https://wiki.osgeo.org/w/api.php?action=feedcontributions&user=Delawen&feedformat=atomOSGeo - User contributions [en]2024-03-29T07:01:18ZUser contributionsMediaWiki 1.35.9https://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_1_Riyadh&diff=131615Q&A Stage 1 Riyadh2024-02-26T15:38:39Z<p>Delawen: </p>
<hr />
<div>Questions to LoI of the Riyadh Team:<br />
<br />
=== Air quality in the venue ===<br />
<br />
Related to COVID safety: What are the air quality facilities in the venue?<br />
<br />
Specifically:<br />
- Are there CO2 monitors?<br />
- What kind of air purifying is in the indoor areas of the venue? Filtering, UV?<br />
<br />
[[User:Ivansanchez|Ivansanchez]] ([[User talk:Ivansanchez|talk]]) 01:54, 26 February 2024 (PST)<br />
<br />
<br />
=== Diversity and Inclusion ===<br />
<br />
We kindly ask for a statement about Diversity, Equity and Inclusion in your country.<br />
<br />
What is the legal status of same-gender relationships and/or marriage in your country? Can our members travel safely with their same sex partner? What about transgender members, are they safe?<br />
<br />
How safe is for a woman to travel alone in your country?<br />
<br />
Is your venue accessible for wheelchairs and other disabilities?</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_1_Hiroshima&diff=131614Q&A Stage 1 Hiroshima2024-02-26T15:38:32Z<p>Delawen: </p>
<hr />
<div>Questions to LoI of the Hiroshima Team:<br />
<br />
=== Air quality in the venue ===<br />
<br />
Related to COVID safety: What are the air quality facilities in the venue?<br />
<br />
Specifically:<br />
- Are there CO2 monitors?<br />
- What kind of air purifying is in the indoor areas of the venue? Filtering, UV?<br />
<br />
[[User:Ivansanchez|Ivansanchez]] ([[User talk:Ivansanchez|talk]]) 01:53, 26 February 2024 (PST)<br />
<br />
=== Diversity and Inclusion ===<br />
<br />
We kindly ask for a statement about Diversity, Equity and Inclusion in your country.<br />
<br />
What is the legal status of same-gender relationships and/or marriage in your country? Can our members travel safely with their same sex partner? What about transgender members, are they safe?<br />
<br />
How safe is for a woman to travel alone in your country?<br />
<br />
Is your venue accessible for wheelchairs and other disabilities?</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_1_Auckland&diff=131613Q&A Stage 1 Auckland2024-02-26T15:38:24Z<p>Delawen: </p>
<hr />
<div>Questions to LoI of the Auckland Team:<br />
<br />
=== Air quality in the venue ===<br />
<br />
Related to COVID safety: What are the air quality facilities in the venue?<br />
<br />
Specifically:<br />
- Are there CO2 monitors?<br />
- What kind of air purifying is in the indoor areas of the venue? Filtering, UV?<br />
<br />
[[User:Ivansanchez|Ivansanchez]] ([[User talk:Ivansanchez|talk]]) 01:52, 26 February 2024 (PST)<br />
<br />
<br />
=== Diversity and Inclusion ===<br />
<br />
We kindly ask for a statement about Diversity, Equity and Inclusion in your country.<br />
<br />
What is the legal status of same-gender relationships and/or marriage in your country? Can our members travel safely with their same sex partner? What about transgender members, are they safe?<br />
<br />
How safe is for a woman to travel alone in your country?<br />
<br />
Is your venue accessible for wheelchairs and other disabilities?</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=CodeOfConduct_Committee&diff=130418CodeOfConduct Committee2023-06-16T05:55:26Z<p>Delawen: Removing myself as co-chair</p>
<hr />
<div>The Code Of Conduct Committee is responsible for defining internal workflows and sharing organization knowledge related to the maintenance, implementation, and continued improvement of the OSGeo Code of Conduct ([[Code_Of_Conduct | background-wiki]], [http://www.osgeo.org/code_of_conduct Official OSGeo Code of Conduct]) which was approved by the OSGeo Board in 2015. (For more on the committee scope, see below.)<br />
<br />
== Code of Conduct Comminication ==<br />
l<br />
OSGeo requires our projects, events and communities establish and follow a code of conduct, see [http://www.osgeo.org/code_of_conduct Official OSGeo Code of Conduct] website page:<br />
<br />
* [https://berlincodeofconduct.org Berlin Code of Conduct] a community managed code of conduct for events and user groups<br />
* [https://www.contributor-covenant.org/ contributor-covenant] a community managed code of conduct for open source projects<br />
* [https://www.osgeo.org/resources/osgeo-code-of-conduct/ OSGeo Code of Conduct Version 1.0] initial OSGeo code of conduct approved May 2015<br />
<br />
Reporting:<br />
<br />
* conduct-report@osgeo.org<br />
<br />
Committee:<br />
<br />
* coc-discuss@osgeo.org is used by committee members, and is available to assist OSGeo groups establish their code of conduct<br />
<br />
== Membership ==<br />
<br />
The inaugural co-chairs (serving for a term of one year) were Kristin Bott and Camille Acey. (Note: [https://lists.osgeo.org/pipermail/coc-discuss/2015-November/000027.html Camille stepped down] 2015/11/18.)The committee will be open and maintain an open mailing list (coc-discuss@osgeo.org) but will maintain a smaller voting committee (which can be contacted on their private mailing list at conduct-report@osgeo.org) to report conduct incidents and violations. This smaller committee will consist of a total of 5 members also serving one year terms. The additional 3 members will be appointed by the co-chairs.<br />
<br />
Membership:<br />
<br />
* Chair: Vicky Vergara<br />
* Jody Garnett<br />
* Michael Smith<br />
* Adam Steer<br />
<br />
Prior members:<br />
<br />
* Kristin Bot<br />
* Camille Acey<br />
<br />
== Mission ==<br />
Our mission is to assist in making sure that OSGeo continues to be an inclusive and welcoming organization; we will accomplish this by (1) guiding policy around the CoC and other initiatives to increase diversity and (2) dealing with reports of violations of the CoC. The CoC committee will continue to iterate on the CoC, its implementation, and committee membership in order to ensure that they represent, nurture, and encourage diversity in our community.<br />
<br />
== Name ==<br />
We believe that an explicitly-named committee evidences OSGeo’s commitment to the CoC. As such we wish to retain the name of “Code of Conduct Committee”.<br />
<br />
=== Scope ===<br />
* The committee will be responsible for developing and receiving board approval for Code of Conduct (CoC) implementation policy. Once approved, this policy and associated documentation will be circulated amongst the community.<br />
* In support of the OSGeo Code of Conduct, the committee will work with all community members, with a strong focus on those who moderate OSGeo IRC channels, organize OSGeo gatherings and events (including FOSS4G), as well as those who steer existing OSGeo projects and/or incubate new projects.<br />
* The committee will review and respond to reports of violations of the CoC from participants in OSGeo projects, gatherings, events, and IRC channels. “Violations” refers to any acts by individuals or groups who repeatedly act in a way that is contrary to the stated priorities of OSGeo as an organization (i.e. the board-approved CoC). <br />
* The committee will maintain an archive/repository of such violations as well as any organizational decisions around individuals’ conduct/participation (e.g. names of banned individuals); the OSGeo LOCs, moderators, and/or board will absolutely continue to determine whether/not individuals are welcome to participate in OSGeo events / projects / forums.<br />
* The committee will serve as a resource to Local Organizing Committees (LOC's), moderators, and other individuals and groups leading OSGeo activities, projects, and events.<br />
<br />
== Dealing With Code of Conduct Violations/ Reports of Violations ==<br />
The CoC committee has no desire to blacklist individuals or provide a heavy-handed "police-like" role. Instead, we aim to serve as a resource to LOCs, moderators and the board, and to continue to iterate towards more inclusive practice/policy, as well as to help to maintain institutional knowledge about CoC violations and the decisions the LOCs, moderators, and/or board make with regard to those violations. “Violations” refers to any acts by individuals or groups who repeatedly act in a way that is contrary to the stated priorities of OSGeo as an organization (i.e. the board-approved CoC). <br />
<br />
We intend to maintain an archive/repository of such incidents as well as any organizational (e.g. board or LOC) decisions around individuals’ conduct/participation (e.g. official warnings issues, any official investigations, and names of banned individuals). The OSGeo LOCs, moderators, and/or board will continue to determine whether/not individuals are welcome to participate in OSGeo events / projects / forums.<br />
<br />
== Communication and Privacy ==<br />
<br />
The group will maintain a public mailing list at [https://lists.osgeo.org/mailman/listinfo/coc-discuss coc-discuss@osgeo.org] ([https://lists.osgeo.org/pipermail/coc-discuss/ list archives]).<br />
<br />
The email address conduct-report@osgeo.org is intended for confidential and sensitive information, with incidents discussed privately (not recorded on a public mailing list). The Code of Conduct Committee meetings are held private meeting (in their venue of choice). The committee is available to hold public meetings upon request (e.g. in IRC to help a project team establish a code of conduct).<br />
<br />
== Documents/Resources ==<br />
<br />
Additional committee documents and resources can be found at [[CodeofConduct_Documents]]<br />
<br />
[[Category:Committees]]<br />
[[Category:Board Approval Pending]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Conference_Resources&diff=129080Conference Resources2022-08-30T06:42:50Z<p>Delawen: /* Members */</p>
<hr />
<div>= Goals =<br />
The goals of Conference Resources is support LOC with the conference organisation, providing some solutions to problems that other already solved.<br />
Some of the topic we will be able to address:<br />
* support using Pretalx if the LOC choose to use it<br />
* support for the online platform (Venueless) and streaming options<br />
* support to find sponsors; maintaining and sharing the list of contact of previous sponsor<br />
* support for travel grant<br />
* support for website and app for schedule<br />
<br />
= Members =<br />
* [[User:Lucdelu|Luca Delucchi]] (proposer and chair)<br />
* [[User:astrid_emde | Astrid Emde]]<br />
* [[User:Silli | Silvia Franceschi]] (sponsor)<br />
* [[User:Delawen | María Arias de Reyna]] (website support, can help with venueless, pretix, pretalx)<br />
<br />
= Topics =<br />
<br />
== Pretalx ==<br />
pretalx is a FOSS conference management software that give you the opportunity to set up a call for papers, review the abstracts, contact the speakers and finally create your schedule.<br />
OSGeo is running a pretalx instance at https://talks.osgeo.org/. This can be used by the LOC of international or regional FOSS4Gs. Admins of this service are Regina Obe, Luca Delucchi, Astrid Emde, María Arias de Reyna Domínguez, Vicky Vergara.<br />
Conference Resources can:<br />
* invest some of OSGeo money to improve pretalx<br />
* help you creating an event for you and guide you for a better experience<br />
* have a list of potential reviewers to be included in the call for papers process<br />
* help navigate the academic track (ISPRS publishing, for example)<br />
<br />
== Venueless ==<br />
Venueless is a FOSS software to manage online and hybrid conferences. It has the capabilities to provide live streaming with integrated chat, Q&A sections, standalone chat rooms, video group chat, sponsor exhibition, integrate web pages using iframes.<br />
Conference Resources can help you explaining how to set up your Venueless instance<br />
<br />
== Sponsor ==<br />
Sponsors are really important component of a conference, OSGeo has contacts with several entities, a lot of big/medium/small companies use OSGeo products in their daily work and they like to advertise it during conferences. Conference Resources should be able to provide to LOC an updated list of possible sponsors with main contacts.<br />
<br />
== Travel Grant ==<br />
Travel Grant is one of the most demanding work, LOC has to set up a call, assessing candidates and finally support them with invitation letter to get them VISA if needed. Synergies with other realities like [https://hotosm.org HOT] and [https://www.youthmappers.org/ YouthMappers] should be created and maintained.<br />
