PyCon JP 2025 Chair's Daily Report Back to Home

Tasks for the Venue Team

日本語版はこちら

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.

Mission of the Venue Team

• Create a comfortable environment for all attendees.
• Handle all aspects of hardware and facilities.
• Manage venue selection, layout design, equipment procurement, setup, and teardown.
• Include food and beverage service, official party planning, and childcare facilities as part of the environment creation.
• Please refer to the PyCon JP 2025 Organizing Member Training Materials as a guideline.

Venue Team Structure

The Venue Team consists of the Venue Team and two subgroups:

• Venue Team: Venue selection and contracts, layout design, setup and teardown, venue signage, etc.
• Food & Beverage Subgroup: Official party venue arrangements, food and beverage service
• Streaming Subgroup: Audio-visual equipment, lighting, network infrastructure, etc.

Tasks

Venue Team Tasks

Essential Tasks

• Venue selection and contract
  • Application and contract for Hiroshima International Conference Center
  • Securing necessary rooms (main hall, track B venue, sponsor booths, break areas, etc.)
• Development sprint venue arrangement
  • The Hiroshima International Conference Center may also be used on Sunday (September 28)
• Venue layout design
  • Reviewing venue floor plans and creating floor layouts
  • Determining the purpose of each room
  • Seating arrangements, stage design
  • Sponsor booth layout
  • Speaker preparation room (in coordination with the Program Team)
  • Space for PyCon JP Association meetings (in coordination with the Chair Team)
  • Break room for organizing members
  • Childcare space (with consideration for security and privacy)
  • Reception area (including space for name tag arrangement)
  • Lunch distribution area and designated eating areas
  • Temporary storage space for sponsor equipment during load-in and load-out
• Day-of venue setup and teardown
  • Creating setup schedules
  • Staff allocation for setup and teardown
  • Coordination with external vendors (such as delivery companies)
  • Serving as the point of contact for Hiroshima International Conference Center staff
• Venue signage planning
  • Design and installation of venue signage in collaboration with the PR Team
  • Creation of venue maps in collaboration with the PR Team
• Safety management
  • Confirmation and guidance for evacuation routes
  • Development of emergency response plans

Desirable Tasks

• Enhanced break areas (charging stations, relaxation spaces, etc.)
• Securing space for open space (unconference)
• Environmental considerations (waste sorting, recycling, etc.)
• Installation of banner boards, speaker backpanels, etc. (in collaboration with the PR Team and Sponsor Team)
• Securing space for book sales and signing sessions (in collaboration with the PR Team)

Optional Tasks

• Childcare service provision (if there are users, already contacted potential vendors)
• Tutorial venue arrangement (if implemented)

Food & Beverage Subgroup Tasks

Essential Tasks

• Official party venue arrangement and setup
  • Likely to be held at the Hiroshima International Conference Center on Saturday evening (September 27)
  • Expected to be limited to official party ticket purchasers
  • Official party capacity to be coordinated with the Attendee Management Team
  • Converting session venues to official party venues (coordination with Program Team required)
  • Already contacted potential vendors
  • Venue selection and contract
  • Food and beverage arrangements
  • Setup and teardown
• Food and beverage arrangements
  • Exploring options such as catering companies for the official party, restaurants within the Hiroshima International Conference Center, and other vendors (involvement of people with local knowledge is necessary)
  • Coffee breaks
  • Lunch arrangements

Desirable Tasks

• Special dietary requirements (vegetarian, allergy-friendly options, etc.)
• Introduction and provision of Hiroshima local specialties and famous products
• Provision of water and tea

Upcoming Schedule

• May: Create venue usage plans
• June: Venue site visit, facility usage plan submission
• July & August: Discuss venue signage
• September: Day-before setup, day-of operations, teardown, removal, waste disposal
• October and later: Retrospective, preparation of handover materials for the next event

Streaming Subgroup Tasks

Essential Tasks

• Equipment and supplies procurement
  • Application for facility equipment use
  • Consideration of purchase or rental
• Network infrastructure setup
  • Considering providing venue’s Wi-Fi service to participants
  • Setting up network environment for streaming
• Coordination with external vendors for streaming and equipment rental

Desirable Tasks

• Streaming environment setup (if online streaming is planned)
• Recording arrangements (audio and video)
• Backup equipment preparation

Goals for 2025

Team Collaboration

The following tasks require coordination with other teams:

Collaboration with the Sponsor Team

• Sponsor booth layout design and arrangement
• Possibility of food and beverage services in sponsor packages
• Coordination of sponsor equipment load-in and load-out

Collaboration with the Attendee Management Team

• Tracking attendee numbers for seating arrangements
• Managing official party attendee capacity

Collaboration with the PR Team

• Design and installation of venue signage
• Creation of venue maps
• Securing space for book sales and signing sessions

Collaboration with the Program Team

• Setting up equipment and environment needed for program execution
• Establishing speaker preparation rooms
• Coordinating the conversion of session venues to official party venues

Collaboration with the Chair Team

• Determining the content and scale of the official party
• Planning accessibility accommodations (barrier-free facilities, accessible restrooms, etc.)
• Securing meeting space for PyCon JP Association

Smooth and Comfortable Venue Operations

• We will strive to provide clear venue signage to prevent attendees from getting lost.
• We will prepare response workflows for potential issues in advance.
• We will create manuals for venue staff to ensure smooth operations on the day of the event.
• We will consider accessibility to create an environment where everyone can participate comfortably.
• We will collaborate with local Hiroshima partners to aim for community-rooted operations.

Effective Resource Utilization

• We will determine waste disposal procedures according to facility instructions and communicate them to all teams.
• We will strive to minimize food waste.

Update History

• 2025-03-28: Initial publication