FOSS4G2007 Workshops

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Committee Members

 * Aaron Racicot
 * Dave Patton (chair)
 * Jason Birch
 * Jeff McKenna
 * Olivier Ertz
 * Perry Nacionales

Next Committee Meeting

 * date: 2007/03/02
 * time: 1:30PM PST
 * IRC Channel: #foss4g2007 on irc.freenode.net (or via Web: http://irc.telascience.org/cgi-bin/irc.cgi)
 * Agenda:
 * 1) Select chair for this meeting
 * 2) Committee membership
 * 3) invite David Percy to the committee
 * 4) status of Olivier?
 * 5) Set date/time for next meeting
 * 6) Review goals for number of workshops
 * 7) For "Workshops Day" (Monday September 24)
 * 8) Concurrent with presentations (Tuesday PM, Wednesday AM/PM, Thursday AM)
 * 9) Workshop Submissions - process summary
 * 10) have there been any comments on, or issues with, the submission process?
 * 11) are we aware of any submissions that are 'in the works', but which haven't been received?
 * 12) clarify "workshop" vs "lab" (e.g. half-day vs 90-minutes? Monday vs Tuesday-Thursday?)
 * 13) should 'workshops' that have no requirements for computers be considered "presentations"?
 * 14) Current status (as of 8:30AM Thursday, 29 hours before this meeting: total of 29 submissions)
 * 15) Number of submissions for half-day workshops = 21 (Beginner=7, Intermediate=2, Advanced=4, Developer=8)
 * 16) Number of submissions for 90-minute workshops = 8 (Beginner=4, Advanced=1, Developer=3)
 * 17) Number of half-day submissions that indicated they could be shortened to 90 minutes = 2
 * 18) Number of 90-minute submissions that indicated no need for computers = 3
 * 19) Technical Requirements:
 * 20) Provided Windows XP workstations = 13
 * 21) Provided Linux VMWare machine = 5
 * 22) Multiple options, or ambiguous = 4
 * 23) Instructor-provided LiveCD = 3
 * 24) Participants bring their own Laptop = 2
 * 25) None = 2
 * 26) Workshop selection process
 * 27) How to do the selection process - who, collaboration methods, etc.
 * 28) Plans re "filling in the holes" - how to get workshop submissions for key topics that aren't covered so far
 * 29) Dates
 * 30) Confirm current submission deadline(March 2), or select new deadline
 * 31) deadline for finishing review process
 * 32) Workshop selection criteria
 * 33) Decisions
 * 34) workshop committee to make recommendations
 * 35) final decisions made by conference organizing committee
 * 36) Objective criteria
 * 37) can submission's technical requirements be met by the conference facilities?
 * 38) Subjective criteria
 * 39) expected level of interest in the workshop topic
 * 40) expertise of the workshop presenter in the workshop subject matter
 * 41) ability of the workshop presenter to present a 'good' workshop

2007/02/23

 * IRC Log
 * Action Items arising from meeting:
 * action: dave - send out reminder later today about next week's meeting
 * DONE: Dave to email Frank a reminder announcement for the workshop submission deadline
 * action: dave to start wiki page re guidelines for workshops
 * Agenda:
 * 1) Select chair for this meeting
 * 2) Set date/time for next meeting
 * 3) review Action Items from 2007/02/09 meeting:
 * 4) ACTION: Aaron: talk to David Percy before next meeting
 * 5) OBSOLETE: Dave: need to find out from Olivier re use of INDICO
 * 6) ACTION: Jason to follow up with Jody
 * 7) ACTION: Dave to start developing the list of local print shops
 * 8) DONE: Dave to make agenda for next meeting
 * 9) review committee membership
 * 10) Jeff McKenna resigned from the committee due to work commitments, but will hopefully be able to help 'later on'
 * 11) Olivier Ertz hasn't been on IRC for about 3 weeks - anyone know his status?
 * 12) do we need more committee members?
 * 13) nominate and confirm new committee chair
 * 14) video of conference - confirm that this has been ruled out?
 * 15) Workshops
 * 16) Status of workshop submissions
 * 17) workshop materials
 * 18) who pays, and for what
 * 19) guidelines for workshop presenters:
 * 20) make a guideline based on the "top 5/10 rated workshops" from the prior conference( s )?
 * 21) guidelines for what? Format of workshop handouts? Size/length of handouts? Type of presentation?
 * 22) when accepting workshops, provide the presenters with the guidelines
 * 23) where/when to indicate to workshop presenters (or for workshop proposals?) to check with project steering committees?
 * 24) New Business
 * 25) estimated maximum bandwidth demand for a single workshop
 * 26) review of workshop evaluations from FOSS4G2007

