FOSS4G Handbook

This FOSS4G Cookbook aims to provide guidance to future FOSS4G and FOSS4G related events, based upon the collective wisdom gained during prior events. It is a continuous work in progress and is a guide rather than a rulebook. We encourage all FOSS4G organisors to contribute to and enhance this cookbook.

= About FOSS4G = Free and Open Source for Geospatial (FOSS4G) conferences refer to a series of events which provides presentations, workshops, and networking opportunities based around Free and Open Source Software.

FOSS4G includes one annual global event which rotates around the world, as well as a number of regional events which follow similar principles.

=Editing this document=

This FOSS4G Cookbook aims to be concise, so that it is easy to read and follow. We also aim to collaboratively edit and continuously build this document based upon our collective experience running conferences. As such, we will need to continuously update and delete old text as new ideas come to hand.

The process to follow in updating this wiki is:
 * Feel free to make trivial tweaks to grammar and syntax.
 * If you would like to introduce a new idea, maybe add a new section, or improve an old section:
 * Raise your suggestion on the OSGeo Conference email list.
 * Once a rough consensus has been reached on the list, you may then update the Cookbook with the collective wisdom of the list.
 * If writing a new section, consider starting the section with: Draft, awaiting review
 * After updating your text, notify the list again to give others the opportunity to review and tweak.

=Section Writing Guide= Draft, awaiting review

The first sentence(s) of a section should describe the meaning of the heading. Eg, if this section is on "Birds of a Feather", then the first sentence should start with: Birds of a Feather sessions refer to semi-formal gatherings of like minded delegates to discuss a topic of interest.


 * Relevance:
 * International FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]
 * Regional FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]
 * FOSS4G stream / Local Event: [Mandatory, Recommended, Optional, Not Relevant]

Following paragraphs provide specific details. They might hyperlink to more details from an external Lessons Learned type doc. It will likely cover some of the following topics:
 * Key success factors
 * Things that can go wrong, with optional brief examples
 * List of considerations and why choose one consideration over another
 * List of steps to follow
 * Organisations or people to contact to coordinate with
 * Links to external documents, such as a Google Docs spreadsheet


 * See Also:
 * Where relevant, finish with a list of links to web pages for further reading. E.g.
 * FOSS4G 2009 Birds of Feather Lessons Learned

=Size of the event= A FOSS4G Event can be the main international FOSS4G conference, as well as a regional event such as FOSS4G-North America. It can also be a local FOSS4G seminar drawing from one city, a FOSS4G stream in a bigger conference, a workshop or a code sprint. The number of participants can vary from ten people (code sprint) up to 1000 people (global FOSS4G).

=Schedule= All successful events should be planned, and to help with the plan, we have a generic FOSS4G Planning Schedule which can be used as a starting point.


 * Relevance
 * International FOSS4G: Mandatory
 * Regional FOSS4G: Mandatory
 * FOSS4G stream / Local Event: Highly Recommended

When planning an event:
 * Copy the Generic FOSS4G Planning Schedule into your own spreadsheet, probably onto a Google Drive so that it can be collaboratively viewed and edited.
 * Tailor the plan such that it aligns with the goals for your event
 * Feed improvements back into the Generic FOSS4G Planning Schedule. Non-trivial improvements should be discussed on the OSGeo Conference email list before applying.


 * See Also:
 * Generic FOSS4G Planning Schedule

=Finances=

Guarantees
Draft, awaiting review

The OSGeo foundation can be approached to provide financial guarantees for major FOSS4G events.


 * Relevance:
 * International FOSS4G: Recommended
 * Regional FOSS4G: Optional
 * FOSS4G stream / Local Event: Not Relevant

As per our board priorities:

''Conferences are financially risky events. They need to be planned well in advance, and you are never sure how many people will turn up, or whether some global event will have a substantial impact on registrations. Consequently, conferences such as FOSS4G require financial guarantees up front in order to secure a venue. To support and enable these conferences, OSGeo will endevour to retain sufficient capital to offer such guarantees for any FOSS4G event requesting it. If OSGeo's support is requested, then OSGeo would expect these events to budget for a modest profit under conservative estimates, and for OSGeo to retain profits from such events. To date, such profits, while relatively modest, have been OSGeo's primary income source.''


