Difference between revisions of "Belgium/FOSS4G 2015 Organisation"

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==Conference Chair==
 
==Conference Chair==
*TBD
+
* Dirk Frigne and Johan Van de Wauw
 +
 
*Tasks
 
*Tasks
 
+
* opening the conference
 +
* thank the sponsors
 +
eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.
 +
* introducing the keynote speakers
 +
* close the conference
 +
* thank the sponsors
  
 
==Chair of program committee==
 
==Chair of program committee==
*TBD
+
*Johan Van de Wauw
 
*Tasks
 
*Tasks
 
**Decide which presentations are included in the program
 
**Decide which presentations are included in the program
 
**Put together the program / schedule
 
**Put together the program / schedule
 
**Call for papers
 
**Call for papers
 
  
 
==Financial Issues==
 
==Financial Issues==
*TBD
+
*Marc Ducobu
 
*Tasks
 
*Tasks
 
**Budget
 
**Budget
 
**Follow-up
 
**Follow-up
 
  
 
==Sponsorship & Exhibition==
 
==Sponsorship & Exhibition==
*TBD
+
*Marc
 
**Communication with sponsors
 
**Communication with sponsors
 
**Exhibition stand plan
 
**Exhibition stand plan
 
**Accompany the exhibitors to their stand
 
**Accompany the exhibitors to their stand
 +
*Booth size:
 +
**1 table
 +
**2 chairs
 +
**1 power socket
 +
**WIFI
 +
**Limited booth size
 +
**no walls
 +
**Set-up: from 7 to 9
 +
*1 parking space
  
 
==Catering==
 
==Catering==
*TBD
+
*Gael
 
**Communication with catering
 
**Communication with catering
  
 +
==Translations==
 +
* TBD
 +
**Welcome and communication with the translators
  
==Code Sprint==
+
==Hackaton==
*TBD (Brussels open data?)
+
*Gael (Brussels open data?)
 
 
  
 
==Technical Infrastructure==
 
==Technical Infrastructure==
*TBD
+
*Gael / There is a technical person from the venue available for free
 
**Support technical issues during the event
 
**Support technical issues during the event
 
**Printer at the venue
 
**Printer at the venue
 
  
 
==Volunteer Chair==
 
==Volunteer Chair==
 
*Oliver May
 
*Oliver May
 
**Hand out t-shirts / badges for the volunteers
 
**Hand out t-shirts / badges for the volunteers
**Recruit vulonteers
+
**Recruit volunteers
 +
 
 +
==Social Media #foss4gbe ==
 +
*TBD
 +
**Check twitter, retweet tweets
 +
**Announce on twitter
  
 
= Tasks & Volunteers =
 
= Tasks & Volunteers =
  
 
==Session Chairs==
 
==Session Chairs==
*Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations.  Each session has three 25 minute presentations, with a 5 minute question-and-answer period after each.  Chairs are expected to:
+
*Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations.  Each session has three/five 20 minute presentations, with a 5 minute question-and-answer period after each.  Chairs are expected to:
 
** introduce the speakers,  
 
** introduce the speakers,  
** ensure each speaker stays within his or her 30 minute combined presentations-plus-questions presentation limit,  
+
** ensure each speaker stays within his or her 25 minute combined presentations-plus-questions presentation limit,  
 
** ensure the next presentation starts promptly as scheduled, and  
 
** ensure the next presentation starts promptly as scheduled, and  
 
** occasionally read off a few reminders and announcements at the end of the session.
 
** occasionally read off a few reminders and announcements at the end of the session.
 +
** hand in headsets
  
 
*Session chairs:
 
*Session chairs:
 
** Morning sessions
 
** Morning sessions
*** Plenary Opening: TBD
+
*** Plenary Opening: Moritz
*** Session 1 (Main track 11h): TBD
+
*** Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
*** Session 2 (Side track 11h): TBD
+
*** Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
*** Session 3 (Side track 11h): TBD
+
*** Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
 
