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Diversity Committee¤

Mission¤

Our goal is to create an inclusive, respectful conference environment that invites participation from people of all backgrounds. We are actively seeking to increase the diversity of our attendees, speakers, and sponsors through our calls for proposals, other open submission processes, and through dialogue with the larger communities we serve.

Committee Structure¤

Chair¤

One or two chairs are responsible for the committee. The chair(s) are the main contact for the Steering Committee. The chair(s) lead the team and organize the committee, they are responsible for keeping our standards and the milestones.

Members¤

A team of four committee members from diverse backgrounds and experiences.

Requirements¤

  • Passion for promoting diversity and inclusion
  • Strong communication and organizational skills
  • Ability to work collaboratively with other teams
  • Attention to detail when managing grants and applications
  • Proactive in solving issues related to financial aid or visa invitations
  • Experience in community building or diversity efforts (preferred but not required)

Responsibilities¤

  • Update and Publish Grant Guidelines:
    Review and update the grant guidelines, ensuring they are accurate and up-to-date, then publish them on the conference website.

  • Review Application Guidelines:
    Evaluate whether the current application guidelines are still relevant, making adjustments if necessary.

  • Manage Grant Decisions and Notifications:
    Decide on funding allocations and promptly inform applicants about the status of their grant applications.

  • Handle Applicant Inquiries:
    Ensure that any questions from applicants, via the helpdesk or other channels, are addressed in a timely manner.

  • Assist with Grant Applications:
    Support the submission of grant applications for financial aid programs, such as those to the EPS or PSF.

  • Handle Reports:
    Support the submission of after-conference reports to aid programs, such as those to the EPS or PSF.

  • Coordinate Visa Invitation Letters:
    Arrange for visa invitation letters for community members who need assistance to attend the conference.

  • Assist with Reimbursements:
    Help collect receipts from grantees to facilitate the reimbursement process with Finance.

  • Collaborate with Other Communities:
    Work with community partners like PyLadies and reach out to other communities to ensure diverse participation.

Responsibilities for Chair(s)¤

  • Chair virtual meetings with the diversity committee members
  • Manage the financial aid budget
  • Be in attendance on-site at PyCon DE & PyData 2025

Workload¤

The Diversity Committee starts to work six months before the conference to make sure that all grants are decided and the applicants are informed in time. The earlier the grants are decided, the better for the applicants to plan their trip, arrange visas, and book accommodation for reasonable prices.

  • Preparations: a few hours per week
  • Decision process: up to 10 hours per week for 2 - 3 weeks
  • After decisions: a few hours per week to help grantees, re-allocation of funds, and answer questions.

Timeline¤

average:1-2 hours per week

start: start:10.11.2024

peak During the selection and notification process. Four months before the conference 4-5 hours per week for 2 weeks

finish Four weeks after the conference until report and reimbursements are made

Apply here