Belgium/FOSS4G 2015 Organisation

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Revision as of 03:02, 21 September 2015 by Maellevd (talk | contribs) (→‎Other tasks)
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Main topics where chairs/heads needed

Conference Chair

  • TBD
  • Tasks


Chair of program committee

  • TBD
  • Tasks
    • Decide which presentations are included in the program
    • Put together the program / schedule
    • Call for papers


Financial Issues

  • TBD
  • Tasks
    • Budget
    • Follow-up


Sponsorship & Exhibition

  • TBD
    • Communication with sponsors
    • Exhibition stand plan
    • Accompany the exhibitors to their stand

Catering

  • TBD
    • Communication with catering


Code Sprint

  • TBD (Brussels open data?)


Technical Infrastructure

  • TBD
    • Support technical issues during the event
    • Printer at the venue


Volunteer Chair

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

Tasks & Volunteers

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:
    • introduce the speakers,
    • ensure each speaker stays within his or her 30 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.
  • Session chairs:
    • Morning sessions
      • Plenary Opening: TBD
      • Session 1 (Main track 11h): TBD
      • Session 2 (Side track 11h): TBD
      • Session 3 (Side track 11h): TBD
    • Afternoon sessions
      • Session 4 (Main track 14h): TBD
      • Session 5 (Side track 14h): TBD
      • Session 6 (Side track 14h): TBD
      • Plenary Closing: TBD

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

  • Entrance / Hand out badges
    • Hand out badges,programmes
    • Hand out food bracelets, goodie bags, t-shirts if they have this kind of ticket,...
  • Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…

Other tasks

  • Tasks
    • Prepare all printed material (signalisation, programme,...)
    • 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)
    • Help to place sponsor stands
    • 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 ;)

Schedule

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 - - - -