Focus Areas:

Internal Communication and Planning

External Communication & Community Outreach
Event Venue & Logistics
Event Content (Speakers & Trainers) DETAILED CONFERENCE CH
Event Sponsors
Event Finance
Bold- Deadline, Required Action Item

WHEN actions/tasks
Item should be completed HOW to complete - guidelines, related
Area WHAT actions/tasks need to be done
No. (recommended documents & templates
deadlines)

Internal 12 mos. before event (as

101 Comm & early as possible in Put together a local volunteer team & select chair
Planning planning process)

Internal 12 mos. before event (as

102 Comm & early as possible in Enter event into OEMS & get approval from GCC https://ocms.owasp.org/
Planning planning process)

12 mos. before event (as

Venue & Start looking at possible venues (including dates of availability
103 Logistics early as possible in and pricing)
planning process)

Internal 12 mos. before event (as Work with OWASP staff to determine needs for event website,
104 Comm & early as possible in graphics, marketing, and PR
Planning planning process)

Internal 12 mos. before event (as

105 Comm & early as possible in Draft event communications plan & delgate responsibilities
Planning planning process)

12 mos. before event (as

106 Sponsors early as possible in Put together event sponsorship pricing & packages
planning process)
 12 mos. before event (as Submit event budget with costs & income to GCC and Staff
107 Finance early as possible in for review
planning process)

12 mos. before event (as Discuss with OWASP Staff any possible issues with making
108 Finance early as possible in and receiving payments in local currency
planning process)

Internal Hold periodic (weekly or bi-monthly) volunteer planning

Ongoing - starting 9 or 10
109 Comm & mos. before event meetings to discuss logistics, outreach, content
Planning (speakers/trainers), and other planning needs.

Member of the local planning team (chair or other) attend

Internal Ongoing - starting 9 or 10 monthly Global Conference Committee call, providing status
110 Comm & mos. before event updates on logistics, content and budget. Includes post event
Planning wrap-up.

Internal Local planning chair(s) hold weekly or bi-monthly call with SB

Ongoing - starting 9 or 10 (OWASP
111 Comm & mos. before event Staff) to communicate about conference updates and
Planning coordinate action items before and after event.

External Start drafting 9-10 mos.

112 Comm & before event, going "live" Launch event website
Outreach by 9 mo. before event

Venue &
113 Logistics 9-10 mos. before event Negotiate venue: time, rooms, food, min spend

External
114 Comm & 9-10 mos. before event Set up (tranfer) social media accounts
Outreach

External Contact other infosec groups (ISACA, ISSA, ISC2) about co-
115 Comm & 9-10 mos. before event marketing agreements
Outreach
 External Contact educational institutions, government & industry for
116 Comm & 9-10 mos. before event
support/patronage
Outreach

Implement event communications plan: including press

External Ongoing - starting 9 or 10 releases, announcements regarding speakers, trainers, and
117 Comm & mos. before event sponsors. Coordinate social media postings and updates to
Outreach event website

OBTAIN SPONSORSHIP: Work with OWASP Staff to solicit event

Ongoing - starting 9 or 10 sponsorships & establish central place to track communication
mos. before event with sponsors. As sponsors commit, collect graphics for website
118 Sponsors (sponsors should be and other conference materials. Update sponsorship document
finalized by 1 mo. before based on availability (ie. number of gold sponsorships
event) remaining)

Provide monthly budget updates to OWASP Staff and GCC,

Ongoing - starting 9 or 10
119 Finance mos. before event per budgeting guidelines. Should include itemized
projections/actuals on expenses and income

Send all invoices, receipts for reimbursement, payment

Ongoing - starting 9 or 10
120 Finance mos. before event schedules, and other financial paperwork to Alison for
processing

121 Content 9 mos. before event Solicit Keynote Speakers

Venue &
122 Logistics 9 mos. before event DEADLINE: Send venue contract to OWASP Staff for signature

123 Content 6 mos. before event Finalize Keynote Speakers

Venue &
124 Logistics 6 mos. before event Check-in with venue to confirm details

125 Content 6 mos. before event Launch Call for Trainers - CFT

126 Content 6 mos. before event Launch Call for Speakers / Papers- CFP

127 Content 6 mos. before event Launch Call for talks (projects) for OWASP Track
 External 4-6 mos. before event
128 Comm & (coordinate as part of Announce Keynote speakers
Outreach communications plan)

Venue & 4-6 mos. before event

129 Logistics (or earlier)
Find hotel room block(s)

4-6 mos. before event Start planning other conference events : CTF, committee
130 Content (or earlier) workshops, OSS, University Challenge, social events, etc

External 3-4 mos. before event,

131 Comm & DEADLINE 90 days before DEADLINE: Launch Event Registration Site cvent
Outreach event

Venue & 3-4 mos. before event Find vendors (if needed) for AV, internet, merch, equip,
132 Logistics (or earlier) translation, and social events