** Afternoon sessions
 
** Afternoon sessions
*** Session 4 (Main track 14h): TBD
+
*** Session 4 (Main track 14h - Plenary (Atrium)): Johan
*** Session 5 (Side track 14h): TBD
+
*** Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
*** Session 6 (Side track 14h): TBD
+
*** Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
*** Plenary Closing: TBD
+
*** Plenary Closing: Gaël
  
 
==On call - Runner==
 
==On call - Runner==
Line 75: Line 95:
 
**Keep an eye out on room safety and report potential issues such as overcrowded rooms...
 
**Keep an eye out on room safety and report potential issues such as overcrowded rooms...
  
==Volunteer tasks==
+
==(Volunteer) tasks list==
*Entrance / Hand out badges
 
*Hand out goodie bags / programme
 
*t-shirts at entrance
 
*food bracelets
 
  
== Other tasks ==
+
=== Before the event ===
*Tasks
+
*Create booth plan
**Provide signalisation to the different rooms and programme at the doors of the different rooms
+
*Appoint session chairs
**Prepare all printed material
+
*Create session posters (for at the door, and inside the session rooms)
 +
*Create signalisation papers
 +
*Create parking spot papers
 +
*Create session chair guidelines
 +
 
 +
=== All day ===
 +
*Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
 +
**Hand out badges and programmes
 +
**Hand out food tickets, <strike>goodie bags, </strike>t-shirts if they have this kind of ticket,...
 +
**Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
 +
*Check reserved Parking spots
 +
 
 +
=== Set-up / tear-down ===
 +
 
 +
*Set-up event
 +
** Installation of welcome desk and OSGEO booth
 +
** Installation of the tables for the booths
 +
** Hang up signalisation and posters
 +
** Verify sound and projection in all rooms
 +
*** Are there computers available in all rooms?
 +
 
 +
 
 +
*Tear-down and clean-up at the evening:
 +
** collecting bottles,
 +
** tearing down the network,
 +
** taking down the signage,
 +
** ... Basically, make sure we're welcome again next year ;)
 +
 
 +
=== Ad-hoc tasks ===
 +
 
 +
*Hand out headsets
 +
 
 +
*Taking photos / videos of the event
 +
**Oliver can provide photo camera
  
= Schedule =
 
  
  
{| style="width:75%;" border="1"
+
*Vestiare -> covered by the venue
|-
 
! Time Slot
 
! Program
 
! Entrance
 
! Main room chair
 
! First room chair
 
! Second room chair
 
! On Call
 
|-
 
! 8:00 - 9:30
 
! Setup exhibition & entrance
 
! TBD
 
! -
 
! -
 
! -
 
! -
 
|-
 
! 9:30 - 10:30
 
! Morning plenary
 
! TBD
 
! TBD
 
! -
 
! -
 
! -
 
|-
 
! 10:30 - 11:00
 
! Coffee break
 
! TBD
 
! -
 
! -
 
! -
 
! -
 
|-
 
! 11:00 - 12:30
 
! Morning sessions
 
! TBD
 
! TBD
 
! TBD
 
! TBD
 
! TBD
 
|-
 
! 12:30 - 14:00
 
! Lunch break
 
! TBD
 
! -
 
! -
 
! -
 
! -
 
|-
 
! 14:00 - 16:00
 
! Afternoon sessions
 
! TBD
 
! TBD
 
! TBD
 
! TBD
 
! TBD
 
|-
 
! 16:00 - 16:30
 
! Coffee break
 
! TBD
 
! -
 
! -
 
! -
 
! -
 
|-
 
! 16:30 - 17:00
 
! Closing plenary
 
! TBD
 
! TBD
 
! -
 
! -
 
! -
 
|-
 
! 17:00 - 19:99
 
! Networking
 
! TBD
 
! -
 
! -
 
! -
 
! -
 
|}
 
  
 +
== Other tasks ==
 +
*Tasks
 +
**Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
 +
**Provide signalisation to the different rooms (conference rooms, break and restaurant) and programme at the doors of the different rooms
 +
**Check  materials for speakers and translators (Internet, video projectors, sound)
  
 +
 
[[Category:FOSS4G Belgium 2015]]
 
[[Category:FOSS4G Belgium 2015]]
 +
 +
-
 +
[[Category:Belgium]]

Latest revision as of 10:36, 26 October 2015

Main topics where chairs/heads needed

Conference Chair

  • Dirk Frigne and Johan Van de Wauw
  • Tasks
  • opening the conference
  • thank the sponsors

eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.