<br />
== Website ==<br />
Could be really useful to have a website simple to create and reusable every year without the force to recreate it from scratch. State of the Map conference is doing something like that.<br />
<br />
== Mobile app for schedule ==<br />
Using pretalx as conference management software the two better apps for mobile are [https://github.com/Wilm0r/giggity giggity] (to see your schedule just add a pull request with the link to your pretalx instance) and [https://github.com/EventFahrplan/EventFahrplan EventFahrplan] (who require some customization usually done by the main developer with a small amount of money).<br />
Right now the bigger problem seems to be iOS without any app available.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Conference_Resources&diff=129079Conference Resources2022-08-30T06:42:14Z<p>Delawen: /* Pretalx */</p>
<hr />
<div>= Goals =<br />
The goals of Conference Resources is support LOC with the conference organisation, providing some solutions to problems that other already solved.<br />
Some of the topic we will be able to address:<br />
* support using Pretalx if the LOC choose to use it<br />
* support for the online platform (Venueless) and streaming options<br />
* support to find sponsors; maintaining and sharing the list of contact of previous sponsor<br />
* support for travel grant<br />
* support for website and app for schedule<br />
<br />
= Members =<br />
* [[User:Lucdelu|Luca Delucchi]] (proposer and chair)<br />
* [[User:astrid_emde | Astrid Emde]]<br />
* [[User:Silli | Silvia Franceschi]] (sponsor)<br />
<br />
= Topics =<br />
<br />
== Pretalx ==<br />
pretalx is a FOSS conference management software that give you the opportunity to set up a call for papers, review the abstracts, contact the speakers and finally create your schedule.<br />
OSGeo is running a pretalx instance at https://talks.osgeo.org/. This can be used by the LOC of international or regional FOSS4Gs. Admins of this service are Regina Obe, Luca Delucchi, Astrid Emde, María Arias de Reyna Domínguez, Vicky Vergara.<br />
Conference Resources can:<br />
* invest some of OSGeo money to improve pretalx<br />
* help you creating an event for you and guide you for a better experience<br />
* have a list of potential reviewers to be included in the call for papers process<br />
* help navigate the academic track (ISPRS publishing, for example)<br />
<br />
== Venueless ==<br />
Venueless is a FOSS software to manage online and hybrid conferences. It has the capabilities to provide live streaming with integrated chat, Q&A sections, standalone chat rooms, video group chat, sponsor exhibition, integrate web pages using iframes.<br />
Conference Resources can help you explaining how to set up your Venueless instance<br />
<br />
== Sponsor ==<br />
Sponsors are really important component of a conference, OSGeo has contacts with several entities, a lot of big/medium/small companies use OSGeo products in their daily work and they like to advertise it during conferences. Conference Resources should be able to provide to LOC an updated list of possible sponsors with main contacts.<br />
<br />
== Travel Grant ==<br />
Travel Grant is one of the most demanding work, LOC has to set up a call, assessing candidates and finally support them with invitation letter to get them VISA if needed. Synergies with other realities like [https://hotosm.org HOT] and [https://www.youthmappers.org/ YouthMappers] should be created and maintained.<br />
<br />
== Website ==<br />
Could be really useful to have a website simple to create and reusable every year without the force to recreate it from scratch. State of the Map conference is doing something like that.<br />
<br />
== Mobile app for schedule ==<br />
Using pretalx as conference management software the two better apps for mobile are [https://github.com/Wilm0r/giggity giggity] (to see your schedule just add a pull request with the link to your pretalx instance) and [https://github.com/EventFahrplan/EventFahrplan EventFahrplan] (who require some customization usually done by the main developer with a small amount of money).<br />
Right now the bigger problem seems to be iOS without any app available.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Prizren&diff=128268Q&A Stage 2 Prizren2022-05-05T15:41:43Z<p>Delawen: /* Questions to the LOC from CC */</p>
<hr />
<div>= Questions to the LOC from CC =<br />
<br />
== María Arias de Reyna ==<br />
<br />
1.- '''You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotels? And from hotels to the venue? Is public transport accessible?'''<br />
<br />
<br />
<br />
2.- '''Are you preparing a business to business meeting? Or any other kind of activity/ideas to help strengthen the business networking among FOSS4G companies?'''<br />
<br />
<br />
3.- '''You want to organize OSM events with FOSS4G. Are they going to be the same week on the same venue? Consecutive events on the same venue? Same week but different venue?'''<br />
<br />
<br />
== Paul Ramsey ==<br />
<br />
1.- '''How far is the venue from the accomodations in the city proper? is walking reasonable? is there transit?'''<br />
<br />
2.- '''Have there been local foss4g conferences that give you some feel for the local attendance you can draw from Kosovo specifically and the Balkans more generally?'''<br />
<br />
3.- '''Are there direct transfers from the Pristina airport to Prizren?'''<br />
<br />
4.- '''Are there local sponsors identified (not asking about commitments, just a knowledge that there are N potential local targets with some probability of success)? repeat international sponsorship is nice but local sponsorship is key to making the budget numbers generally'''</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Prizren&diff=128267Q&A Stage 2 Prizren2022-05-05T15:18:34Z<p>Delawen: </p>
<hr />
<div>= Questions to the LOC from CC =<br />
<br />
== María Arias de Reyna ==<br />
<br />
1.- '''You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotels? And from hotels to the venue? Is public transport accessible?'''<br />
<br />
<br />
<br />
2.- '''Are you preparing a business to business meeting? Or any other kind of activity/ideas to help strengthen the business networking among FOSS4G companies?'''<br />
<br />
<br />
3.- '''You want to organize OSM events with FOSS4G. Are they going to be the same week on the same venue? Consecutive events on the same venue? Same week but different venue?'''</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Prizren&diff=128266Q&A Stage 2 Prizren2022-05-05T15:17:32Z<p>Delawen: </p>
<hr />
<div>= Questions to the LOC from CC =<br />
<br />
== María Arias de Reyna ==<br />
<br />
1.- '''You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotels? And from hotels to the venue? Is public transport accessible?'''<br />
<br />
<br />
<br />
2.- '''Are you preparing a business to business meeting? Or any other kind of activity/ideas to help strengthen the business networking among FOSS4G companies?'''</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Prizren&diff=128264Q&A Stage 2 Prizren2022-05-05T06:49:35Z<p>Delawen: </p>
<hr />
<div>= Questions to the LOC from CC =<br />
<br />
== María Arias de Reyna ==<br />
<br />
'''You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotels? And from hotels to the venue? Is public transport accessible?'''</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Prizren&diff=128263Q&A Stage 2 Prizren2022-05-05T06:45:59Z<p>Delawen: Created page with "= Questions to the LOC from CC = == María Arias de Reyna == You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotel..."</p>
<hr />
<div>= Questions to the LOC from CC =<br />
<br />
== María Arias de Reyna ==<br />
<br />
You mention accessibility to the venue. How is the accessibility from the nearest airport/train station to hotels? And from hotels to the venue? Is public transport accessible?</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127603FOSS4G 2021 Lessons Learned2021-12-27T16:33:33Z<p>Delawen: </p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Budgetting ===<br />
<br />
[https://docs.google.com/spreadsheets/d/14Q385Nft7PXE3P5e9S0YzWSlBiDRYS8ztDnBH5jSdtE/edit?usp=sharing Summary of the Budget]<br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
Write some clear easy rules of what a paper must have to be accepted. If you are using Pretalx, you can write some common questions so reviewers can answer them and that helps evaluating the proposal.<br />
<br />
Common questions that can help evaluating:<br />
<br />
# Is this talk related to a FOSS project? If the answer is no, it should be rejected automatically<br />
# Is this talk related to an OSGeo project?<br />
# Has this talk been presented in other conferences? To rule out repeated content that is already available<br />
# Is this talk a "State of the Art"? These talks are always interesting on the annual FOSS4G<br />
# Does this talk relate to our community or another FOSS community? Meta-talking about FOSS is usually well received and helps making our community healthier.<br />
# Is this talk innovative?<br />
<br />
Leaving the call for papers open to non traditional formats allowed us to experiment with the Live Coding sessions, which were a huge success.<br />
<br />
=== Workshops ===<br />
<br />
There are workshops that get sold out quickly and workshops that are harder to sell. We offered discounted and free tickets for those workshops and that worked well in some instances. We even used some Google Ads on top of promotion on social networks but we still had to cancel a couple of workshops. Be prepared for this. <br />
<br />
'''Note: even if a workshop is voted in the community voting as interesting, that doesn't mean it will get sold.''' <br />
<br />
Giving away free tickets to people not interested in the workshop could be even worse. Because if they don't make it, and the room is empty, the presenter will feel even worse than having to cancel it beforehand.<br />
<br />
Free tickets to workshop presenters should be a minimum in all conferences. The amount of time to prepare a workshop is huge and remember that ticket sales on workshops help maintain the conference.<br />
<br />
=== Academic Track ===<br />
<br />
If you plan to publish the papers as peer to peer ISBN reviewed papers, you will have to sign an agreement with some scientific institution.<br />
<br />
We have an understanding to simplify this process with ISPRS. They require you send the papers in a specific format and sign some documents. Make sure you academic chair knows about all this process early on. Save some budget because you will have to pay per paper published. Price depends on what you agree with the institution and may vary per year depending on where and how you want to publish it.<br />
<br />
Although the review process and the schedule design is independent from the general call for papers, we don't recommend to separate the call for papers. Having all the submissions on the same place is helpful when you generate the final conflated schedule and it helps with communicating with the authors too.<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127600FOSS4G 2021 Lessons Learned2021-12-27T14:23:46Z<p>Delawen: /* Paper selection */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
Write some clear easy rules of what a paper must have to be accepted. If you are using Pretalx, you can write some common questions so reviewers can answer them and that helps evaluating the proposal.<br />
<br />
Common questions that can help evaluating:<br />
<br />
# Is this talk related to a FOSS project? If the answer is no, it should be rejected automatically<br />
# Is this talk related to an OSGeo project?<br />
# Has this talk been presented in other conferences? To rule out repeated content that is already available<br />
# Is this talk a "State of the Art"? These talks are always interesting on the annual FOSS4G<br />
# Does this talk relate to our community or another FOSS community? Meta-talking about FOSS is usually well received and helps making our community healthier.<br />
# Is this talk innovative?<br />
<br />
Leaving the call for papers open to non traditional formats allowed us to experiment with the Live Coding sessions, which were a huge success.<br />
<br />
=== Workshops ===<br />
<br />
