the submissions and gather them to a page
Ask for reviewers
Send submissions to reviewers
Collect the evaluations
Organize a meeting for selecting the presenters
Notify the presenters and ask accessible material

4. Organize the event

Task	Who	Check
Select the final data after talking with presenters and captioning agency
Reserve the captioners
Reserve the bridge
Make registration page for participants
Make announcements to lists and with comm team
Check the slides etc. material and help presenters in creating accessible material if needed

5. Create proceedings

Write an analysis of the presentations and the discussions. Link the captions, the slides and the submissions together.

Marja-Riitta Koivunen

$Date: 2003/12/31 17:16:44 $ $Author: marja $