PyCon JP 2025 Chair's Daily Report Back to Home

Tasks for the Public Relations Team

Japanese version is available here

This is a daily report published by @nishimotz, the Chair of PyCon JP 2025, in a personal capacity.

PyCon JP 2025 will be held at Hiroshima International Conference Center on September 26-27.

We are recruiting organizing members. Please apply through the Organizing Member Application Form.

I have compiled the activity policies and tasks for the Public Relations Team.

Mission of the Public Relations Team

• Increase the number of participants (including speakers and sponsors) of PyCon JP, and conduct branding and external information dissemination to ensure participant satisfaction
• Collect content that organizing members want to publicize and actively disseminate it through SNS and media before, during, and after the event
• Lead plans conducted in collaboration with media companies, including on the day of the event

Content

Required Content

• CFP (Call for Proposals) announcement
• Sponsor recruitment announcement
• Participant registration announcement

Other Content

• Activity reports from organizing members and team meetings
• Announcements to recruit organizing members and increase participants
• Announcements of new content on the official website (timetable, sprint information, etc.)
• Countdown to the event
• Introduction of accepted talks
• Information about the venue location (Hiroshima), including attractions, transportation, and accommodation

Tasks

Required Tasks

• Updating the PyCon JP blog
• Design
  • Creation of logos, key visuals, banners, etc.
• Website
  • Multilingual support (Japanese and English)
  • Development, operation, and post-event static site conversion
• Social media management
• Media announcements and press releases
  • Targeting media sponsors of the PyCon JP Association
• Media interview coordination
  • Providing event tickets to media sponsors

Tasks Required Depending on Sponsor Benefits

• Banner boards, speaker backpanels
• T-shirts and other novelty items
• Venue signage and printed materials

Other Tasks

• Paid advertising
• Book sales and signing sessions
• Photography (including group photos) and archiving
• Creation of post-event reports and media placement requests

Aspirations for the Public Relations Team

Communicating the Change of Venue

• We need to communicate to as many people as possible, as early as possible, that PyCon JP will not be held in Tokyo this year.

Collaboration with Stakeholders

• PR activities are not tasks to be carried out by the PR team alone. Recipients value messages from people who are close to them or with whom they can empathize.
• Supporting all organizing members, sponsors, and speakers in promoting PyCon JP from their respective positions is also an expected role of the PR team. In fact, the PR team should be considered as “backend support for PR activities involving everyone.”
• Many of the PR team’s tasks require collaboration with other teams. If coordination is not smooth, the Chair team will provide support.

Reaching Diverse Participant Groups

• Python is now used by a wide range of people, from programming beginners to experts. At PyCon JP 2025, we aim to actively approach people who have never participated in PyCon JP before and welcome a more diverse group of participants.
• We will demonstrate through our PR activities a welcoming attitude toward newcomers, such as those living in regional areas, students, and participants from different industries.

Transparent Information Sharing

• We will strive for timely and transparent sharing of information about event preparations and decisions.
• We will announce important dates and changes as early as possible so that speakers, sponsors, and participants can plan with confidence. In particular, information about transportation and accommodation is crucial for participants.

Appropriate Content

• The Organizer Training Materials contain items related to PR activities.
• For example, they suggest unifying hashtags and ensuring accurate notation.
• We will create and select content with respect for intellectual property rights.
• We will avoid messages that may offend people of specific positions.
• In cases where judgment is difficult, we will work with the Chair team to address the issue.

Universal Information Dissemination

• At the previous PyCon JP 2024, about 10% of participants were from outside Japan. We will always ensure that information dissemination in English is sufficient and promote international participation.
• There are improvements to make PR effective that can be undertaken even without being a designer. For example, utilize knowledge of accessibility and universal design to make information accessible to elderly and disabled people.
• Pay attention to the readability of text in blog posts, displays, and handouts, which is also important from an accessibility perspective.
• We also welcome measures such as alternative text for images on social media.
• These will be organized as PR tool operation guidelines, and unclear points will be decided in consultation with the Chair.

Schedule

March 2025

• Set PR goals and organize tasks to achieve them.
• Create PR materials for local government, media, companies, and educational institutions in the venue location (Hiroshima).
• Decide on staff responsible for PR activities in the venue location (Hiroshima).
• Decide on staff responsible for online PR.

April 2025

• Create operation guidelines for blogs and social media accounts.
• Organize media, tools, and service providers for PR activities, and secure budget if necessary.
• Begin creating content that conveys the appeal of Hiroshima and PyCon JP.
• Begin regular blog updates and social media posts about Hiroshima’s appeal and PyCon JP.
• Announce PyCon JP 2025 theme decision in collaboration with the Chair Team.
• Announce Call for Proposals (CFP) in collaboration with the Program Team.
• Announce the sponsorship information session and the start of sponsor recruitment in collaboration with the Sponsor Team.

May 2025

• Continue regular blog updates and social media posts about Hiroshima’s appeal and PyCon JP.
• Prepare for website launch.

June 2025

• Continue regular blog updates and social media posts about Hiroshima’s appeal and PyCon JP.
• Launch the website.
• Announce ticket sales in collaboration with the Participant Management Team.
• Announce accepted talks in collaboration with the Program Team.
• Introduce confirmed sponsors in collaboration with the Sponsor Team.

July 2025

• Publish the timetable in collaboration with the Program Team.
• Begin sharing detailed information for participants (what to bring, precautions, etc.).
• Create and publish content introducing speakers.
• Share content to encourage participation (voices of past participants, expected learning outcomes, etc.).

August 2025

• Enhance communication of detailed information for the event day (reception methods, venue maps, etc.).
• Create and publish FAQs for participants.
• Develop a social media operation plan for the event day.
• Proceed with the production of venue signage and printed materials in collaboration with the Venue Team.

September 2025

• Share last-minute information (weather information, traffic conditions, etc.).
• Implement social media live streaming and blog updates on the event day.
• Take photos and videos at the venue.
• Handle media correspondence.
• Share quick reports after the event.

October 2025 and Beyond

• Update the website with post-event content.
• Support, review, and compile information dissemination from other teams.
• Hand over to the 2026 team.

Update History

• 2025-03-17: Initial publication
• 2025-04-04: Updated April 2025 tasks