There are workshops that get sold out quickly and workshops that are harder to sell. We offered discounted and free tickets for those workshops and that worked well in some instances. We even used some Google Ads on top of promotion on social networks but we still had to cancel a couple of workshops. Be prepared for this. <br />
<br />
'''Note: even if a workshop is voted in the community voting as interesting, that doesn't mean it will get sold.''' <br />
<br />
Giving away free tickets to people not interested in the workshop could be even worse. Because if they don't make it, and the room is empty, the presenter will feel even worse than having to cancel it beforehand.<br />
<br />
Free tickets to workshop presenters should be a minimum in all conferences. The amount of time to prepare a workshop is huge and remember that ticket sales on workshops help maintain the conference.<br />
<br />
=== Academic Track ===<br />
<br />
If you plan to publish the papers as peer to peer ISBN reviewed papers, you will have to sign an agreement with some scientific institution.<br />
<br />
We have an understanding to simplify this process with ISPRS. They require you send the papers in a specific format and sign some documents. Make sure you academic chair knows about all this process early on. Save some budget because you will have to pay per paper published. Price depends on what you agree with the institution and may vary per year depending on where and how you want to publish it.<br />
<br />
Although the review process and the schedule design is independent from the general call for papers, we don't recommend to separate the call for papers. Having all the submissions on the same place is helpful when you generate the final conflated schedule and it helps with communicating with the authors too.<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127599FOSS4G 2021 Lessons Learned2021-12-27T14:19:55Z<p>Delawen: /* Workshops */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
There are workshops that get sold out quickly and workshops that are harder to sell. We offered discounted and free tickets for those workshops and that worked well in some instances. We even used some Google Ads on top of promotion on social networks but we still had to cancel a couple of workshops. Be prepared for this. <br />
<br />
'''Note: even if a workshop is voted in the community voting as interesting, that doesn't mean it will get sold.''' <br />
<br />
Giving away free tickets to people not interested in the workshop could be even worse. Because if they don't make it, and the room is empty, the presenter will feel even worse than having to cancel it beforehand.<br />
<br />
Free tickets to workshop presenters should be a minimum in all conferences. The amount of time to prepare a workshop is huge and remember that ticket sales on workshops help maintain the conference.<br />
<br />
=== Academic Track ===<br />
<br />
If you plan to publish the papers as peer to peer ISBN reviewed papers, you will have to sign an agreement with some scientific institution.<br />
<br />
We have an understanding to simplify this process with ISPRS. They require you send the papers in a specific format and sign some documents. Make sure you academic chair knows about all this process early on. Save some budget because you will have to pay per paper published. Price depends on what you agree with the institution and may vary per year depending on where and how you want to publish it.<br />
<br />
Although the review process and the schedule design is independent from the general call for papers, we don't recommend to separate the call for papers. Having all the submissions on the same place is helpful when you generate the final conflated schedule and it helps with communicating with the authors too.<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127598FOSS4G 2021 Lessons Learned2021-12-27T14:15:13Z<p>Delawen: /* Academic Track */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
If you plan to publish the papers as peer to peer ISBN reviewed papers, you will have to sign an agreement with some scientific institution.<br />
<br />
We have an understanding to simplify this process with ISPRS. They require you send the papers in a specific format and sign some documents. Make sure you academic chair knows about all this process early on. Save some budget because you will have to pay per paper published. Price depends on what you agree with the institution and may vary per year depending on where and how you want to publish it.<br />
<br />
Although the review process and the schedule design is independent from the general call for papers, we don't recommend to separate the call for papers. Having all the submissions on the same place is helpful when you generate the final conflated schedule and it helps with communicating with the authors too.<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127597FOSS4G 2021 Lessons Learned2021-12-27T14:14:02Z<p>Delawen: /* Academic Track */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
If you plan to publish the papers as peer to peer ISBN reviewed papers, you will have to sign an agreement with some scientific institution.<br />
<br />
We have an understanding to simplify this process with ISPRS. They require you send the papers in a specific format and sign some documents. Make sure you academic chair knows about all this process early on. Save some budget because you will have to pay per paper published. Price depends on what you agree with the institution and may vary per year depending on where and how you want to publish it.<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127596FOSS4G 2021 Lessons Learned2021-12-27T14:09:48Z<p>Delawen: /* LOC Organization */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
The original organization committee was a mix between locals in Argentina, people from all over Latin América and some individuals in Spain. We also '''asked for help to previous FOSS4G organizers and regional FOSS4G organizers.''' This is really helpful not only for their experience organizing events, but for their contacts to extend the outreach of the conference.<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127595FOSS4G 2021 Lessons Learned2021-12-27T14:08:45Z<p>Delawen: /* Abstract Submissions */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
We had a local language track (Spanish/Portuguese) which had a fairly good reception. This is something we encourage you to explore in further editions.<br />
<br />
==== Streaming and Recording Legal Concerns ====<br />
<br />
If you plan to record and publish videos, you need all the speakers (all the people that appear on the video) to sign a '''contract with you agreeing on a license'''. We used docusign for this. <br />
<br />
Good news is that this can be automated very easily. Bad news is that there are people that will not sign it and you will have to manually ping them and make sure they do before any streaming or recording take place. This is to avoid legal issues. '''Moderators must sign too'''.<br />
<br />
==== Deadlines ====<br />
<br />
If you are going to have community voting, enough time to review and a good schedule planning, you need at least two months between closing the call for papers and publishing the schedule. Recommended time is three months. We got a team of almost 100 reviewers and it felt like not enough. <br />
<br />
==== Diversity and Inclusivity ====<br />
<br />
If you want to make sure you have an inclusive and diverse range of speakers, you have to work constantly and since day zero on this topic.<br />
<br />
Some hints:<br />
<br />
* Don't invite people that bring diversity to your event just because they do. Research what they do and invite them to talk about the things they do. Not just because "we don't have enough women/PoC/LGBT".<br />
* Be careful with tokenizing. <br />
* Ask diversity-focused communities for help. Women in GeoSpatial and GeoChicas are usually a good starting point, but there's probably more local communities around you.<br />
* Personally invite people to your call for papers. Don't just wait for them to approach you.<br />
* Make sure all OSGeo projects have some representation in the schedule.<br />
<br />
It is also interesting to have a diverse team of reviewers.<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127594FOSS4G 2021 Lessons Learned2021-12-27T13:57:59Z<p>Delawen: /* Discounts */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
Besides the inclusivity and diversity discounts mentioned on the following section, we offered a wide range of prices for tickets. This formula worked pretty well.<br />
<br />
* '''Corporative''' for professional tickets, with access to Business to Business and other similar perks. This helps professionals that can't pay for a sponsorship but want to contribute and be involved in the business side of the event.<br />
* '''International''' <br />
* '''Regional''' <br />
* '''Local''' for Argentina residents. <br />
* '''Students''' which was also divided in three prices: international, regional and local. We asked for proof of being enrolled on some educational institution as student during the year 2021.<br />
<br />
The price of local and students was mostly the cost of having that attendee in the conference. Regional, International, and Corporative tickets were the ones that helped increment the pool of free and discounted tickets of the following section.<br />
<br />
There were also three time allocated discounts that were applied to each of the previous categories:<br />
<br />
* '''Tempranillo''' a very early bird to help boost ticket prices. The idea was to offer special perks (a bottle of tempranillo wine and a free workshop ticket).<br />
* '''Early Bird''' which we kind of cancelled because not long after starting it the pandemic started.<br />
* '''Regular''' normal price.<br />
<br />
We also experimented with '''"Black Friday" types of discounts''', with very cheap prices and strongly contained time frames. They worked very well.<br />
<br />
Having several time allocated discounts (Tempranillo, Early Bird, Late Bird, Regular,...) help people get anxious to buy a ticket before the price continues rising.<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127593FOSS4G 2021 Lessons Learned2021-12-27T13:48:18Z<p>Delawen: /* Logo */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127592FOSS4G 2021 Lessons Learned2021-12-27T13:48:05Z<p>Delawen: /* Logo */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to '''have a designer ready to adapt the logo''''''Texto en negrita''' to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
It is good to have a designer coordinating all efforts with social media, marketing, sponsoring, website, and any other public appearances. A '''styling guide''' to help generating content is advised.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127591FOSS4G 2021 Lessons Learned2021-12-27T13:46:41Z<p>Delawen: /* Marketing */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to have a designer ready to adapt the logo to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
We used Mailing Lists, Twitter, Facebook, LinkedIn, and Instagram. Engagement was varied but it was good to have all social networks synchronized.<br />
<br />
'''We encourage to have someone in charge of social media with experience as community manager.''' It is good if they have a GIS background too. The last couple of months will be busy sending notifications and announcing sponsors. But during time right after the previous FOSS4G finishes until your FOSS4G starts, it is good to have someone generating "noise" and raising interest on the conference.<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127590FOSS4G 2021 Lessons Learned2021-12-27T13:41:01Z<p>Delawen: /* Code Sprint */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to have a designer ready to adapt the logo to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
We organized most of the codesprint in [https://workadventu.re/ Workadventu.re]. Participation in online codesprints is even harder than face to face ones. Having a platform beyond a simple text chat or a video chat was helpful.<br />
<br />
