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Communication Committee¤

Mission¤

The Communications Committee is responsible for keeping the community and attendees informed and engaged with the latest updates and calls to action. Ensuring effective communication is essential for making the conference a smooth and enjoyable experience for everyone. From promoting the event to sharing vital information before, during, and after the conference, this committee plays a key role in maintaining a strong connection with attendees and the broader community.

Committee Structure¤

Chair¤

The Chair(s) of the Communications Committee are responsible for leading and coordinating the team's efforts. This includes managing the release schedule of announcements, distributing tasks among committee members, and ensuring that all communications go out on time. The Chair(s) will also attend virtual meetings and be present on-site at the conference to manage on-the-ground communication efforts.

Members¤

A team of committee members who contribute to the creation, scheduling, and delivery of all communications, ensuring a consistent and professional tone across all platforms.

Requirements¤

  • Experience with web development and automation tools
  • Ability to troubleshoot and solve technical issues
  • Familiarity with Discord and content management systems
  • Ability to collaborate with other committees
  • Willingness to learn new technologies and adapt quickly
  • Commitment to improving processes and workflows

Responsibilities¤

  • Manage Conference Communications:
    Ensure the timely release of all communications regarding the conference across various channels, including the blog, Twitter, Mastodon, Telegram, Discord, and others.

  • Ensure Consistent Presence:
    Maintain a constant presence from the launch of the conference through to post-event follow-ups, such as sharing recordings of talks or post-conference updates.

  • Email Attendees:
    Send regular emails to attendees with important updates, reminders, and information related to the conference.

  • Coordinate with Other Committees:
    Collaborate with other committees to understand their communication needs and ensure that key messages are shared at the right time.

  • Recycle Content:
    Repurpose blog posts and announcements from previous years, when applicable, to save time and ensure consistency.

  • Update Website Content:
    Work with the website team to ensure that the website is kept up-to-date with new information as it becomes available.

  • Handle Attendee Inquiries:
    Ensure that any questions from attendees, either via email or the helpdesk, are promptly addressed or forwarded to the appropriate team.

  • Conference Announcements:
    Manage communication with attendees during the conference, such as running the Discord server, sending email reminders about social events, T-shirt pick-ups, and other key announcements.

Responsibilities for Chair(s)¤

  • Chair virtual meetings with the diversity committee members
  • Manage and prioritize tasks with the committee
  • Be in attendance on-site at PyCon DE & PyData 2025

Workload¤

The workload for the Infrastructure Committee is flexible and largely depends on the specific tasks and goals at hand. Early stages of planning may involve setting up or refining the website, automating processes, and coordinating with other committees to understand their needs.

Work typically fluctuates based on deadlines, with moderate activity in the early months and more intense work closer to the conference as final systems need to be in place. The workload also spikes when troubleshooting technical issues or implementing last-minute changes, especially during the conference itself.

While much of the work can be done in advance, ongoing monitoring and maintenance will be required to ensure systems run smoothly. Overall, the workload is manageable and can be distributed across the team, with peaks depending on specific tasks or urgent issues that may arise.

  • Preparations: A few hours per week focused on setting up communication schedules and working on early announcements.

  • Before Conference: Six weeks before the workload can increase to up to 4 hours per week, with more frequent announcements, updates, and coordination with other committees.

  • Conference: During the conference itself, the workload is focused on managing live updates, coordinating announcements, and ensuring attendees are informed about ongoing events and logistics.

Timeline¤

average:1-2 hours per week

start: start:15.11.2024

peak 3 weeks before the conference, during the conference

finish 2 weeks afters the conference

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