status: PRE-ALPHA This is a draft. We expect to improve it during the v5. Your contrib will be very welcome.

Objectives

This doc is intended to be a guideline for those who want to contribute to make this event happen again and make it better

Tasks

Key

Task Name
Local Tasks - Must be done by the local team hosting the event.
Remote/Online Tasks - May be done by a remote person.
Priority -

***	very important, and backup needed, fatal if not available
**	important
*	optional

Task List

Task Name	Local	Remote	Priority	Description	Responsible Person
Accomodation	L	-	***	-	-
Transport (from/to airport)	L	-	**	-	-
Venue Location	L	-	***	-	-
Venue Equipment (Speaker, Projector)	-	R	***	-	-
Internet Connection	L	-	***	-	-
Hardware for Testing	-	R	**	-	-
Food Supply	L	-	*	-	-
Financial Handling (Bank Account)	L	-	***	-	-
-> Invoice Handling	L	-	**	-	-
-> Attendence Certification	L	-	**	-	-
Test Manager	-	R	**	-	-
Firmware Preparation	-	R	**	-	-
Press Communication	L	R	*	-	-
Logo	L	R	**	-	-
Merchandise (T-Shirts, Flags)	-	R	*	-	-
Agenda	-	R	**	-	-
Social Events	L	-	*	-	-
Mentor Team -> Annnouncement, Mentoring Organizers	L	R	***	-	-
-> Recon: visit the place, find Date	L	R	*	-	-
Webpage	-	R	***	-	-
Attendence List/SignUps (DEADLINE!!)	L	R	***	-	-
Recording and Streaming	-	R	*	-	-
Local Community, Sponsorship	L	-	*	-	-

Minimum Requirements for Local Organizers

3 core people + 3 helping assistance
core people should expect to be completely devoted to the organization two weeks before the event (full time)
Attending a BattleMesh and Talk about your Location

Mentor/Recon Team

consists of at least last years organizers
Mentors don't neccesarily have to do anything themselves, but find suitable persons/delegate and be contact persons
Mentoring the other organizers who pick up tasks, monitor their success
support and advertise the event
keep the overview
find mentors for the next event (from local event)

Process

start during the previous event:
- - announce at opening event, asking for new locations - talk to representatives of locations
On Recon:
- - explain what we want/need to the local community - find suitable local persons - get to know each other - get organization going, announce the event, find/propose exact dates
Prep-Meeting (usually in December next to CCC in Berlin):
- 80% should be settled
- Account Deadlines
- Prices/Location finalized
- Decision making
- pre-payment, if required
Final Announcement: Deadline, Price, Wire information etc

Criteria for Locations

organization should fit to idea of the battlemesh (community event)
Local organizers who meet the minimum requirement
costs for transport and accomodations (airplane tickets)
Nice place to be
mentor team will decide the location

Criteria for Venue Location

avoid places with time limitations/closing hours
broadband Internet connection
availability of safe locations with sockets for node deployment
coffee and food availability

History of this doc

This doc was created as part of the tasks defined during the plenary meeting that took place 2012/03/28 in Athens during the v5. Everybody is welcome to improve it.

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