DjangoCon US
Host DjangoCon US
So you want your city to host DjangoCon US? Hurrah! We're delighted by your interest. Here's what you need to know — and what we need to know — to consider your proposal.
We need some information about your city, the venue, the hotel, and travel. Your proposal doesn't have to be super-fancy — just informative. Read through the requirements below and get in touch when you're ready.
Important
Since we are considering a number of proposals, no one from your group should sign a binding contract or make any kind of legal or financial commitment. DEFNA will handle the business side of things. If DEFNA chooses your proposal, your group is responsible for putting DEFNA in contact with venue management to finalise the event agreement.
Section 1
Local Organizers
While DEFNA will handle the business aspects of the conference, we need the help of a team of local volunteers to manage preparation and the onsite coordination of the event. We realise you won't have an entire team assembled, but let us know who the core organizers in your city will be.
Include the names (and brief bios if available) of the key people who will be running things on the ground.
Section 2
Conference Venue
Provide a short list of possible conference venues (or just one, if you have found the Venue of Conference Dreams). For each venue include:
Basic Information
- Name
- Location
- Transportation options (how do people get there from the airport?)
- Attendance capacity
Required Spaces
A floorplan with a rough explanation of what will go where would be great.
- Keynote room (also Sessions Track A) to accommodate up to 450 people, classroom style (tables with chairs)
- Room for Sessions Track B to accommodate up to 200 people, classroom style (tables with chairs)
- Space for sponsors to set up exhibit booths/tables — at least 12, and up to 16, sponsors with either 6' tables or 10'×10' booth spaces
- Green room for speakers to prepare (generally a room that will seat 25 for a workshop is the right size)
- Space for registration tables
- Room for meals and breaks with sufficient seating and tables — if capacity is under 450, indicate room capacity and time required to move 450 people through
- Space for supplemental beverage stations for daylong service
- Secure overnight storage for vendor booth supplies and conference registration desk items
Catering Requirements
- 450 people per day during the main conference: breakfast, morning break, lunch, afternoon break, and all-day beverage service
- Options for celiacs, vegetarians, and vegans of equal quality and variety as the main menu — estimate 15% vegetarian, 5% vegan, and 5–10% gluten-free
- Ability to serve a meal to 350–450 people within a 90-minute window
- Most venues require use of their in-house catering. If not, note whether outside catering vendors are restricted to an approved list and any requirements they must meet
What Makes a Good Venue
- Easy to reach from the airport and the conference hotel
- Adjoins or within walking distance of a suitable hotel which can accommodate 350–450 attendees
- Excellent internet connectivity
- Accessible to as many attendees as possible
- Reasonable access to transit for sightseeing
- Gender-neutral (or at least gender-inclusive) restrooms within a short walk of the conference rooms
The venue does not have to be a hotel or corporate conference center. Many universities offer conference services, and there are also municipal/county level event venues which can be likely sites for DjangoCon US.
Section 3
Sprint Venue
Provide a short list of possible sprint venues. For each include:
- Name
- Location
- Transportation options (how do people get there from the hotel?)
- Attendance capacity
Also include information on any local companies that might be willing to host the sprints at no cost.
What Makes a Good Sprint Venue
- Easy to reach from the conference hotel
- A room to hold 50–75 people with work tables, chairs, power, and internet connectivity
- Eating tables should be separate from work tables if at all possible
- Excellent internet connectivity
Section 4
Hotel
The ideal hotel is adjacent to the conference venue, or a very short walk away. You can reach out to the event sales contact at the hotel to help gather the information we need.
Hotel Details to Include
- Name
- Location
- Transportation options (how do people get there from the airport?)
- The conference room rate (should be discounted from the standard rate)
- A room block covering the two nights before tutorials through the last night of the sprints
- Concessions policy (comp room nights per actualised room nights)
- A sample contract showing the terms of booking the block of rooms — do not sign anything
Estimated Room Block
A block of rooms starting the two nights before tutorials, running through the last night of the sprints:
| Night | Rooms |
|---|---|
| Friday (2 nights before tutorials) | 10 |
| Saturday (1 night before tutorials) | 15 |
| Sunday — Tutorials | 100 |
| Monday — Main Conference | 100 |
| Tuesday — Main Conference | 100 |
| Wednesday — Main Conference | 80 |
| Thursday — Sprints | 30 |
| Friday — Sprints | 15 |
Do not sign any contracts. DEFNA will handle the business side of things. We just need to see the terms the hotel proposes for the group block.
Section 5
Attendee Costs
Provide estimates on costs associated with flights, accommodation, meals, and ground transportation for an overview of the total cost for attendees.
Suggested cost examples include typical round-trip airfare from several major hub cities:
- New York
- Los Angeles
- San Francisco
- Atlanta
- Dallas
- Chicago
- London
Section 6
Why Your City?
Tell us what makes your city a great choice for DjangoCon US and an attractive destination for attendees. Consider proximity to major airports, local culture, accommodation options, things to see and do, and the strength of the local Django/Python community.
Section 7
Anything Extra?
We welcome any additional ideas for making the event especially useful and/or memorable.
If applicable, include any information about whether venues would be willing to sign multi-year deals. Hosting DjangoCon US at the same venue makes venue coordination considerably easier than having to interact with a new venue each year.
Ready to Submit Your Proposal?
Thanks so much! We look forward to hearing about all the fantastic places we can go in future years.
Get in Touch →