Originally we planned for the codesprint to happen the full week so we could attract new contributors and help them break the ice and learn how they can contribute best. Obviously that didn't work as expected on the online version.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127589FOSS4G 2021 Lessons Learned2021-12-27T13:36:31Z<p>Delawen: /* Other side events */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to have a designer ready to adapt the logo to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127588FOSS4G 2021 Lessons Learned2021-12-27T13:36:14Z<p>Delawen: /* Travel Grants */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to have a designer ready to adapt the logo to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants, Discounts and Inclusivity ===<br />
<br />
There was no travel grants per se in 2021, as it was an online conference. But we allowed a wide range of discounts and free tickets to allow people from all over the world to attend. We targeted both people with low income and people from underrepresented groups and identities. <br />
<br />
There are several things to consider if you are going to target low income economies in an online event. <br />
<br />
Not everyone has access to proper hardware and bandwidth for the conference. You can arrange with local communities crowd gatherings (health and law permitted) so they meet at some school, university, public library, or similar building to use a computer and watch the talks together. Still, that will not be enough in some communities, so it may be recommendable to save part of the budget to be able to send them some hardware or mobile phone card to be able to connect.<br />
<br />
The same way, there will be lots of other issues for people that want to attend the conference but they can't even if you offer them free tickets. You can't foresee all of those issues. Contact as many chapters as possible and try to find common ground. There will be things you can fix and things you can't. Be open and save some budget in case you can.<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127587FOSS4G 2021 Lessons Learned2021-12-27T13:25:15Z<p>Delawen: /* Logo */</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]]. This helps people get enthusiastic with the conference from the beginning and allows members of our community to contribute in their best.<br />
<br />
It is recommended to have a designer ready to adapt the logo to the rest of the look and feel of the conference. Even if you ask for a theme, colors or topic on the contest, it is doubtful it will completely fit with the rest of the style.<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants ===<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127586FOSS4G 2021 Lessons Learned2021-12-27T13:19:23Z<p>Delawen: </p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[FOSS4G_2021/Logo_Contest|English]] and [[FOSS4G_2021/Concurso_logo|Spanish]].<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants ===<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127585FOSS4G 2021 Lessons Learned2021-12-27T13:19:03Z<p>Delawen: </p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[Logo_Contest|English]] and [[Concurso_logo|Spanish]].<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants ===<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127584FOSS4G 2021 Lessons Learned2021-12-27T13:18:35Z<p>Delawen: Add contest logo links.</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
There was a contest to get the logo, both in [[English|Logo_Contest]] and [[Spanish|Concurso_logo]].<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants ===<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Conference_Committee&diff=127505Conference Committee2021-11-29T15:10:53Z<p>Delawen: /* Current Members */</p>
<hr />
<div>The Conference Committee is the official committee of OSGeo responsible for operating the annual [[FOSS4G]] conferences.<br />
<br />
= Noteworthy Documents = <br />
<br />
* [[FOSS4G Handbook]] (provides guidance to future FOSS4G and related events, based upon the collective wisdom gained during prior events)<br />
* [http://lists.osgeo.org/mailman/listinfo/conference_dev Conference Committee email list]<br />
* [http://www.osgeo.org/conference OSGeo Conference Committee main page] (includes RFP, proposals, and archived files from past conferences)<br />
* Past conference reports are detailed at [[Past FOSS4G Reports]]<br />
* [[Conference website management]]<br />
* [[Motion to form Conference Committee]]<br />
* [[Conference Committee Budget 2017 | Conference Committee Budget 2017 (draft)]]<br />
<br />
= Goals =<br />
The conference committee have the responsibility to:<br />
* Run the selection process and voting for the global FOSS4G<br />
* Vote on conference related proposals submitted to the committee<br />
* Retain the [[FOSS4G Handbook | collected wisdom]] for FOSS4G and related events<br />
* Advise the board, Local Organising Committees (LOC), and related events organisors, ideally referencing the [[FOSS4G Handbook]]<br />
* Ensure OSGeo foundation principles are applied to global FOSS4G conferences<br />
* Manage the FOSS4G Travel Grant Programme for FOSS4G and regional events<br />
<br />
See also: '''2016 priorities are summarised in [[Conference Committee 2016 Priorities]]'''<br />
<br />
=Housekeeping Procedures=<br />
The Conference Committee uses the following procedures to make decisions.<br />
<br />
==Decisions==<br />
<br />
[[consideration for new selection methods]]<br />
<br />
# Anyone may contribute to conference committee discussions. All votes will be noted, but only conference committee member votes count toward decisions.<br />
# Voting will use convention of:<br />
#* +1 : For<br />
#* +0: Mildly for<br />
#* 0: Indifferent<br />
#* -0: Mildly against<br />
#* -1 : Strongly against. This is expected to be accompanied by a reason and alternative proposal.<br />
# Everyday topics will be decided by an open vote of all members in a clearly designated separate mail thread over a minimum of 2 business days with a minimum participation of 3 votes.<br />
# For major decisions, such as conference venue selection, a minimum of one week shall be allocated to try and ensure at least 50% voter participation.<br />
# The committee aims for consensus, and will specifically attempt to address all -1 votes, but will revert to a majority vote where necessary.<br />
# The result will be clearly declared afterwards.<br />
# Secret voting, when required, will use an online voting service or use an email to an independent teller appointed by CC Chair.<br />
<br />
==FOSS4G Selection==<br />
<br />
# All Letters of Intent and subsequent proposals will be posted to the list for open comment by all. <br />
# The selection of the winning proposal is by secret vote of conference committee members.<br />
# The OSGeo Board will be requested to ratify the conference committee’s recommendation.<br />
# Any committee member who has a potential conflict of interest is expected to withdraw from voting. A member of the committee who is part of a bidding team, intends to become part of the LOC or is employed by a company playing an active part in a bid should exclude themselves from voting in the selection process. In the event of a disagreement regarding a potential conflict of interest the committee chair has the authority to make a decision.<br />
<br />
=== Changes in RfP Document for 2021 ===<br />
* At least at the letters-of-intent stage there should always be a voting option of "None of the above". Otherwise there's no point in having a vote if there's only one letter, also this allows for the (unlikely) event of all letters being rubbish.<br />
* Bids should be scored based on various pre-defined criterion. Current voting by the committee seems to include a "where I want to go on holiday" component which has no place in a process like this. This is in keeping with the "openness" goal of OSGeo as compared to the current Star Chamber-like voting.<br />
* Further to the above, a list of objective mandatory criterion can be specified as required. I.e. "Venue must be able to host X people", "must be at least Y tracks", "Must be accessible via both local and national public transport", etc.<br />
<br />
==FOSS4G Travel Grant Programme==<br />
<br />
The FOSS4G TGP was started in 2017 with funding from the OSGeo Board and a crowd funding initiative. The Conference Committee is tasked with managing this grant programme for the Global FOSS4G and for any Regional FOSS4G's that request assistance<br />
<br />
* [[FOSS4G Travel Grant Programme 2017 | 2017]] <br />
* [[FOSS4G Travel Grant Programme 2018 | 2018]]<br />
<br />
=== Setting up a FOSS4G TGP ===<br />
<br />
Some guidance notes are available in the [[FOSS4G Travel Grant Programme Cookbook | FOSS4G Travel Grant Programme Cookbook]]<br />
<br />
==Membership==<br />
<br />
# To ensure voting control for key decisions remains with experienced people, the committee aims for more than 50% of members to be chairs (or vice chairs) of past FOSS4G global events. The chair of the most recent FOSS4G event will automatically be invited to become a member but still requires a motion and vote.<br />
# The conference committee aims to retain a chair or vice-chair from the 5 most recent global FOSS4G conferences.<br />
# The remaining membership, less than 50% of members, is open, ideally attracting chairs or LOC members from past Global or Regional FOSS4G or related conferences.<br />
# Each year, prior to releasing the Global FOSS4G RfP, the membership list shall be re-visited.<br />
## Existing members shall be asked whether they wish to continue on the committee. If a member doesn't respond, after a number of attempts to contact them, they shall be retired.<br />
## Interested people may be suggested, or request to be voted onto the conference committee.<br />
## If less than 50% of membership would be past global FOSS4G chair/vice chairs, then non global FOSS4G chair/vice chair positions shall be up for re-election.<br />
## Election of conference committee members is by secret vote by the existing conference committee and board members who are not already members of the conference committee. Voters will vote Yes/No/Abstain for each candidate. Voters may select "Yes" for up to the number of positions available.<br />
# Votes will be secret either using an online voting system or by email to a designated teller who is not a voter. The mechanism will be selected by the committee chair.<br />
<br />
== Current Members == <br />
<br />
# [[User:EliL | Eli Adam]] - member since [https://lists.osgeo.org/pipermail/conference_dev/2015-January/002811.html January 2015] (1 of 4 co-chairs of Global FOSS4G 2014)<br />
# [[User:Till Adams | Till Adams]] - member since September 2016 (chair of Global FOSS4G 2016)<br />
# [[User:pmbatty | Peter Batty]] - member since 2011 (chair of Global FOSS4G 2011)<br />
# [[User:Bitner | David Bitner]] (chair of the 2013 FOSS4GNA)<br />
# [[User:Maria | Maria Brovelli]] - member since March 2016 (Chair FOSS4G Europe 2015)<br />
# [[User:Vasile | Vasile Craciunescu]] - '''Co-Chair''' - member since July 2013 (chair of FOSS4G Central and Eastern Europe 2013)<br />
# David Fawcett (Programme Team FOSS4GNA 2013)<br />
# [[User:Stevenfeldman | Steven Feldman]] - member since October 2013 (chair of Global FOSS4G 2013)<br />
# [[User:GFleming |Gavin Fleming]] - (chair of Global FOSS4G 2008)<br />
# Darrell Fuhriman (chair of Global FOSS4G 2014)<br />
# Claude Philipona - (chair of Global FOSS4G 2006)<br />
# [[User:Venkat | Venkatesh Raghavan]] - member since Oct. 2006 (Chair FOSS4G-2004, FOSS4G-Asia 2014) <br />
# [[User:Pwramsey3 | Paul Ramsey]] - Chair of global FOSS4G 2007 <br />
# [[User:Sanghee | Sanghee Shin]] - member since 2015 (chair of Global FOSS4G 2015)<br />
# [[User:Gsteinmon | Guido Stein]] - member since February 2018 (chair of Global FOSS4G 2017)<br />
# [[User:MichaelTerner | Michael Terner]] - member since February 2018 (chair of Global FOSS4G 2017)<br />
# Msilikale Msilanga - '''Co-Chair''' - member since September 2018 (co-chair of Global FOSS4G 2018)<br />
# Mark Iliffe - member since September 2018 (co-chair of Global FOSS4G 2018)<br />
# [[User:Delawen | María Arias de Reyna Domínguez]] - member since November 2021 (chair of Global FOSS4G 2021)<br />
* [https://lists.osgeo.org/pipermail/conference_dev/2019-December/005411.html Motion for co-chairs]<br />
<br />
== Past Members ==<br />
<br />
# Lorenzo Becchi<br />
# Allan Doyle<br />
# Olivier Ertz<br />
# Alain Grignon<br />
# Luc Maurer<br />
# Daniel Rappo<br />
# Dave Patton<br />
# Rafael Medeiros Sperb<br />
# [[Jeff McKenna]]<br />
# Arnulf Christl<br />
# [[Markus Neteler]]<br />
# Steve Lime<br />
# Frank Warmerdam<br />
# [[User:Davemac | Dave McIlhagga]] (resigned August 2016)<br />
# [[User:Ticheler | Jeroen Ticheler]] (resigned September 2016)<br />
# [[User:Thierry Badard | Thierry Badard]] (resigned September 2016)<br />
# [[User:Helena | Helena Mitasova]] (resigned September 2016)<br />
# [[User:Camerons | Cameron Shorter]] - member from 2009 to Oct 2017 (chair of Global FOSS4G 2009)<br />
# [[User:Jachym | Jachym Cepicky]] - (resigned August 2019)<br />
<br />