2007/02/09

 * IRC Log
 * Action Items arising from meeting:
 * ACTION: Aaron: talk to David Percy before next meeting
 * ACTION: Dave: need to find out from Olivier re use of INDICO
 * ACTION: Jason to follow up with Jody
 * ACTION: Dave to start developing the list of local print shops
 * ACTION: Dave to make agenda for next meeting
 * Agenda:
 * 1) Select chair for this meeting
 * 2) Set date/time for next meeting
 * 3) Old Business
 * 4) review Action Items from 2007/02/02 meeting:
 * 5) DONE: Jason: send meeting reminders 1 day and 1 hour before meetings
 * 6) ACTION: Aaron: talk to David Percy before next meeting
 * 7) DONE: Jason: send out message to re-review the call and requirements by noon tomorrow PST
 * 8) ACTION: Dave: need to find out from Olivier re use of INDICO
 * 9) DONE: Dave: email Lorenzo re attending next week's meeting to discuss use of LiveCD
 * 10) DONE: Dave: review action items from earlier in the meeting
 * 11) DONE: Dave: prepare agenda for next week's meeting
 * 12) Status of help from Jody
 * 13) need a way to track the submissions like last year's INDICO system
 * 14) possibility of some sort of "facility" at the conference where workshop presenters can arrive and get help (financially and technically) getting copies, CD's, etc
 * 15) video of conference - is there an 'external resource' that could be used to manage this?
 * 16) Ominiverdi LiveCD: mailing list email from Lorenzo
 * 17) New Business
 * 18) nominate and confirm new committee chair
 * 19) review committee membership
 * 20) Status of workshop call, announcements, and feedback so far
 * 21) Policies & Procedures for workshop materials:
 * 22) who pays for workshop materials
 * 23) financial support by conference for workshop materials preparation
 * 24) guidelines for workshop materials (format, length, etc)
 * 25) Guidelines for types of workshop: from #osgeo, 2007/02/06  12:54:38 jgarnett:  aside: #geoserver meeting trying to come up with workshop topics   12:54:59 jgarnett:  how "advanced" should workshops go?
 * 26) Specs for rental computers
 * 27) Other New Business

2007/02/02

 * IRC Log
 * Action Items arising from meeting:
 * ACTION: Jason: send meeting reminders 1 day and 1 hour before meetings
 * ACTION: Aaron: talk to David Percy before next meeting
 * ACTION: Jason: send out message to re-review the call and requirements by noon tomorrow PST
 * ACTION: -: need to find out from Olivier re use of INDICO
 * ACTION: Dave: email Lorenzo re attending next week's meeting to discuss use of LiveCD
 * ACTION: Dave: review action items from earlier in the meeting
 * ACTION: Dave: prepare agenda for next week's meeting
 * Agenda:
 * 1) Select Meeting chair
 * 2) Set date/time for next meeting
 * 3) Old Business (based on Log from 2007/01/26 meeting)
 * 4) Jason: did you get in contact with Jody (jgarnett)?
 * 5) who will send out meeting reminders, and when
 * 6) Aaron: did you get in contact with David Percy?
 * 7) do we have a "set of questions/needs for the full committee to answer"?
 * 8) theme rooms, and creating tracks after workshop submissions received
 * 9) in 2006, workshops were 3.5 hours, including 30 minute break
 * 10) What about podcast/video of the workshops and presentations
 * 11) workshop details needed before call for abstracts (room sizes, number of machines, etc.)
 * 12) need a way to track the submissions like last year's INDICO system
 * 13) Olivier: did you contact the 2006 local committee re setting up an instance of INDICO for use for 2007 (for workshop submission tracking)?
 * 14) possibilities re adding more workshop time at the start/end of the conference?
 * 15) New Business
 * 16) for any "to do" items that come up in meetings, use "ACTION: name" on IRC to flag who is to take care of that item
 * 17) review Call For Workshops Content:
 * 18) Hyperbole
 * 19) Submission Requirements
 * 20) Ominiverdi LiveCD: mailing list email from Lorenzo
 * 21) date when call for workshops will be ready for announcement
 * 22) rooms for workshops - establish minimum allocations Workshop Rooms
 * 23) computer resources - current availability, and desired target Computers

2007/01/26

 * IRC Log
 * Agenda: There was no set agenda

Workshop Duration and Scheduling
http://www.foss4g2007.org/program_overview.html

Hardware

 * 40 computers in the rental budget
 * another 20 slated as loaners from Nanaimo
 * other options? (bring-your-own etc.)

Room Availability
?

Software Installation

 * LiveCD for Linux
 * MS4W installer for Windows
 * other?
 * attendees come with laptops and software installed?

Other

 * local person to deal with venue's tech staff?

Questions for Organising Committee

 * Number and dimension of rooms, tables (how many PCs /people can we fit in a room)

Feedback from Past Conferences (things to note)

 * overcrowded workshops are bad
 * registrants could possibly list their "top 4" workshop selections
 * LiveCD for linux workshops very successful
 * grouping workshops by room "theme" successful (MapServer room, GRASS room, ...)