FOSS4G 2011 Workshops Meetings


 * Meetings occur through IRC chat in channel #foss4g on freenode.net
 * you can use Chatzilla for Firefox, or directly in your browser with webchat

= Next IRC meeting =


 * May 31 2011, 10AM MST
 * Complimentary Registrations
 * Venue logistics
 * FOSS4G 2011 Workshops Venue Logistics
 * Number of attendees per workshop
 * Timeline
 * FOSS4G 2011 Workshops Timeline
 * Getting computers set up
 * Testing live dvd
 * Materials from presenters/Printing
 * Questions from workshop submitters.
 * other?

= Previous IRC meetings =


 * May 17 2011, 10AM MST
 * Agenda
 * New Computer Vendor
 * Workshop Registration Numbers
 * Need to check with Henry/James on this.
 * Volunteers
 * Need to bring this up on the LOC call
 * Email to presenters
 * Ben will draft email and send to Jeff and Chris for Review
 * Need to set up ftp space and wiki space for presenter materials
 * Jeff will set up space and assign IDs to the workshops, W1, W2, etc.
 * Log


 * Mar 29 2011, 10AM MST
 * Agenda
 * Announcement to the workshop list on timeline
 * Log


 * Mar 15 2011, 10AM MST
 * Agenda
 * Quick review of current items that need to be monitored:
 * Registration numbers, which workshops will go in the bigger rooms?
 * Details on computers for workshops: setup and timing
 * Log


 * Mar 1 2011, 10AM MST
 * Agenda
 * Venue logistics
 * FOSS4G 2011 Workshops Venue Logistics
 * Can Workshops have different numbers of attendees?
 * Some rooms with say 20 computers and some with 12 computers
 * Timeline
 * FOSS4G 2011 Workshops Timeline
 * Getting computers set up
 * Testing live dvd
 * Materials from presenters/Printing
 * Questions from workshop submitters.
 * other?


 * Log


 * Feb 22 2011, 10AM MST
 * Agenda
 * Discounts for workshop/tutorial presenters
 * Workshops 1.5 comps/Tutorials 0.5 comps
 * Venue logistics (Update on computers)
 * Laptops with Core2 Duo ~2.2GHz Proc. and 3GB of RAM
 * Printing budget
 * Timeline
 * Getting computers set up
 * Testing live dvd
 * Materials from presenters
 * Questions from workshop submitters.
 * other?
 * Log


 * Feb 15 2011, 10AM MST
 * Agenda
 * Discounts for workshop/tutorial presenters
 * Workshops 1.5 comps/Tutorials 0.5 comps
 * Proposal evaluation process update
 * How should we make the announcement?
 * Announce Results: 16 Feb. 2011
 * Venue logistics (Update on computers)
 * Still no new news.
 * Printing budget
 * Questions from workshop submitters.
 * other?
 * TODO:
 * Final confirmation of comps for workshops/tutorials from LOC
 * Present the list of workshops and turoials to the LOC.
 * Contact workshops proposers that have been accepted as tutorials for confirmation that this is ok
 * Ask for update on computers for workshops at LOC meeting.
 * Bring up budget for workshop materials (handouts, etc.) to LOC
 * Respond to proposals:
 * Jeff will make a response template
 * Chris will cOntact workshops proposers that have been accepted as tutorials for confirmation that this is ok
 * We'll split the submitters up and Chris, Jeff and Ben will respond to each individually.
 * Post selections to the website and make an annoucement on the list serv.
 * Log


 * Feb 8 2011, 10AM MST
 * Agenda
 * Late Submissions
 * Jeff received another late submission, how shall this be handled?
 * NOTE: Decided to accept as a Tutorial
 * Discounts for workshop/tutorial presenters
 * Still not definitive, but close
 * Proposal evaluation process
 * Need to get this started, deadline 16 Feb. 2011
 * Venue logistics (Update on computers)
 * Still waiting on more info
 * Questions from workshop submitters.
 * other?
 * Tasks
 * Discuss number of tutorials with LOC (thinking about 20).
 * Log


 * Feb 1 2011, 10AM MST
 * Agenda
 * Discounts for workshop/tutorial presenters
 * Starting the proposal evaluation process
 * Venue logistics (Computers/Number of concurrent and total sessions)
 * How to deal with late submissions?
 * Questions from workshop submitters.
 * other?
 * Tasks
 * Look into upgrading the laptops from the current specs
 * Discuss volunteer committee with the LOC and possible student passes for volunteers.
 * What are the final discounts for presenters (Discuss with the LOC)
 * Logs


 * Jan 25 2011, 10AM MST
 * Agenda
 * discounts for workshop/tutorial presenters
 * proposal evaluation process
 * venue logistics
 * Outcome
 * Proposal evaluation will be ranked by the workshop committee plus the conference chair and then presented to the LOC for input.
 * Each evaluator will rank the proposals: 15 points for the best ones, 14 for the second, and so on...
 * Tasks
 * Review proposal submissions for under represented projects and send out reminders if needed (Complete by 26 January 2011)
 * Discuss discounts for presenters with the LOC (Does this include tutorial presenters as well as workshop presenters?).
 * NOTE: The LOC seems to think we can provide discount for registration. Exact details to follow
 * Information on 2010 Discounts: FOSS4G_2010_Discounts
 * Discuss venue logistics with LOC, need more details.
 * After the LOC meeting we seem good for 4 sessions of 6 workshops, could maybe add more if needed. Should be fine to have GITA install an image on all the workshop computers.
 * Logs


 * Jan 18 2011, 10AM MST
 * Tasks:
 * Get access to the current workshop submissions and share via Google Docs
 * Get more information about the venue (workstation specs, access, size of rooms, etc.)
 * Consider quota for innovative workshops this year
 * Send out workshop call reminders/nudges to unrepresented projects if needed
 * Decide on the review process to rank proposals
 * Logs