= Meetings =<br />
<br />
* Meetings occur in IRC in the #foss4g channel (on irc.freenode.net) or by other means organized on the email list. Meetings are infrequent.<br />
* <s>As of 2016 the [[Conference_Committee_Meetings | Conference Committee Meetings]] page was not being maintained any more.</s><br />
<br />
=2022 Pages=<br />
<br />
* [[FOSS4G_2022_Bid_Process | 2022 RFP schedue]]<br />
<br />
=2021 Pages=<br />
<br />
* [[FOSS4G_2021_Bid_Process | 2021 RFP schedue]]<br />
<br />
=2020 Pages=<br />
<br />
* [[FOSS4G_2020_Bid_Process | 2020 RFP schedue]]<br />
<br />
=2019 Pages=<br />
<br />
* [[FOSS4G_2019_Bid_Process | 2019 RFP schedule]]<br />
<br />
=2018 Pages=<br />
<br />
* [[FOSS4G_2018_Bid_Process | 2018 RFP schedule]]<br />
* [[Conference_Committee_F2F_2016 | Conference Committee Face to Face meeting in Bonn, 2016]]<br />
<br />
= 2017 Pages =<br />
<br />
* [[FOSS4G_2017_Bid_Process | 2017 RFP schedule]]<br />
* [[FOSS4G_Travel_Grant_Programme_2017 | 2017 Travel Grant Programme]]<br />
<br />
= 2016 Pages =<br />
<br />
* [http://www.osgeo.org/conference/rfp/ 2016 RFP schedule]<br />
<br />
= 2015 Pages =<br />
<br />
* [[FOSS4G 2015 Bid Process]]<br />
<br />
= 2014 Pages =<br />
<br />
* [[FOSS4G 2014 Bid Process]]<br />
* [[FOSS4G 2014]]<br />
* [[FOSS4G Europe 2014]]<br />
<br />
= 2013 Pages =<br />
<br />
* Main page: [[FOSS4G_2013]]<br />
* [http://svn.osgeo.org/osgeo/foss4g/2013/documents/FOSS4G_2013_UK_Proposal-Final_version.pdf 2013 Proposal]<br />
* Reflections on the event by the LOC (includes lessons learnt and supersedes the old Lessons Learned page): [[FOSS4G2013_Reflections_by_the_LOC]]<br />
<br />
= 2012 Pages =<br />
Main page: [[FOSS4G 2012]]<br />
* RFP ([http://svn.osgeo.org/osgeo/foss4g/rfp/2012/osgeo-conference-2012-request-for-proposal.odt OpenOffice], [http://svn.osgeo.org/osgeo/foss4g/rfp/2012/osgeo-conference-2012-request-for-proposal.pdf pdf])<br />
* budget template ([http://svn.osgeo.org/osgeo/foss4g/rfp/2012/osgeo-conference-budget-template.ods OpenOffice])<br />
* Important dates:<br />
** Letters of Intent (Stage 1) due: 2011-06-30 ([http://www.timeanddate.com/worldclock/fixedtime.html?year=2011&month=06&day=30&hour=23&min=0&sec=0 23:00 UTC])<br />
** Stage 1 question period: 2011-06-30 to 2011-07-07<br />
** Stage 1 decision: 2011-07-07<br />
** Proposals (Stage 2) due: 2011-08-01 ([http://www.timeanddate.com/worldclock/fixedtime.html?year=2011&month=08&day=01&hour=23&min=0&sec=0 23:00 UTC])<br />
** Stage 2 question period: 2011-08-01 to 2011-08-05<br />
** Final decision: 2011-08-05<br />
<br />
= 2011 Pages = <br />
<br />
* [http://www.osgeo.org/conference/rfp RFP and Letters of Intent]<br />
* [[FOSS4G_2011_Bid_Process | 2011 Bid Process]]<br />
* [[FOSS4G Reboot 2011 | Initial thoughts on 2011 required changes]]<br />
<br />
= 2010 Pages = <br />
<br />
* [http://www.osgeo.org/conference/rfp RFP and Proposals]<br />
* [[Conference_Committee_2010_Bid_Questions | Bid Questions]]<br />
* [[Conference_Committee_2010_Voting_Process | Voting Process]]<br />
<br />
= 2009 Pages = <br />
<br />
* [[FOSS4G 2009 Governance]]<br />
* All [http://wiki.osgeo.org/wiki/Category:FOSS4G2009 FOSS4G 2009] pages.<br />
<br />
= 2008 Pages =<br />
<br />
* [http://www.osgeo.org/conference/rfp RFP and Proposals]<br />
* [http://lists.osgeo.org/pipermail/conference_dev/2007-July/000355.html Voting Process]<br />
* [[FOSS4G 2008 Governance]]<br />
* [[FOSS4GLOC matters]]<br />
* [http://spreadsheets.google.com/pub?key=p6mc38S7PA8lHWRQuIgExDA Workshop and lab evaluations]<br />
<br />
= 2007 Pages =<br />
<br />
* [http://wiki.osgeo.org/index.php/Category:FOSS4G2007 Pages in category "FOSS4G2007"]<br />
* [[FOSS4G2007]] - wiki page<br />
* http://www.foss4g2007.org/ - Conference Site <br />
* [http://www.osgeo.org/conference/rfp Proposals and RFP]<br />
* [[OSGeo_Conference_RFP_2007#RFP_Response_Requirements | requirements Wiki page]]<br />
* [[OSGeo_Conference_Naming_Results | Naming results]]<br />
* [http://www.foss4g2007.org/bid_site/ Victoria 2007 Proposal]<br />
* [[FOSS4G 2007 Governance]]<br />
* [[FOSS4G2007 Lessons Learned]]<br />
<br />
= 2006 Pages =<br />
<br />
* [http://wiki.osgeo.org/index.php/Category:FOSS4G2006 Pages in category "FOSS4G2006"]<br />
* http://www.foss4g2006.org/ - Conference Site<br />
* [[FOSS4G2006]] information<br />
<br />
= Event Policy Pages =<br />
<br />
* [[Official_OSGeo_Event_Policy | OSGeo Event policy]] (in review)<br />
* [[OSGeo_Conference_Policy | Board notes]] regarding event policy<br />
* [http://www.osgeo.org/code_of_conduct OSGeo Code of Conduct]<br />
<br />
[[Category:FOSS4G]]<br />
[[Category:Committees]]<br />
[[Category:Conference Committee]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Lessons_Learned&diff=127398FOSS4G 2021 Lessons Learned2021-10-24T17:25:56Z<p>Delawen: Empty template</p>
<hr />
<div>== Previous Years Lessons Learned ==<br />
<br />
[[FOSS4G 2019 Lessons Learned|2019]], [[FOSS4G 2018 Lessons Learned|2018]], [[FOSS4G 2017 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2017]], [[FOSS4G 2016 Lessons Learned|2016]] , [[FOSS4G 2015 Lessons Learned|2015]], [[FOSS4G 2014 Lessons Learned|2014]], [[FOSS4G 2013 Lessons Learned|2013]], [[FOSS4G 2011 Lessons Learned|2011]], [[FOSS4G 2010 Lessons Learned|2010]], [[FOSS4G 2009 Lessons Learned|2009]], [[FOSS4G2008 Lessons Learned|2008]], [[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
== FOSS4G 2021 Lessons Learned ==<br />
<br />
This is to document things that the local committee learned, for the benefit of future FOSS4Gs!! <br />
<br />
=== Logo ===<br />
<br />
=== Sponsorship ===<br />
<br />
=== LOC Organization ===<br />
<br />
=== Marketing ===<br />
<br />
=== Discounts ===<br />
<br />
=== Travel Grants ===<br />
<br />
=== Abstract Submissions ===<br />
<br />
=== Paper selection ===<br />
<br />
=== Workshops ===<br />
<br />
=== Academic Track ===<br />
<br />
=== Code Sprint ===<br />
<br />
=== Other side events ===<br />
<br />
<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4GLessonsLearned]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021_Bid_Process&diff=127397FOSS4G 2021 Bid Process2021-10-24T17:23:06Z<p>Delawen: </p>
<hr />
<div>= Basics =<br />
<br />
* FOSS4G 2021 will most likely be held in "Other Regions".<br />
** [http://2019.foss4g.org FOSS4G 2019] was in Bucharest, Romania<br />
** [http://2020.foss4g.org FOSS4G 2020] will be in Calgary, Canada<br />
** FOSS4G 2021 will be ... ?<br />
<br />
* "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) from "Other Regions" - these are all parts of the world excluding Europe and North America. If there are no submissions from groups outside Europe and North America, letters from these regions will then be solicited.<br />
* Regardless whether one or more letter(s) of intent are received, the Conference Committee members will vote. The vote procedure for 2021 is as follows: Every member of CC votes on every LoI. LoI's that receive more than 50% of "thumbs up"-votes will pass stage 1.<br />
* Selected letters will be invited to prepare a full bid based on the usual RFP process.<br />
* A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required, even if only one letter is received.<br />
* Based on experiences from the past years, we would like to stress the following tasks:<br />
** OSGeo anticipates a Travel Grant program. There is a budget from OSGeo, but we expect the bidder to further collect money for TGP and to offer free or at least reduced passes for grantees.<br />
** The bid should stress the alignment with OSGeo values as given in OSGeo's CoC and contain hints on a conference CoC<br />
<br />
== Voters on RfP 2021 == <br />
<br />
# Maria Brovelli<br />
# Till Adams<br />
# Steven Feldman<br />
# David Bitner<br />
# Paul Ramsey<br />
# Eli Adam<br />
# Vasile Craciunescu<br />
# Michael Terner<br />
# Peter Batty<br />
# Sanghee Shin<br />
# Mark Iliffe<br />
# Darrell Fuhriman<br />
# Gavin Fleming<br />
# Claude Philipona<br />
# Msilikale Msilanga<br />
<br />
== CRO's on RfP 2021 == <br />
CRO's will receive the votes for both stages and send the final results (but no counts!) to the chair of the committee. This year we are happy to have Arnulf and Codrina on board. <br />
<br />
* [[User:Arnulf Christl | Arnulf Christl]]<br />
* [[User:Codrina | Codrina Maria Ilie]]<br />
<br />
= Summary of Important Dates ([https://en.wikipedia.org/wiki/Anywhere_on_Earth AoE]) =<br />
<br />
{|<br />
|-<br />
! Release RFP:<br />
| 2019 September 6.<br />
|-<br />
! Letters of Intent (Stage 1) due:<br />
| 2019 September 27. <br />
|-<br />
! Stage 1 question period:<br />
| 2019 September 28. to 2018 October 4.<br />
|-<br />
! Stage 1 polling Period:<br />
| 2019 October 05. to 2019 October 10.<br />
|-<br />
! Stage 1 decision announcement:<br />
| 2019 October 11.<br />
|-<br />
! Proposals (Stage 2) due:<br />
| 2019 November 22. <br />
|- <br />
! Stage 2 question period:<br />
| 2019 November 23. to 2019 December 06.<br />
|-<br />
! Voting Period:<br />
| 2019 December 07. to 2019 December 13.<br />
|-<br />
! Selection of host city announced <br />
| 2019 December 18.<br />
|}<br />
<br />
= Letters of Intent = <br />
<br />
* Accepted until September 27, 2019<br />
* Limited to two pages<br />
* Read the RFP document (below) and answer the following questions:<br />
1. Who is your conference chair?<br />
<br />
2. Who is on your local organizing committee (LOC)?<br />
<br />
3. What is the experience of your committee members with similar events?<br />
<br />
4. What is your proposed venue? (include access to Internet, room sizes, maximum attendees)<br />
<br />
5. What are your provisional dates for the conference?<br />
<br />
6. Early thoughts on prices of conference attendance? (indicative estimates)<br />
<br />
7. What is the price range and general location of your proposed accommodations? (hotels)<br />
<br />
8. Are you partnering with other organizations? (e.g. local entities or other events like HOT OSM<br />
Summit)<br />
<br />
9. What makes FOSS4G in your proposed location and with your team compelling?<br />
<br />
<br />
=== RFP Documents ===<br />
<br />
* RFP containing updated process ([https://svn.osgeo.org/osgeo/foss4g/rfp/2021/FOSS4G2021-request-for-proposal.pdf RFP])<br />
* Budget template ([https://svn.osgeo.org/osgeo/foss4g/rfp/2021/osgeo-conference-budget-template.ods file])<br />
<br />
= Letter of Intent Review =<br />
<br />
* Letters of Intent were received from the following local committees:<br />
** [https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_LOI_Istanbul.pdf FOSS4G 2021 Letter of Intent for Istanbul] [[Q&A Stage 1 Istanbul]]<br />
** [https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_LOI_Buenos_Aires.pdf FOSS4G 2021 Letter of Intent for Buenos Aires] [[Q&A Stage 1 Buenos Aires]]<br />
** ...<br />
<br />
* Questions will be asked of LOCs on conference_dev 2019 September 28 to 2018 October 4 - be prepared to answer the questions ASAP!<br />
* Conference committee will vote and results announced on 2019 October 11.<br />
** Letters with more than 50% thumbs up will be passed on to the proposal stage.<br />
** If there are no qualified letters from the priority region, then additional regions will be considered or solicited.<br />
<br />
= Results Stage One =<br />
<br />
* Both proposals passed stage 1.<br />
<br />
== Bid Process Stage Two ==<br />
Proposals were received from the following local committees:<br />
* FOSS4G 2021 [https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_proposal_Buenos_Aires.pdf proposal] and [https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_proposal_Buenos_Aires_Annex.pdf Annex] for stage 2 from the Buenos Aires Team. [[Q&A Stage 2 Buenos Aires]]<br />
<br />
= Result for Stage Two =<br />
<br />
<br />
= Decision = <br />
<br />
<br />
[[Category:Conference Committee]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4G2021]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Category:FOSS4G2021&diff=127396Category:FOSS4G20212021-10-24T17:22:29Z<p>Delawen: Created page with "FOSS4G 2021 took place online the week of the 27 of September to 2nd of October 2021. Please visit the official website https://2021.foss4g.org"</p>