  • introducing the keynote speakers
  • close the conference
  • thank the sponsors

Chair of program committee

  • Johan Van de Wauw
  • Tasks
    • Decide which presentations are included in the program
    • Put together the program / schedule
    • Call for papers

Financial Issues

  • Marc Ducobu
  • Tasks
    • Budget
    • Follow-up

Sponsorship & Exhibition

  • Marc
    • Communication with sponsors
    • Exhibition stand plan
    • Accompany the exhibitors to their stand
  • Booth size:
    • 1 table
    • 2 chairs
    • 1 power socket
    • WIFI
    • Limited booth size
    • no walls
    • Set-up: from 7 to 9
  • 1 parking space

Catering

  • Gael
    • Communication with catering

Translations

  • TBD
    • Welcome and communication with the translators

Hackaton

  • Gael (Brussels open data?)

Technical Infrastructure

  • Gael / There is a technical person from the venue available for free
    • Support technical issues during the event
    • Printer at the venue

Volunteer Chair

  • Oliver May
    • Hand out t-shirts / badges for the volunteers
    • Recruit volunteers

Social Media #foss4gbe

  • TBD
    • Check twitter, retweet tweets
    • Announce on twitter

Tasks & Volunteers

Session Chairs

  • Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations. Each session has three/five 20 minute presentations, with a 5 minute question-and-answer period after each. Chairs are expected to:
    • introduce the speakers,
    • ensure each speaker stays within his or her 25 minute combined presentations-plus-questions presentation limit,
    • ensure the next presentation starts promptly as scheduled, and
    • occasionally read off a few reminders and announcements at the end of the session.
    • hand in headsets
  • Session chairs:
    • Morning sessions
      • Plenary Opening: Moritz
      • Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
      • Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
      • Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
    • Afternoon sessions
      • Session 4 (Main track 14h - Plenary (Atrium)): Johan
      • Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
      • Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
      • Plenary Closing: Gaël

On call - Runner

  • Tasks
    • Check that all sessions start at the correct time, and that the chairs are available
    • Communication between sessions if needed
    • Fix technical issues if session chair can't fix
    • Keep an eye out on room safety and report potential issues such as overcrowded rooms...

(Volunteer) tasks list

Before the event

  • Create booth plan
  • Appoint session chairs
  • Create session posters (for at the door, and inside the session rooms)
  • Create signalisation papers
  • Create parking spot papers
  • Create session chair guidelines

All day

  • Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
    • Hand out badges and programmes
    • Hand out food tickets, goodie bags, t-shirts if they have this kind of ticket,...
    • Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
  • Check reserved Parking spots

Set-up / tear-down

  • Set-up event
    • Installation of welcome desk and OSGEO booth
    • Installation of the tables for the booths
    • Hang up signalisation and posters
    • Verify sound and projection in all rooms
      • Are there computers available in all rooms?


  • Tear-down and clean-up at the evening:
    • collecting bottles,
    • tearing down the network,
    • taking down the signage,
    • ... Basically, make sure we're welcome again next year ;)

Ad-hoc tasks

  • Hand out headsets
  • Taking photos / videos of the event
    • Oliver can provide photo camera


  • Vestiare -> covered by the venue

Other tasks

  • Tasks
    • Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
    • Provide signalisation to the different rooms (conference rooms, break and restaurant) and programme at the doors of the different rooms
    • Check materials for speakers and translators (Internet, video projectors, sound)

-