# Project execution plan & timeline
**Waiting: Deferral Without Denial** · Stellenbosch University Graduate School Assemblies 2026  
Convenor: Dr Bo Lyu · Modern Foreign Languages · bo@sun.ac.za  
Site: https://deferralwithoutdenial.org  
Status date: 1 September 2026

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## 1. Objective

Deliver one in-person Assembly day in **late October 2026**, ending mid-afternoon under the **proposed day schedule** (sessions ±30–35 minutes; finish ±15:30), with:

- six theme sessions + staged waiting interludes  
- open-call presenters / facilitators / audience  
- print kit (posters, tickets, forms)  
- documentary capture of the day  
- post-event publication and video premiere on the site  

Budget frame: **R25 000** (Graduate School acceptance, 28 Aug 2026).

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## 2. Proposed day schedule (compressed)

| Time | Item | Duration |
|------|------|----------|
| 09:00 | Prologue · The door | ±15 min |
| 09:15 | Opening frame | ±15 min |
| 09:30 | Session I · Waiting room of history | ±30–35 min |
| 10:05 | Interlude · The ticket | ±10 min |
| 10:15 | Session II · Papers | ±30–35 min |
| 10:50 | Tea · The form | ±25 min |
| 11:15 | Session III · Nobody signs a delay | ±30–35 min |
| 11:50 | Lunch · Canteen of deferral | ±55 min |
| 12:45 | Session IV · Penelopes | ±30–35 min |
| 13:20 | Interlude · Silent queue | ±10 min |
| 13:30 | Session V · The queue | ±30–35 min |
| 14:05 | Tea · Second sitting | ±20 min |
| 14:25 | Session VI · Art of waiting | ±30–35 min |
| 15:00 | Closing · The chair | ±15 min |
| 15:15 | Epilogue · Pending wall | ±15 min |
| **±15:30** | **Day ends** | |

Live on site: [/schedule](https://deferralwithoutdenial.org/schedule) · [/experiment](https://deferralwithoutdenial.org/experiment)

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## 3. Workstreams & owners

| Workstream | Lead | Supports |
|------------|------|----------|
| Programme & presenters | Dr Bo Lyu | Grad School / dept chairs |
| Facilitators & day script | Prof. Catherine Du Toit (Research) + Bo | Drama / volunteers |
| Venue & AV | Bo + Faculty admin | Timetable office / campus bookings |
| Print & tickets | Bo / design kit | Campus print shop or external |
| Catering · mysterious food | Bo + facilitator team | Caterers / kitchen |
| Filmmaking / press | Open-call filmmaker | Press office if needed |
| Comms & open call | Bo | Site / email / FASS lists |
| Budget & claims | Bo | Grad School finance |
| Website & debate | Bo / technical | FormSubmit, Remark42 |

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## 4. Timeline (from 1 Sep 2026)

### Phase A — Lock the call (1–8 Sep)
- [x] Site live; open call published  
- [ ] Push call through FASS / Grad School / departmental lists (daily until 8 Sep)  
- [ ] Monitor FormSubmit → bo@sun.ac.za (check junk)  
- [ ] **Tue 8 Sep 2026 — presenter & facilitator responses close**  
- [ ] Audience registration remains open until the day  

### Phase B — Confirm people & room (9–22 Sep)
- [ ] Shortlist presenters per theme; write confirmations (use Word template)  
- [ ] Confirm facilitator roster and role cards (ticket desk, clerk, queue, chair)  
- [ ] **Confirm exact Assembly date** within late October  
- [ ] **Book venue** (capacity ≥ audience + presenters; breakout for tea desk & silent queue; AV)  
- [ ] Confirm AV: projector, mic, recording power / lighting for film  
- [ ] First pass programme PDF for Grad School / Faculty notice  

### Phase C — Production design (23 Sep – 6 Oct)
- [ ] Finalise day script timings against room logistics  
- [ ] Print quote: A3 posters (call + event), tickets, *Application to Be Heard* forms, pending-wall cards, door notices  
- [ ] Order catering for “mysterious food” (numbered dishes, no menu; deferred servings)  
- [ ] Confirm filmmaker / press; consent language already on take-part form  
- [ ] Build presenter PPT decks from unified template  
- [ ] Brief patrons / chairs with Word run-sheet  

### Phase D — Pre-event fortnight (7–20 Oct)
- [ ] Send final programme + proposed schedule to all roles  
- [ ] Print run complete; check tickets by role count  
- [ ] Site visit: door, ticket desk, form desk, empty chair spot, pending wall surface  
- [ ] Rehearse interludes (ticket draw, deferred stamps, silent queue, second sitting) — 60–90 min  
- [ ] Confirm lunch logistics (lot trays; one unset place)  
- [ ] Publish confirmed date/room on site (replace “late October / TBC”)  