Select (at least 1st round) of speakers & trainers. Notify

133 Content 3-4 mos. before event speakers & trainers of status, send & collect paperwork

Internal Call for on-site volunteers - confirm availability of volunteers

2 mos/60 days before
134 Comm & event who have already committeed, solicit more volunteers if
Planning needed

DEADLINE: 2 mos/60 days DEADLINE CFP/CFT - make final selections, notify speakers &
135 Content before event trainers of whether accepted or not, send and collect
paperwork

Venue &
136 Logistics 6 wks before event Order event-specific merch (tshirts, bags, pens, etc)

Venue & Review hotel room block: compare to VIP list, determine
137 Logistics
6 wks before event
availability

138 Content 6 wks before event Ensure all speakers confirmed & send details

Send weekly reports to trainers with number of students

139 Content 6 wks before event registered

140 Sponsors 6 wks before event Send out sponsor info kit - shipping address & event info
 Venue & Coordinate shipment of standard OWASP merch, banners, &
141 Logistics 4 wks before event equiment

Venue &
142 Logistics 4 wks before event Confirm AV & network needs w/ venue (or provider)

143 Content 3 wks before event DEADLINE: Finalize conference schedule and send to printer

144 Sponsors 3-4 wks before event Confirm details and registration with sponsors

Venue &
145 Logistics 1-2 wks before event Provide final food counts & special dietary needs to venue

Venue &
146 Logistics 1-2 wks before event Order signage & schedules

Venue &
147 Logistics 1-2 wks before event Merch, supplies, & equipment shipped

Venue &
148 Logistics 1-2 wks before event Conference programs shipped

Sponsors to ship inserts/ brochures for attendee bags, booth

149 Sponsors 1-2 wks before event supplies

Venue &
150 Logistics 1-2 days before event Confirm details with venue & onsite walk-through

Venue &
151 Logistics 1-2 days before event Print name badges & Set up registration area

Internal
152 Comm & 1-2 days before event Meet with volunteers to go through timeline & responsibilities
Planning

Venue &
153 Logistics 1-2 days before event Attendee bags - stuff w/ sponsor materials, program, etc

1-2 days before event and

154 Content during event as needed Collect and review speaker slides
 Internal Monitor daily activities: ensure trainers & speakers show up &
155 Comm & During Event know where to go, AV /network is up & running, food and
Planning coffee breaks are on time

External
156 Comm & During Event Collect training & talk feedback
Outreach

Internal Monitor video collection of conference talks, dump SD cards as

157 Comm & During Event needed
Planning

Internal
158 Comm & During Event Ensure registration & info booth is staffed at all times
Planning

Internal
159 Comm & During or after Event Hold thank you event for volunteers/staff
Planning

Circulate vendor/booth area for questions before (set up),

Before, during, and after
160 Sponsors Event during, and after (tear down) event. Provide return shipment
instructions.

To be completed by 1 week
161 Content after event Collect remaining speaker slides

Venue & To be completed by 1 week

162 Logistics after event Mail event video for production

External
To be completed by 1 week
163 Comm &
after event
Send post-event survey to attendees
Outreach

To be completed by 1
164 Finance week after event Collect invoices and sign-in sheets from trainers
 As soon as possible after
165 Sponsors event, no later than 1 Send thank you notes to sponsors and solicit event feedback
month after event

As soon as possible after Work with OWASP Staff to finalize all incoming & outgoing
166 Finance event, completed by 2 payments
months after event

As soon as possible after Post conference slides video to website & email attendees to
167 Content event, completed by 3 let them know that video and slides are available
months after event

External
168 Comm & 1 month after event Send feedback to trainers & speakers
Outreach

External As soon as possible after

169 Comm & event, no later than 1 Send thank you notes to keynotes & speakers
Outreach month after event

As soon as possible after

170 Finance event, no later than 1 Finalize payment to trainers
month after event

Internal To be completed by 3
171 Comm & months after event Transition social media accounts to next year's team
Planning

Internal To be completed by 3 Compile conference lessons learned & notes for next year's
172 Comm & months after event team
Planning

To be completed by 3
173 Sponsors months after event Share sponsor feedback with next year's event team
RENCE CHECKLIST

WHO do I work with on this or

contact if I have questions?
 OWASP GLOBAL APPSEC - CONFERENCE TIMELINE
PRE-CONFERENCE POST-CONFERE
DURING
START 9-10 9 6 4-6 3-4 2 6 3-4 1 -2 1-2 CONFERENCE 1
12 MONTHS MONTHS MONTHS MONTHS MONTHS MONTHS MONTHS WEEKS WEEKS WEEKS DAYS WEEK
Hold periodic (weekly or bi-monthly) volunteer planning meetings to discuss logistics, outreach, content (speakers/trainers), and other planning needs (109)
Put together a local
volunteer team & select Member of the local planning team (chair or other) attend monthly Global Conference Committee call, providing status updates on logistics, content and budget. Includes post event wrap-up (
chair (101)
Local planning chair(s) hold weekly or bi-monthly call with SB (OWASP Staff) to communicate about conference updates and coordinate action items before and after event. (111)

