FOSS4G2020 Q&A Halifax

Questions Mark I.:

In terms of our mission for FOSS4G-HFX 2020, it is essentially “community” or more specifically “the world is one family”; to engage all of the OSGeo family of its local chapters, OSGeo sponsors & partners, service providers, projects, users, developers, students, young professionals, teachers, researchers, decision makers, and bring that world community together in Halifax, and help plant that seed locally in Atlantic Canada, to share the FOSS4G spirit to new potential users, developers, and leaders at the event. We have strategically assembled a local committee with vast OSGeo experience, who have boots-on-the-ground experience at the OSGeo community level, both locally, across North and South America, and internationally. We also hopefully plan on expanding the mission more thoroughly in the full proposal stage.
 * What is the mission of your respective FOSS4G?
 * Answer:

In terms of inclusivity, diversity, and ensuring that FOSS4G 2020 is as inclusive and as diverse as possible, the FOSS4G-HFX team realizes the importance of this, and realize that there are many parts of a FOSS4G event that must be inclusive and diverse, right from the chairs of the event, the local team, the selected program and keynotes, even to the choice of venue, its prices, the event’s social program, and the local customs in the city/country. Part of the strength of our local committee team is that several of our team attended your FOSS4G-Dar es Salaam event in person to experience your & Msilikale’s wonderful diverse event, and have travelled to diverse FOSS4G global & regional events all over the world since year 2004. We are working very hard as a team to make sure that all aspects of FOSS4G-HFX 2020 are truly open and welcome to all in the geospatial community. We plan on expanding this for the full proposal stage hopefully as well.
 * What is your commitment to inclusivity, diversity, and ensuring that FOSS4G 2020 is as inclusive and as diverse as possible?
 * Answer:

Questions Steven F.: Thank you for mentioning that Jewish festivals for Rosh Hashana begin on the evening of the 18th. We have a backup date reserved with the Nova Centre venue for 31 August to 5 September, so it is possible to change our dates. When we were looking at possible venues about 6 months ago, our vision was to leverage a mid-September date to additionally allow for university students and pre-university students to be involved, but also because the local weather is best in mid-September (a lot less rain, bringing beautiful fall/autumn colours and sunshine to the Atlantic Canada region). We the FOSS4G-HFX team will continue to analyze our dates closely. For the record, using our initially proposed dates, the 19th (Saturday) would be the community sprint. We will try to be accommodating as possible.
 * your proposed dates are 14-19 September. These dates overlap with the start of the jewish festivals on the evening of the 18th which may prevent some potential delegates from attending. Is there any potential to change?
 * Answer:

Questions Till A.: We have strategically included an energetic OSGeo member on our FOSS4G-HFX team from Mexico, Vicky Vergara, and during a few of our local committee meetings over the past few months she has reminded us again and again that what may seem to be an acceptable price or plan for one community, is far from affordable in the other parts of the world; if our mission indeed involves getting all of the world family together, leaving out those who cannot afford the event’s expenses fails to meet our team’s goals. At one of our recent local committee meetings we spoke about ideas to encourage this participation, credit here to Jérôme with an idea from the OSGeo Ottawa chapter, as well as an idea from Dmitry from the OpenStreetMap community.
 * I would like to stress the point about costs. In the call we say "We hope to keep cost per participant under $650 USD for the conference (plus workshops).". As former chair I know about the difficulties FOSS4G teams have finding the right price for the conference. But can you tell something on how you are planning to enable people, who can not afford the conference fee and/or accommodation costs, to attend to your conference?
 * Answer:

We have also been working as a team to try to get as many accurate known cost estimates as we can, in order to give a better financial picture of our actual budget, so we can experiment with different scenarios to encourage more participation; last week we began working on another quote from a third audio/visual company. As you said, this is not easy. But we can try to be as prepared as possible.

We can also try to go as local committee members to as many FOSS4G global and regional events all around the world, to talk to OSGeo local chapter members from areas of the world that might not be able to afford the event, and listen, and do more listening, and take that information back to the FOSS4G-HFX team for discussion & planning.

We have also begun to engage local potential sponsors, and to compile industry-wide contacts for this. All of this has to be in motion now, as our FOSS4G-HFX team realizes that the possible winner of this bid has only 6 months to prepare before registration would begin for FOSS4G-2020 (ok it is about 7 months, but it is still soon).

We look forward to hopefully explaining our plans more in the final proposal stage. We are committed to do everything we can to make FOSS4G-HFX open to all OSGeo family members, from all over the world. One family.

Questions Paul R.: The Nova Centre does not require us to use the in-house audio/visual company (only if ”rigging” is required), so after we received the in-house quote, we also have been working with 2 outside audio/visual companies for additional quotes. Last week we began working on the third quote, in the hopes that we can get as competitive a quote as possible.
 * Conference centers are lovely but they usually take it out of your hide one way or another. In your estimates have you already included the costs of in-house AV, or wifi, or catering? Sometimes the rooms are cheap but the other necessities... not so much.
 * Answer:

In terms of wifi, Destination Halifax has assured us on the recent success of hosting 2,900 attendees at the Nova Centre this past May, but the FOSS4G-HFX team has been to so many global FOSS4G events that we know that FOSS4G brings a surprisingly high demand on wifi (IP addresses. bandwidth); we have therefore budgeted for an increase in bandwidth, and also possibly leveraging a custom network for the event.

In terms of catering, we did receive the full menu package from the Nova Centre, and we have budgeted for food&beverage for 5 days of early morning refreshments and light snacks, morning break, lunch, and afternoon break.

The FOSS4G-HFX team is very excited at the chance of showcasing this wonderful venue, its views, and the vibrant city of Halifax and its glorious harbour.