### Phase E — Assembly week (week of event)
- [ ] Mon–Tue: final headcount; print buffer; name cards if needed  
- [ ] Day before: load-in props (forms, stamps, tickets, clock set wrong, OFFICE sign, chair)  
- [ ] **Assembly day:** run proposed script; film; pending-wall harvest  
- [ ] Day after: thank-you notes; expense claims; photo / clip for site  

### Phase F — Afterlives (Nov–Dec 2026)
- [ ] Edit documentary; premiere on `/video`  
- [ ] Collect papers / abstracts for `/publication`  
- [ ] Keep `/debate` open; archive Assembly page with real names & photos  
- [ ] Short report to Grad School (outcomes vs R25k)  

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## 5. Venue checklist

- [ ] Capacity and layout (theatre vs seminar; movable chairs for queue)  
- [ ] Adjacent foyer or corridor for prologue door delay  
- [ ] Table space for ticket desk + form desk  
- [ ] Wall / board for pending forms and epilogue cards  
- [ ] One prominent empty chair under light  
- [ ] Catering access for numbered dishes  
- [ ] Power for film + projection; blackout if needed  
- [ ] Accessibility; toilets; fire exits noted on run-sheet  
- [ ] Booking confirmation PDF filed in matter folder  

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## 6. Print checklist

From https://deferralwithoutdenial.org/print/

| Item | Qty (est.) | When to print | Notes |
|------|------------|---------------|-------|
| Open-call posters (choose 2–3) | 10–20 A3 | Now–mid Sep | Corridors / noticeboards |
| Event posters (choose 2–3) | 15–30 A3 | After date fixed | Campus + Faculty |
| Theme posters | optional | Oct | Room dressing |
| Role tickets | 1 per participant + 20 spare | 2 weeks before | By role colour/stub |
| Application to Be Heard forms | 80–120 | 1 week before | Tea · The form |
| Pending-wall cards | 80–120 | 1 week before | Epilogue |
| Door notice (“will begin shortly”) | 5 | Day before | Prologue |
| OFFICE sign | 1–2 | Day before | Silent queue |
| Run-sheets for facilitators | 10 | Week before | Word template |

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## 7. People communication plan

| Audience | Message | Channel | Timing |
|----------|---------|---------|--------|
| Open-call prospects | Take part by 8 Sep | Email lists, site, posters | 1–8 Sep |
| Shortlisted presenters | Confirm theme, 30–35 min brief, honorarium | Email + Word letter | 9–15 Sep |
| Facilitators | Role assignment + rehearsal date | Email | Mid Sep + Oct |
| Patrons / chairs | Invitation + session brief | Email | Late Sep |
| Audience (who wait / family / officials) | Register; consent to experiment & film | Site form | Ongoing |
| Grad School / Faculty | Date, room, budget claim path | Formal note | After venue lock |
| Caterers | Mysterious food brief (numbers, lot, deferred) | Meeting + Word brief | Early Oct |
| Filmmaker | Shot list + consent | Meeting | Early Oct |
| All participants | Final programme ±15:30 end | Email + site | 7–10 days before |

Templates: `templates/Deferral-Without-Denial-Template.docx` · `templates/Deferral-Without-Denial-Template.pptx`

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## 8. Risks & mitigations

| Risk | Mitigation |
|------|------------|
| Thin open-call response by 8 Sep | Extend audience; personal follow-ups; hold a confirmed Theme III practice slot if needed |
| Venue clash in late Oct | Book by 22 Sep; hold 2 backup rooms |
| Sessions overrun | Hard chairing; 30–35 min rule on confirmation letters |
| Catering fails “mystery” brief | Written brief + tasting; numbered labels only |
| Film consent gaps | Form already includes consent; door reminder |
| Print delays | Place order ≥10 working days before; local shop backup |
| Budget overrun | Prioritise: room + food + print + honoraria; film as stretch |

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## 9. Immediate next actions (this week)

1. Blast open call to FASS / Grad School lists (deadline **8 Sep**).  
2. Request late-October room holds from campus bookings (2–3 candidate dates).  
3. Ask print shop for A3 quote using `/print/` call + event PDFs.  
4. Diary facilitator briefing once responses close.  
5. Copy PPT/Word templates into presenter confirmation pack.  

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*Living document — update after 8 September shortlist and venue confirmation.*