DEADLINE: Collect and review speaker

Solicit Finalize Announce Call for on- Collect
Enter event into OEMS & Launch event Launch slides (154)
Keynote Keynote Keynote site Order event- Coordinate Provide final remaining
get approval from GCC website (112) Event Confirm
Speakers Speakers speakers volunteers specific speaker slides
(102) Registration shipment of food counts details with
(121) (123) (128) (134) merch & special (161)
(131) standard
(tshirts, bags, OWASP dietary needs venue &
pens, etc) to venue onsite walk-
merch, through (150) Monitor daily activities:
(136) banners, & (145)
Start looking at possible Check-in with Find hotel Findinternet,
vendors (if needed) for ensure trainers & speakers Mail event
equiment
venues (including dates of venue to room block(s) AV,translation,
DEADLINE: merch, equip, show up & know where to video for
Negotiate (141)
availability and pricing) Send venue confirm and social go, AV /network is up & production
venue: time, (129)
(103) contract to details (124) events (132) running, food and coffee (162)
rooms, food, breaks are on time (155)
OWASP Staff
min spend Order signage Print name
for signature
(113) & schedules badges & Set
(122) Review hotel
Launch Call (146) up
room block: Send post-
for Trainers - compare to Confirm AV & registration
CFT (125) network area (151) Collect training & talk event survey
VIP list,
needs w/ feedback (156) to attendees
DEADLINE determine
Set up (tranfer) social Start Select (at venue (or (163)
CFP/CFT - availability
media accounts (114) planning least 1st (137) provider)
make final Merch,
other round) of (142)
selections, supplies, &
conference speakers & Monitor video collection of
Launch Call notify equipment
events : CTF, trainers. conference talks, dump SD
for speakers & shipped (147)
Contact other infosec committee Notify Meet with cards as needed (157)
Speakers / trainers of
Work with OWASP staff to groups (ISACA, ISSA, ISC2) workshops, speakers & volunteers to
Papers CFP whether
determine needs for event about co-marketing OSS, trainers of go through Collect
(126) University status, send accepted or DEADLINE:
website, graphics, agreements (115) not, send Ensure all timeline & invoices and
Challenge, & collect Finalize sign-in
marketing, and PR (104) and collect speakers responsibiliti Ensure registration & info
social events, paperwork paperwork conference sheets from
confirmed & schedule booth is staffed at all times
etc (130) (133) and Conference es (152)
trainers (164)
(135) send details programs (158)
send to
Contact educational Launch Call (138) printer (143) shipped (148)
institutions, government & for talks for
industry for OWASP Track Hold thank you event for
Draft event communications support/patronage (116) (127) volunteers/staff (159)
plan & delgate Send weekly reports to trainers with reg #s (139)
responsibilities (105)
Implement event communications plan: including press releases, announcements regarding speakers, trainers, and sponsors. Coordinate social media postings and updates to event website (117)

OBTAIN SPONSORSHIP: Work with OWASP Staff to solicit event sponsorships &
Put together event Sponsors to Send thank you notes to
establish central place to track communication with sponsors. As sponsors commit, Send out Attendee
sponsorship pricing & Confirm ship inserts/ bags Circulate vendor/booth area sponsors and solicit event
collect graphics for website and other conference materials. Update sponsorship sponsor info details - stuff
packages (106) and brochures for questions before (set feedback (165)
document based on availability (ie. number of gold sponsorships remaining) (118) kit - shipping w/ sponsor
registration for attendee materials, up), during, and after (tear
address & with sponsors bags, booth program, etc down) event. Provide return
event info (144) supplies shipment instructions. (160)
(140) (153)
(149)
Submit event budget with
costs & income to GCC and
Staff for review (107)
Provide monthly budget updates to OWASP Staff and GCC, per budgeting guidelines. Should include itemized projections/actuals on expenses and income (119)
 Send all invoices, receipts for reimbursement, payment schedules, and other financial paperwork to Alison for processing (120) Work with OWASP Staff to
incoming & outgoing paym
Discuss with OWASP Staff
any possible issues with
making and receiving
payments in local currency
(108) Focus Areas
Internal Communication and Planning
External Communication & Community Outreach
Venue & Logisitics
Event Content (Speakers, Trainers, etc.)
Event Sponsors
Event Finances
BOLD Deadline - Required action items
NE
POST-CONFERENCE
1 2-3
MONTH MONTHS

udes post event wrap-up (110)

and after event. (111)

Post conference slides video

to website & email
attendees to let them know
that video and slides are
available (167)

Send
feedback to
trainers &
speakers
(168) Compile
conference
lessons
learned &
notes for next
year's team
Send thank (171)
you notes to
keynotes &
speakers
(169)

Finalize Transition
payment to social media
trainers (170) accounts to
next year's
team (172)

o event website (117)

Send thank you notes to

ponsors and solicit event Share
feedback (165) sponsor
feedback
with next
year's event
team (173)

ncome (119)
Work with OWASP Staff to finalize all
ncoming & outgoing payments (166)