Starting from PyConTH 2019, PyConTH set up workgroups to help implement the organising tasks without losing information and knowledge every time new organisers steps up.

Workgroups and lead organiser will update, coordinate and plan activities on a regular basis. While every workgroup will be responsible for its own coordination and establish a workflow that best fits its needs, we expect all workgroups to integrate and interact with other workgroups to create a productive work environment.

To simplify and speed up the workgroup setup, we will create a set of workgroup guidelines which aim at collecting the institutional knowledge gathered over the years.

Transparency

The Python Thailand Society collects and reviews the applications to each workgroup. The PTS core team will decide and create set of workgroup members with (workgroup internal) voting rights and then have the workgroup chair appoint additional (non-voting) members as necessary.

Workgroups will be confirmed/reestablished by core team's vote every year, this allows non-voting members to become voting members in the following year.

The key workgroups are:

• Administration (contracts, venue contact, ticketing, legal support, insurance, licensing, workgroup support, logistics)

• Program (talk selection, scheduling, session chairs, sprint/openspace/keynote/lightning talks, workshops, trainings)

• Finance (budget, accounting, billing, invoicing, taxes, payment system administration, financial aid,grant selection)

• Sponsorship ( sponsor contacts, sponsor logistics, room/booth assignment, exhibit hall, startup row)

• MarCom (brochures, advertisements, banners, flyers, travel guide, t-shirts, lanyards, badges, panels, logo, press, community relations, diversity/outreach, announcements, social media, attendee tools, volunteer coordination, mailing lists)

• Tech (web site support, administration, backups, payment system integration, hosting, chat support for attendees, surveys channels, staff communication software)

• Media (video recording, live streaming, live translations, uploads to YouTube and archive.org)

• On-site (on-site support for attendees, helpdesk, attendee support contact, local contact, help with local sourcing, partner program, social events, on-site logistics, on-site volunteer organization)

• Welfare ( Catering, food and beverages, party, speakers dinner, thank you party, volunteers retreat, volunteers and staff welfare)

Roles and Responsibilities

These are the roles visualised in the organisation of PyConTH. It is quite possible for one person to have several roles, but the more distributed the jobs get, the easier it will be to get each one done well.

With full distribution, we would require about 20 people. Some jobs, like the website engineer, the sponsor lead and the Marketing lead require quite a bit of time, while others are quite limited in scope. Certain leader positions could be share by 2 people if the workload is heavier.

The core team leaders/managers are:

• Conference Lead (Admin WG)
• Programme Lead (Program WG)
• Treasurer (Finance WG)
• Sponsorship Lead (Finance WG)
• MarCom Lead (MarCom WG)
• Welfare lead (Welfare WG)
• Tech Lead (Tech WG)
• On-site Lead (On-Site WG)
• Logistics Lead (Admin WG)
• Venue Lead (Admin WG)
• Media Lead (Media WG)
• Social Media Manager (MarCom WG)
• Content Manager (MarCom WG)
• Sprints Manager (Program WG)
• Speakers' Welfare manager (Welfare WG)
• Financial Aid Manager (Finance WG)
• On-site Tech Manager (Tech WG)
• Swag Manager (MarCom WG)
• Session Manager (Program WG)
• Local Info Manager (Welfare WG)
• Party Manager (Welfare WG)
• Staff Welfare Manager (Welfare WG)

Handles contracts, venue contact, ticketing, legal support, insurance, licensing, workgroup support.

Conference Lead

Venue Lead

Logistics Lead

budget, accounting, billing, invoicing, taxes, payment system administration, financial aid,grant selection, treasurer needs be part of this WG. Handles sponsor contacts, sponsor logistics, room/booth assignment, exhibit hall, startup row

Treasurer

Financial Aid Lead

Accountant

sponsor contacts, sponsor logistics, room/booth assignment, exhibit hall, startup row

Sponsorship Lead

Handles marketing strategies, brochures, advertisements, banners, flyers, travel guide, t-shirts, lanyards, badges, panels, logo, press, community relations, diversity/outreach, announcements, social media, attendee tools, volunteer coordination, Telegram groups, mailing lists

MarCom Lead

Social Media Committee

Swag Manager

Marketing Committee

Handles talk selection, scheduling, session chairs, sprint/openspace/keynote/lightning talks, workshops, trainings

Program Lead

Sprint Manager

Workshops/Tutorials Manager

Lightning Talk Manager

Handles web site, website support, ticket system, administration, backups, payment system integration, hosting, chat support for attendees

Tech Lead

On-site Tech Manager

Website Engineer

Handles video recording, live streaming, live translations, uploads to YouTube and archive.org

Media Committee

Handles on-site support for attendees, helpdesk, attendee support contact, local contact, help with local sourcing, partner program, social events, on-site logistics, on-site volunteer organization

On-site Lead

Local Information Producer

Session Lead

Catering, food and beverages, party, speakers dinner, thank you party, volunteers retreat, volunteers and staff welfare

Staff Welfare Manager

Speakers Welfare Manager

Party Manager