<hr />
<div>FOSS4G 2021 took place online the week of the 27 of September to 2nd of October 2021. Please visit the official website https://2021.foss4g.org</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021&diff=127395FOSS4G 20212021-10-24T17:21:27Z<p>Delawen: </p>
<hr />
<div><br />
FOSS4G 2021 took place online the week of the 27 of September to 2nd of October 2021. Please visit the '''official website https://2021.foss4g.org'''.<br />
<br />
Download the proposal PDF: https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_proposal_Buenos_Aires.pdf <br />
<br />
The chairs of the conference were:<br />
* [[User:Mlibman|Malena Libman]] <br />
* [[User:Delawen|María Arias de Reyna]]<br />
<br />
Lessons learned at [[FOSS4G 2021 Lessons Learned]].<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:Events]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021&diff=127394FOSS4G 20212021-10-24T17:21:20Z<p>Delawen: Created page with " FOSS4G 2021 took place online the week of the 27 of September to 2nd of October 2021. Please visit the '''official website https://2021.foss4g.org'''. Download the proposal..."</p>
<hr />
<div><br />
FOSS4G 2021 took place online the week of the 27 of September to 2nd of October 2021. Please visit the '''official website https://2021.foss4g.org'''.<br />
<br />
Download the proposal PDF: https://svn.osgeo.org/osgeo/foss4g/proposals/2021/FOSS4G_2021_proposal_Buenos_Aires.pdf <br />
<br />
The chairs of the conference were:<br />
* [[User:Mlibman|Malena Libman]] <br />
* [[User:Delawen|María Arias de Reyna]]<br />
<br />
Lessons learned at [[FOSS4G 2021 Lessons Learned]].<br />
<br />
[[Category:FOSS4G2021]]<br />
[[Category:FOSS4G]]<br />
[[Category:Events]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_Handbook&diff=127393FOSS4G Handbook2021-10-24T17:15:41Z<p>Delawen: /* International FOSS4G Rotation */</p>
<hr />
<div>This FOSS4G Handbook 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'''. Feel free to modify any aspect. If in doubt, ask the community what they think. This event is designed for the OSGeo community. We encourage all FOSS4G organizers to contribute to and enhance this Handbook.<br />
<br />
= About FOSS4G =<br />
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 for Geospatial.<br />
<br />
FOSS4G includes one annual global event which rotates around the world, as well as a number of regional events which follow similar principles.<br />
<br />
;See Also<br />
: [https://wiki.osgeo.org/wiki/FOSS4G FOSS4G History]<br />
: [https://docs.google.com/spreadsheets/d/1BpkO5WOFQ_DZEWNMLj_hAhEre0m0io_j-JGf7geAW5Y/edit?hl=en_GB#gid=57 FOSS4G Metrics]<br />
<br />
= Editing this document =<br />
<br />
This FOSS4G Handbook 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.<br />
<br />
The process to follow in updating this wiki is:<br />
* Feel free to make trivial tweaks to grammar and syntax.<br />
* If you would like to introduce a new idea, maybe add a new section, or improve an old section:<br />
** Raise your suggestion on the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference] email list.<br />
** Once a rough consensus has been reached on the list, you may then update the Handbook with the collective wisdom of the list.<br />
** If writing a new section, consider starting the section with: <font color="red">Draft, awaiting review</font><br />
** After updating your text, notify the list again to give others the opportunity to review and tweak.<br />
<br />
= Section Writing Guide =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
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.''<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]<br />
: Regional FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]<br />
: FOSS4G stream / Local Event: [Mandatory, Recommended, Optional, Not Relevant]<br />
<br />
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:<br />
* Key success factors<br />
* Things that can go wrong, with optional brief examples<br />
* List of considerations and why choose one consideration over another<br />
* List of steps to follow<br />
* Organizations or people to contact to coordinate with<br />
* Links to external documents, such as a Google Docs spreadsheet<br />
<br />
; See Also:<br />
:* Where relevant, finish with a list of links to web pages for further reading. E.g.<br />
:* [http://wiki.osgeo.org/wiki/FOSS4G_2009_Lessons_Learned#Birds_of_a_Feather FOSS4G 2009 Birds of Feather Lessons Learned]<br />
<br />
=Preparing FOSS4G RFP=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Selection of the international FOSS4G venue, involves two stages, a "Letter of Intent" (LOI) followed by a full "Request for Proposal" (RFQ). Only cities which attract two or more committee member votes from the LOI move onto the RFQ.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Usually Not Relevant<br />
<br />
The process for preparing an RFP for the annual FOSS4G is:<br />
* Copy the previous year's FOSS4G RFP directory to the next year, as per: http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
* Choose a set of dates for submission deadlines and review periods and very very carefully go through the document making sure they are all reflected in the right places.<br />
* Get in touch with the conference_dev and teams from previous year or two and get their feedback on the process for RFP changes<br />
* Do a quick search of the conference_dev archives and see if there's other RFP process / info concerns to be addressed (like Board Face ot Face Meeting, OSGeo Annual Gathering, other requirements that are assumed but not articulated)<br />
* Update doc appropriately<br />
* Stub out Wiki pages using the skeletons from previous years and the dates you already put into the doc<br />
* Get someone to review your changes<br />
* Announce<br />
<br />
; See Also:<br />
:* http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
<br />
= Lessons Learned =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
It is highly valuable to future conferences to collect the wisdom gained from prior conferences. <br />
<br />
; Relevance:<br />
: International FOSS4G: StronglyRecommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
In FOSS4G 2009 (Sydney, Australia), we wrote down our Lessons Learned throughout the planning period, while ideas were still fresh. The FOSS4G 2013 (Nottingham, UK) LOC came together after the conference to brainstorm their lessons learned.<br />
<br />
In 2020 after the cancellation of the global FOSS4G in Calgary and the European FOSS4G in Valmiera, the OSGeo:UK chapter hosted a global one day online event. Their lessons learnt from this first online FOSS4G are [[FOSS4GUK 2020 Online - Lessons Learnt|here]]<br />
<br />
If you are looking for lessons learned on '''online events''', check [[FOSS4G 2021 Lessons Learned]].<br />
<br />
*[[https://wiki.osgeo.org/wiki/Past_FOSS4G_Reports|Past FOSS4G Conference Reports]] provides the attendance, sponsorship and financial reports for each FOSS4G. This is a valuable resource for anyone considering submitting a proposal for a FOSS4G events<br />
<br />
; See Also:<br />
*[[FOSS4G 2021 Lessons Learned|2021]]<br />
*[[FOSS4G 2016 Lessons Learned|2016]]<br />
*[[FOSS4G 2015 Lessons Learned|2015]] <br />
*[[FOSS4G 2014 Lessons Learned|2014]] <br />
*[[FOSS4G2013_Reflections_by_the_LOC|2013]] <br />
*[[FOSS4G 2012 Lessons Learned|2012]] <br />
*[[FOSS4G 2011 Lessons Learned|2011]] <br />
*[[FOSS4G 2010 Lessons Learned|2010]] <br />
*[[FOSS4G 2009 Lessons Learned|2009]] <br />
*[[FOSS4G2008 Lessons Learned|2008]] <br />
*[[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
= Marketing =<br />
<br />
== Press Releases ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
You should send out public announcements about your conference, especially around conference milestones. <br />
<br />
; Relevance:<br />
: International FOSS4G: Required<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
Make regular use the OSGeo News feed: <br />
* initial announcement<br />
* Call for Papers<br />
* Start of registration, end of early booking approaching <br />
* Program published<br />
* etc.<br />
<br />
Publish an official press release for the initial announcement of the conference and when the program is stable and published. Coordinate this with high level sponsors i.e. let them know when it will happen so that they can react accordingly! Get a quote form the highest available sponsor. <br />
<br />
You will likely want to collaboratively edit press releases in a wiki page. The wiki then becomes an archive which can be handed down to future events.<br />
<br />
Work out where you will send your announcements. It should include:<br />
* You should submit to [http://www.osgeo.org/content/news/submit_news.html OSGeo Announcements] for inclusion on the OSGeo web site <br />
* [http://lists.osgeo.org/mailman/listinfo/discuss OSGeo Discuss]<br />
* Twitter<br />
* A blog feed into [http://planet.osgeo.org/ Planet OSGeo]<br />
<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2009_Press_Releases<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2009_Lessons_Learned#Press_Releases<br />
<br />
== twitter ==<br />
* FOSS4G runs the [[https://twitter.com/foss4g FOSS4G twitter account]]<br />
* The account will be passed to the new LOC each year after the conference<br />
* Use #FOSS4G or #FOSS4G201x in your tweets (maybe also #FOSS4G?????????????)<br />
* [[https://tweetdeck.twitter.com/ Tweetdeck]] can be used to get a better overview about tweets, notifications, retweets... <br />
* [[http://buffer.com Buffer]] can be used to define tweets in advance and let them be posted at a defined time<br />
* NodeXL shows you the tweet statistics in a graph<br />
<br />
== Photos ==<br />
FOSS4G runs a flickr group called FOSS4G. You can provide images from FOSS4G conferences to this group. You can get a member of this group and share your photos.<br />
If you run the next FOSS4G conference you can ask to become an admin to change the configuration (ask [https://wiki.osgeo.org/wiki/User:Stevenfeldman Steven Feldman] or [https://wiki.osgeo.org/wiki/User:Astrid_Emde Astrid Emde])<br />
<br />
* [https://www.flickr.com/groups/foss4g/ FOSS4G Group] on Flickr<br />
<br />
==Event Listings==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
The event should be added to event listings.<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Recommended]<br />
: FOSS4G stream / Local Event: [Recommended]<br />
<br />
Relevant Lists include:<br />
* http://www.osgeo.org/events<br />
* http://wiki.osgeo.org/wiki/Global_conferences_overview<br />
* https://wiki.osgeo.org/wiki/Live_GIS_History<br />
<br />
; See Also:<br />
:* <br />
<br />
==FOSS4G Branding==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G is the acronym used to describe events which are predominantly about "Free and Open Source Software for Geospatial".<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Mandatory]<br />
: FOSS4G stream / Local Event: [Mandatory]<br />
<br />
FOSS4G is not registered as a trademark but has a long tradition of being used in the context of Free and Open Source Software for Geospatial. The domain was [[FOSS4G#History_of_the_Acronym|originally]] registered by Venkatesh Raghavan (Venka) who later graciously donated it to OSGeo - under the condition that using the name should stay open to anybody who does something reasonably related to Free and Open Source Geospatial.<br />
<br />
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).<br />
<br />
Use of the name "FOSS4G" is managed by the [http://wiki.osgeo.org/wiki/Conference_Committee OSGeo Conference Committee]. As a courtesy, events which wish to make use of the "FOSS4G" name should request permission to do so from the conference committee. Permission will be granted if the event being described is predominantly (say >90%) about Free and Open Source Software for Geospatial and promotes OSGeo.<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G<br />
:* http://wiki.osgeo.org/wiki/FOSS4G#Using_the_Name_FOSS4G<br />
:* [[FOSS4G_Handbook#Regional_and_Local_FOSS4G_selection]]<br />
:* http://wiki.osgeo.org/wiki/Official_OSGeo_Event_Policy<br />
<br />
==OSGeo Branding==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G events should suitably acknowledge the OSGeo foundation in promotion material.<br />
This would typically include:<br />
* the OSGeo logo being included on the website with words similar to "presented by OSGeo" and a link back to the OSGeo web site.<br />
