Belgium/FOSS4G 2015 Organisation

= Main topics where chairs/heads needed =

Conference Chair
eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.
 * Dirk Frigne and Johan Van de Wauw
 * Tasks
 * opening the conference
 * thank the sponsors
 * introducing the keynote speakers
 * close the conference
 * thank the sponsors

Chair of program committee

 * Johan Van de Wauw
 * Tasks
 * Decide which presentations are included in the program
 * Put together the program / schedule
 * Call for papers

Financial Issues

 * Marc Ducobu
 * Tasks
 * Budget
 * Follow-up

Sponsorship & Exhibition

 * Marc
 * Communication with sponsors
 * Exhibition stand plan
 * Accompany the exhibitors to their stand
 * Booth size:
 * 1 table
 * 2 chairs
 * 1 power socket
 * WIFI
 * Limited booth size
 * no walls
 * Set-up: from 7 to 9
 * 1 parking space

Catering

 * Gael
 * Communication with catering

Translations

 * TBD
 * Welcome and communication with the translators

Hackaton

 * Gael (Brussels open data?)

Technical Infrastructure

 * Gael / There is a technical person from the venue available for free
 * Support technical issues during the event
 * Printer at the venue

Volunteer Chair

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

Social Media #foss4gbe

 * TBD
 * Check twitter, retweet tweets
 * Announce on twitter

= Tasks & Volunteers =

Session Chairs

 * Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations. Each session has three/five 20 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 25 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: Moritz
 * Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
 * Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
 * Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
 * Afternoon sessions
 * Session 4 (Main track 14h - Plenary (Atrium)): Johan
 * Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
 * Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
 * Plenary Closing: Gaël

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...

Before the event

 * Create booth plan
 * Appoint session chairs
 * Create session posters (for at the door, and inside the session rooms)
 * Create signalisation papers
 * Create parking spot papers
 * Create session chair guidelines

All day

 * Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
 * Hand out badges and programmes
 * Hand out food tickets, goodie bags, t-shirts if they have this kind of ticket,...
 * Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
 * Check reserved Parking spots

Set-up / tear-down

 * Set-up event
 * Installation of welcome desk and OSGEO booth
 * Installation of the tables for the booths
 * Hang up signalisation and posters
 * Verify sound and projection in all rooms
 * Are there computers available in all rooms?


 * 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 ;)

Ad-hoc tasks

 * Hand out headsets


 * Taking photos / videos of the event
 * Oliver can provide photo camera


 * Vestiare -> covered by the venue

Other tasks

 * Tasks
 * Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
 * 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)