 * See Also:
 * Board priorities: http://wiki.osgeo.org/wiki/Board_Meeting_2013-02-26#Conferences_and_related_events

Budget
=Venue Selection= Draft, awaiting review

The International FOSS4G event rotates around the world, and cities compete to be selected to host the event.


 * Relevance:
 * International FOSS4G: Mandatory
 * Regional FOSS4G: Optional
 * FOSS4G stream / Local Event: Usually Not Relevant


 * Todo: Extract key information from the RFP docs.


 * See Also:
 * http://www.osgeo.org/conference/rfp
 * http://svn.osgeo.org/osgeo/foss4g/
 * Talk with Jeff McKenna who has many years of experience in this area.

Integration with other Conferences
=Metrics= Draft, awaiting review

Past FOSS4G metrics are very valuable for planning future FOSS4G events, and should be collected for all events.


 * Relevance:
 * International FOSS4G: Mandatory
 * Regional FOSS4G: Recommended
 * FOSS4G stream / Local Event: Optional

Key questions that we wish to ask of our metrics:
 * 1) How many people are likely to come from a future FOSS4G event in region X?
 * 2) In the lead up to FOSS4G how many more people are likely to sign up? Eg: 200 people registered by Early Bird, will we reach our predicted 300 attendees?
 * 3) In lead up, when do sponsors sign up?
 * 4) Schedule and workshop planners wish to understand the technical expertise of participants. What is the percentage of OSGeo newbies (requiring "Introduction to ..." presentation/workshop).
 * 5) When considering whether to sponsor, and how to target spsonsorship messages, FOSS4G sponsors wish to understand the makeup of FOSS4G attendees. In particular, are attendees likely to influence decisions to purchase future software systems.
 * 6) How much sponsorship should we expect? Where in the world did previous sponsors come from?
 * 7) What is the most effective way to market FOSS4G? How did people hear about FOSS4G?

Key metrics we wish to collect from attendees:
 * 1) Registration date
 * 2) City, State, Country
 * 3) Sponsor name, amount, sign up date
 * 4) Information Source: Past attendee,Friend/colleague,E-mail list,Web badge on open source site,Grapevine,Internet Search,Web advertisement,Magazine advertisement
 * 5) Job Description 1:C-Level Executive,Manager,Consultant,Programmer,Scientist,Educator,Mysterious
 * 6) Job Responsibility 1: If I Told You I'D Have To Kill You ($1,000,000s),Heaps Of Money ($100,000s),Piles Of Money ($10,000s),Stacks Of Money ($1000s),No Money At All
 * 7) Reason For Attending: The Technical Networking,The Workshops & Technical Sessions,The Beer,The Sales Networking,Something Else Altogether


 * See Also:
 * Collated metrics from past global FOSS4G events: https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdEZoOUtSeVZRVWtKQzV6R2N5ekdSdlE#gid=57
 * Peter Batty's analysis to determine if FOSS4G-NA would impact FOSS4G Global, in Oct 2011: http://osgeo-org.1560.x6.nabble.com/Re-OSGeo-Conf-North-American-FOSS4G-conference-tp3714127p3714128.html

=Time Frame= =Program=

Closing Session
=Social Events=

Members' Meeting
=Exhibition=
 * Event should provide an OSGeo booth
 * Event should include OSGeo Advocate speaker who would present on an aspect of OSGeo
 * The OSGeo advocate(s) are expected to coordinate and man the OSGeo booth
 * The OSGeo Local Chapters are strongly encouraged to hang out at the OSGeo booth

=Sponsors= =Media Sponsors= =Participant Involvement=

Proceedings
=Premises= =Advertising and Public Relations= =survey participants= =See Also=


 * FOSS4G 2012 Lessons Learned
 * FOSS4G 2011 Lessons Learned
 * FOSS4G 2010 Lessons Learned
 * FOSS4G 2009 Lessons Learned
 * FOSS4G2008 Lessons Learned
 * FOSS4G2007 Lessons Learned
 * German FOSSGIS Handbook in German, and an English translation
 * FOSS4G Request for Proposal (RFP) documents: http://svn.osgeo.org/osgeo/foss4g/

Howtos from related conferences:
 * Linux Australia Conference Howto
 * ECOOP Conference Howto