* presentation(s) by organisers (and others) should reference OSGeo<br />
<br />
For larger events e.g. the annual international event and any event receiving OSGeo financial assistance, there should be an OSGeo booth of reasonable size and prominence provided at no charge to the foundation<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Mandatory]<br />
: FOSS4G stream / Local Event: [Recommended]<br />
<br />
== Logo ==<br />
[[File:OSGeo-Ribbon.jpg|thumb|right|alt=OSgeo Ribbon|OSgeo Ribbon.]]<br />
<br />
The FOSS4G logo for the international conference has to include elements of the OSGeo / FOSS4G "ribbon" as can be seen in all previous conference logos: http://foss4g.org/, and should also include themes for the location of the current event.<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Optional]<br />
: FOSS4G stream / Local Event: [Not Applicable]<br />
<br />
FOSS4G 2013 used a competition to design the logo. FOSS4G 2011 used [http://www.crowdspring.com crowdspring] and were very pleased with the way it worked. <br />
<br />
Start on the logo asap as you need it for other early stage documents like the sponsorship prospectus.<br />
<br />
=City and Date Selection=<br />
<br />
== International FOSS4G Rotation ==<br />
The International FOSS4G event rotates around the world, and cities compete to be selected to host the event, as described in the RFP process.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Not Relevant<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
The regions FOSS4G rotates through are:<br />
* Europe<br />
* North America<br />
* Rest of world<br />
This is caveatted by the OSGeo Conference committee feeling confident that the proposed city/region will attract the majority of the international FOSS4G audience.<br />
<br />
So our rotation policy is:<br />
<br />
# Strong preference is given to the region which hasn't had FOSS4G for 2 years<br />
# We next consider the region which had FOSS4G 2 years ago<br />
# Only as a last resort would we consider a region which had FOSS4G last year<br />
<br />
Prior International FOSS4G event locations have been:<br />
* [https://2021.foss4g.org/ 2021]: Online - Buenos Aires, Argentina<br />
* <s>[http://2020.foss4g.org/ 2020]: Calgary, Alberta, Canada (cancelled)</s><br />
* [http://2019.foss4g.org/ 2019]: Bucharest, Romania<br />
* [http://2018.foss4g.org/ 2018]: Dar es Salaam, Tanzania, Africa<br />
* [http://2017.foss4g.org/ 2017]: Boston, MA, USA<br />
* [http://2016.foss4g.org/ 2016]: Bonn, Germany<br />
* [http://2015.foss4g.org/ 2015]: Seoul, South Korea<br />
* [http://2014.foss4g.org/ 2014]: Portland, Oregon, USA<br />
* [http://2013.foss4g.org/ 2013]: Nottingham, United Kingdom<br />
* <s>[http://2012.foss4g.org/ 2012]: Beijing, China (cancelled)</s><br />
* [http://2011.foss4g.org/ 2011]: Denver, United States<br />
* [http://2010.foss4g.org/ 2010]: Barcelona, Spain<br />
* [http://2009.foss4g.org/ 2009]: Sydney, Australia<br />
* [http://2008.foss4g.org/ 2008]: Cape Town, South Africa<br />
* [http://2007.foss4g.org/ 2007]: Victoria, Canada<br />
* [http://2006.foss4g.org/ 2006]: Lausanne, Switzerland<br />
* 2005: Minneapolis, United States<br />
* [http://www.ces.iisc.ernet.in/energy/water/paper/fossgrdss/conference.htm 2004]: Bangkok, Thailand<br />
<br />
; See Also:<br />
:* http://www.osgeo.org/conference/rfp<br />
:* http://svn.osgeo.org/osgeo/foss4g/<br />
:* Many FOSS4G regional and related conferences are listed at: http://wiki.osgeo.org/wiki/Live_GIS_History<br />
:* Conference committee approval of this rotation policy: http://lists.osgeo.org/pipermail/conference_dev/2013-May/002107.html<br />
<br />
== Selecting locations which align with OSGeo principles ==<br />
<br />
We should select locations where OSGeo principles and [https://www.osgeo.org/code_of_conduct/ Code of Conduct] align with the laws and practices of the location where the conference is being held.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
At FOSS4G 2018 in Tanzania we discovered that local laws decree that [https://en.wikipedia.org/wiki/LGBT_rights_in_Tanzania same-sex sexual acts are crimes punishable by the state]. This is contrary to the OSGeo Code of Conduct and is something we should try to avoid when selecting future conference venues.<br />
<br />
; See Also:<br />
:* [https://www.osgeo.org/code_of_conduct/ Code of Conduct]<br />
<br />
==Regional and Local FOSS4G selection==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Location and date selection of FOSS4G regional and local events should be coordinated with other FOSS4G events.<br />
<br />
Regional and Local FOSS4G events are encouraged<br />
; Relevance:<br />
: International FOSS4G: Not Relevant<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
There is a tension between supplying sufficient FOSS4G related conferences to meet demand, verses over-supply as multiple conferences potentially compete for the same speakers, sponsors and delegates. FOSS4G History, starting from around 2012 has demonstrated that there is sufficient demand to support both an international conference, as well as multiple regional conferences in the same year. This is in keeping with review of [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdEZoOUtSeVZRVWtKQzV6R2N5ekdSdlE#gid=57 FOSS4G attendee profiles], which show over half of FOSS4G attendees tend to be drawn from the local region. <br />
As such, OSGeo is supportive of multiple FOSS4G events being run in a year. However, OSGeo recommends scheduling FOSS4G events such that they don't overlap, and such that there is limited direct competition within regions between events.<br />
<br />
Coordination between FOSS4G events is provided via the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference email list]. All FOSS4G Conference Organising Committees should:<br />
* Have at least one representative subscribe the the conference_dev email list.<br />
* Announce intent of running a FOSS4G conference on the email list, including brief description of proposed event, proposed date(s), location, language, request to use FOSS4G name (if relevant).<br />
* Network with others within the region. Discuss options of merging potential FOSS4G events and/or ensuring dates and locations don't conflict.<br />
* Once location and date have been selected, list the event at http://www.osgeo.org/events.<br />
* Also list at [http://wiki.osgeo.org/wiki/Live_GIS_History OSGeo-Live History] if making use of [http://live.osgeo.org OSGeo-Live] DVDs and/or presentation, to ensure DVDs are ready for your conference, and describe breadth of reach of OSGeo-Live to contributors and sponsors.<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2012_Lessons_Learned#Competing_regional_conferences<br />
<br />
=Schedule=<br />
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.<br />
<br />
; Relevance<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Mandatory<br />
: FOSS4G stream / Local Event: Highly Recommended<br />
<br />
When planning an event:<br />
* Copy the [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule] into your own spreadsheet, probably onto a Google Drive so that it can be collaboratively viewed and edited.<br />
* Tailor the plan such that it aligns with the goals for your event<br />
* Feed improvements back into the [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule]. Non-trivial improvements should be discussed on the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference email list] before applying.<br />
<br />
; See Also:<br />
:* [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule]<br />
<br />
= Infrastructure and archiving =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Background:<br />
* FOSS4G requires the establishment of various infrastructure relevant to a conference. This includes a conference website, registration website, community voting, credit card processing, LOC email list, archiving of these systems for future reference, etc.<br />
* There may be some opportunity to reuse some of these systems.<br />
* There should be some way to archive these for reference. In the case of the websites see the year subdomain, i.e. http://2009.foss4g.org/<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional?<br />
: FOSS4G stream / Local Event: Optional?<br />
<br />
== LOC email list ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Much of the organizing and communication for the LOC happens via email. It is easy (and consistent with past practice) to use an OSGeo email list. Archiving happens automatically. There can be a list for both public and private communication, usually named foss4gyyyy and foss4gyyyy-private<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional/Not Relevant<br />
<br />
; See Also:<br />
:* Requesting an OSGeo email list: http://wiki.osgeo.org/wiki/SAC:Mailing_Lists#Requesting_a_new_list or i.e. http://trac.osgeo.org/osgeo/ticket/1202<br />
<br />
== Website ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Background:<br />
* This is just a start at the archiving portion. More needs to be added about the requirements for selection, use, etc<br />
* FOSS4G websites are archived in a basic form at yyyy.foss4g.org<br />
* Some website platforms might have export options<br />
* wget could be an archiving method too, perhaps something along the lines of:<br />
wget --mirror --convert-links --backup-converted --html-extension<br />
* HTTrack may be the preferred tool<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional?<br />
: FOSS4G stream / Local Event: Optional?<br />
<br />
= Diversity =<br />
== Code of Conduct ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Events should reference a Code of Conduct, probably the [http://www.osgeo.org/code_of_conduct OSGeo Code of Conduct], but you can choose one of the many other options.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory.<br />
: Regional FOSS4G: Highly recommended.<br />
: FOSS4G stream / Local Event: Recommended if not already covered by the main conference.<br />
== Child Friendly Policy ==<br />
<br />
Making a conference child friendly makes it easier for primary care givers (often mothers), the opportunity to present.<br />
<br />
; Relevance:<br />
: International FOSS4G: Optional<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
This requires managing an effective balance between the competing priorities of:<br />
<br />
* High cost of dedicated childcare.<br />
* Variability and unpredictability of different aged children.<br />
* Retaining a professional conference environment.<br />
* Respecting needs of children, parents, and conference participants.<br />
* Making our conference accessible to a diverse audience, which includes those responsible for children.<br />
<br />
FOSS4G Oceania introduced a Child Friendly Policy in 2018 which can be used as inspiration.<br />
<br />
; See Also:<br />
:* https://foss4g-oceania.org/child-friendly-conference<br />
:* http://cameronshorter.blogspot.com/2018/09/child-friendly-conferences.html<br />
<br />
= Streaming and archiving presentations and keynotes =<br />
<font color="red">Draft, awaiting review</font><br />
* Most FOSS4G's since 2011 (needs checking) have recorded presentations and made them available after the event. <br />
*Since 2014 (needs checking) the proceedings have been live streamed as well as recorded which enables people who are unable to travel to a global FOSS4G to participate online and even ask questions of speakers.<br />
* Recording and publishing helps to spread knowledge and awareness of OSGeo software<br />
<br />
== Videos ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Videoing presentations extends the reach of conference presentations to a much wider audience, but is logistically challenging, and/or expensive.<br />
<br />
; Relevance:<br />
: International FOSS4G: Strongly Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
Videoing is not easy, nor inexpensive. It adds great value to OSGeo in being able to keep the presentations in perpetuity and to use them in a marketing and educational context. Equally, OSGeo has a broader mandate than an LOC to widen the reach of a FOSS4G conference to people who are unable to attend. However, the primary goal of an Organising Committee is to provide the best possible experience for those who attend the event. Hosting a FOSS4G is first and foremost for the visitors to your city and your paying customers and sponsors. Is it fair to have the Organising Committee (or rather, the paying attendees) pay for it?<br />
