The following is sample email response to a submitter of a talk or tutorial. Look out for the 'TODO's, and use it as a template:
I am really delighted to say on behalf of everyone helping create EuroPython that your submission:
[TODO: talk/tutorial title here]:
- QCake 3d game maker and Python.
has been accepted - this sounds like a really interesting topic, and we're very much looking forward to it. Congratulations - and welcome on board EuroPython 2009!
This year, every speaker has been assigned 'champion' at EuroPython, to be a point of contact for questions about the submission process, and provide guidance in getting your talk prepared. I will be your champion - so if you have any problems or questions, do not hesitate to ask me.
[TODO: specific guidance for each submitter here]: I have seen your question about where to upload presentation documentation - I don't believe that is decided yet. I'll let you know when I find out.
In addition, there are four things everyone needs to know:
1) Attached is a copy of your talk details as you submitted them. We may have done some minor editing of grammatical errors and typos where needed, so be sure to re-read your submission and make sure that we did not inadvertently add any errors. One thing we didn't make very clear to submitters is that your talk title, description and abstract - as you entered them - are what will be printed on conference materials such as the timetable, which attendees will use to decide which talks to attend. In a few cases, we have changed the title to something we thought better described your submission. But you may have an even better idea.
We were actually interested in having the description be longer than one sentence. If you provided a short description, then you might consider sending me a longer replacement.
There are some guidelines on creating or improving your talk's title, summary and abstract, and on preparing your talk, on the EuroPython wiki, at: http://wiki.europython.eu/WritingASubmission.
We don't currently have a mechanism for you to edit your submissions directly, for the time being just email them back to me. Feel free to update them again later if you wish - although obviously don't send me changes if you know you are going to send more later on.
2) Conference organisers get very nervous when accepted talk or tutorial speakers don't book their conference admission until the last minute. Please help our stress levels by booking your conference, hotel and travel arrangements soon. Thanks!
3) We forgot that for printed materials, we'll need a higher resolution photo. Please could you email me a 500x500 pixel photo, or as near as you can. Thanks for that!
4) If your talk or tutorial has a co-presenter, have them submit their biographies at http://www.europython.eu/speaker_submission/
My very best regards, I hope you have a wonderful experience at EuroPython,