<br />
There are also "scrappy" alternatives to get cheaper, poor quality content. Potentially ask attendees to record with mobile phones are upload to a central source.<br />
<br />
As for September 2018, there have been a range of opinions on this topic, and the conference committee is yet to provide clear guidance on a path forward.<br />
<br />
; See Also:<br />
:* [https://lists.osgeo.org/pipermail/conference_dev/2018-September/004890.html Email list thread on videoing]<br />
<br />
=== Vimeo ===<br />
Foss4G runs a vimeo account. Where you can upload 20GB per week. Some conference where uploaded here. A full FOSS4G will produce more than 20GB of material..<br />
* the account will be passed every year after the conference to the next team<br />
* [https://vimeo.com/foss4g FOSS4G Vimeo account]<br />
* Make sure, that you add enough metadata when you publish your video<br />
<br />
There is a video landing page which refers to all videos from the last conferences at [http://video.foss4g.org http://video.foss4g.org]<br />
<br />
An example of a specific landing page for [http://video.foss4g.org/foss4g2016/videos/index.html FOSS4G 2016] is managed separately by the LOC or their video team. The code for the landing page is in [https://git.osgeo.org/gitea/foss4g/video.foss4g.org OSGeo git]. You can request access and build your own landing page. FOSS4G 2014 PDX video index is indeed part of the [http://2014.foss4g.org/schedule/sessions/index.html website schedule].<br />
<br />
=== TIB ===<br />
* [[TIB]] in Hannover is happy to publish our videos from FOSS4G. [[User:Peter Loewe|Peter Loewe]] and [[User:Bastian|Bastian Drees]] are contact persons, see also [[Peter Loewe Videoquotes|Video Quotes]] by Peter<br />
* Read [[FOSS for GIS video tutorials and screencasts|how to publish videos at TIB]].<br />
<br />
=Finances=<br />
==Guarantees==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
The OSGeo foundation can be approached to provide financial guarantees for major FOSS4G events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
As per our board priorities:<br />
<br />
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 advances up front in order to secure a venue and possibly a guarantee to underwrite potential losses or liabilities additional to the advance. <br />
<br />
To support and enable these conferences, OSGeo will endevour to retain sufficient capital to offer such guarantees for any FOSS4G event requesting it. <font color="red">August 2015: The Board has been requested to determine the the extent of reserves that it will set aside for this purpose, could be a % or a minimum absolute some or some other formula.</font><br />
<br />
If OSGeo's support is requested, then OSGeo would require a legal body, such as the Local Organising Committee (LOC), or Professional Conference Organisor (PCO), or similar, to enter into an agreement with OSGeo that commits both parties. <font color="red">Cameron Shorter: Noted that legal body need not be the LOC. For FOSS4G 2009, OSGeo signed a contract directly with the PCO.</font><br />
<br />
<font color="red">What follows is a draft set of conditions suggested by [[User:Stevenfeldman | Steven Feldman]] for further comment:</font><br />
<br />
#Any FOSS4G seeking OSGeo’s financial backing should provide a financial plan, which includes:<br />
## Initial advance(s) required and timing<br />
## Potential loss through cancellation at different stages<br />
## Potential loss if conference goes ahead but attendance is less than target<br />
## <font color="red">Cameron Shorter added: Financial reporting schedule, noting how often reports will be provided, and by who (typically by a PCO).</font><br />
## <font color="red">Cameron Shorter added: Mitigation actions which will be initiated should financial targets not be reached. Eg: If we have not received $XXX funds by YYY date, we will cancel the conference, which will result in loosing $ZZZ.</font><br />
#OSGeo will confirm the maximum level that it will underwrite<br />
#OSGeo will need to set aside a reserve to cover the maximum underwritten losses of all FOSS4G events that it is supporting. This will probably limit OSGeo's ability to underwrite multiple events and may require the Conference Committee to select between competing regional events if there are several applications<br />
#The Conference Committee will require a member to join the LOC with financial oversight of expenditure, forecasts and risks. <font color="red">This relies on Conference Committee members volunteering for a very high level of effort joining a LOC and keeping close track of finances and the volume of email. [[User:EliL | - Eli Adam]] </font><br />
#The Conference Committee will need to continuously review financial risk and may require changes to the financial and operational plans of an event. <font color="red">Likewise requires the Conference Committee to be very engaged and deeply aware of the details of potentially two or more conferences. [[User:EliL | - Eli Adam]] </font><br />
#The LOC recognises and understands that OSGeo will not accept unlimited financial liability for their event, any losses exceeding the maximum level underwritten will need to be borne by the LOC or insured locally.<br />
#The LOC agrees to remit xx% of any surplus to OSGeo to support future events and other OSGeo activities <font color="red">(I would suggest at least 85% but no doubt this could be a subject for discussion across the community but it should be standard for all events)</font><br />
#OSGeo will need to draft a legal agreement with the LOC that sets out these terms<br />
<br />
; See Also:<br />
:* Board priorities: http://wiki.osgeo.org/wiki/Board_Meeting_2013-02-26#Conferences_and_related_events<br />
<br />
==FOSS4G nonprofit tax status==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
While The OSGeo foundation continues to pursue nonprofit status, partnering with other like-minded qualifying nonprofit organizations to make FOSS4G a tax exempt event may be desirable. <br />
<br />
; Relevance:<br />
: International FOSS4G: <br />
: Regional FOSS4G: <br />
: FOSS4G stream / Local Event: <br />
<br />
; This is just a place holder to be filled out later once things are determined, see Also:<br />
:* Conference list: http://lists.osgeo.org/pipermail/conference_dev/2013-July/002303.html<br />
<br />
== Budget ==<br />
; See Also<br />
:* [https://docs.google.com/spreadsheets/d/1YdFNuBNaJK2XeA-bs1vU24VA1Qv9HpN8rLs30D9_0zg/edit#gid=1040179171 FOSS4G 2013 final accounts]<br />
<br />
=Metrics=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Past FOSS4G metrics are very valuable for planning future FOSS4G events, and should be collected for all events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
Key questions that we wish to ask of our metrics:<br />
# How many people are likely to come from a future FOSS4G event in region X?<br />
# 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?<br />
# In lead up, when do sponsors sign up?<br />
# Schedule and workshop planners wish to understand the technical expertise of participants. What is the percentage of OSGeo newbies (requiring "Introduction to ..." presentation/workshop).<br />
# Schedule and workshop planners wish to understand which presenters and topics were popular.<br />
# 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.<br />
# How much sponsorship should we expect? Where in the world did previous sponsors come from?<br />
# What is the most effective way to market FOSS4G? How did people hear about FOSS4G?<br />
<br />
Key metrics we wish to collect from attendees:<br />
# Registration date<br />
# City, State, Country<br />
# Sponsor name, amount, sign up date<br />
# Information Source: Past attendee,Friend/colleague,E-mail list,Web badge on open source site,Grapevine,Internet Search,Web advertisement,Magazine advertisement<br />
# Job Description 1:C-Level Executive,Manager,Consultant,Programmer,Scientist,Educator,Mysterious<br />
#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<br />
# Reason For Attending: The Technical Networking,The Workshops & Technical Sessions,The Beer,The Sales Networking,Something Else Altogether<br />
<br />
Metrics to collect about presentations:<br />
# How many people were in the room of each presentation?<br />
# Optional: How interesting was the topic?<br />
# Optional: How good was the speaker?<br />
<br />
; See Also:<br />
:* Collated metrics from past global FOSS4G events: https://docs.google.com/spreadsheets/d/1ux_hFq-C165140ZD48RRImPTHSpXj42OG3nBr9cyZYo/edit#gid=1782600951<br />
* Older version of the same metrics: https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdEZoOUtSeVZRVWtKQzV6R2N5ekdSdlE#gid=57<br />
:* 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<br />
:* FOSS4G 2013 Metrics: http://2013.foss4g.org/Surveys/delegate.html<br />
<br />
=Travel Grants=<br />
The travel grant programme is run by FOSs4G's Conference committee. The first TGP was run in 2017, see [[FOSS4G_Travel_Grant_Programme_2017]]<br />
<br />
This is the old draft, the procedure was based on: [[Draft FOSS4G Travel Grants]]<br />
<br />
=OSGeo Branding=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G conferences are expected to promote the OSGeo Foundation at events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommeded<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
There is a symbiotic relationship between the OSGeo Foundation, OSGeo projects and FOSS4G conferences around branding. The Foundation and projects maintain valuable promotional material for FOSS4G conferences, and in return the FOSS4G conferences provides a valuable marketing pipeline.<br />
<br />
The extent and nature of OSGeo promotion is dependent upon the size and nature of the event, and availability of volunteers to support the promotional activities. Activities which should be considered are:<br />
<br />
* Include a presentation on an OSGeo topic, often as a keynote. You can find good local presenters at [[OSGeo_Advocate]].<br />
* Provide a free OSGeo booth or stand. Refer to your OSGeo Local Chapter and/or [[OSGeo_Advocate]] list to source volunteer(s) to man the stand. Local Chapters can approach the OSGeo Marketing committee for an [[Exhibition_Pack]]. <br />
* Include an OSGeo logo included in the program and on the conference website.<br />
* Make use of OSGeo-Live, either handing out a USB or DVD to delegates, using OSGeo-Live Virtual Machine in workshops, making use of the OSGeo-Live presentation, displaying the OSGeo-Live Poster. Options listed here: http://wiki.osgeo.org/wiki/Live_GIS_Disc#Including_OSGeo-Live_at_your_event<br />
<br />
; See Also:<br />
:* [[OSGeo_Advocate]]<br />
:* http://wiki.osgeo.org/wiki/Live_GIS_Disc#Including_OSGeo-Live_at_your_event<br />
:* [[Exhibition_Pack]]<br />
<br />
=Time Frame=<br />
<br />
=Program=<br />
<br />
Previous global FOSS4G conferences have had a program similar to the following (regional and local events typically have a similar structure, reduced to match the size of the audience):<br />
* One to two days of workshops. Workshops are generally 3.5 hour instructional sessions, in a computer lab setting. Workshop instructors provide software, data, and materials in exchange for free conference admission. Attended by 200 to 300 people, depending on facilities.<br />
* An “ice breaker” event on the evening before the first day. Usually held in a large bar or restaurant, but could be in any venue that allowed for easy mixing and mingling.<br />
* Three days of Main Conference<br />
** Opening and closing plenary sessions with all attendees at the start and end. Sometimes additional plenary sessions at the start and/or end of conference days.<br />
** Approximately five parallel tracks of presentations, with each presentation consisting of a 20-25 minute talk, 5 minutes of Q&A, and 5 minutes of transition time between talks. Attended by 500-900 people, depending on conference attendance.<br />
** Make the schedule simple. It is far easier to have the lunch break from 12:30 to 14:00 than from 12:20 to 13.50. Try to schedule in no less than half hour slots. <br />
** A “banquet” event on the evening of the second day. Usually held in a “showcase” venue, examples have included: art museum, castle, harbor cruise, cultural restaurant. This '''does not have to be''' a "Gala Dinner" but can be quite informal. <br />
** [Global FOSS4G only] The Sol Katz Award, presented during the closing plenary session. The award is selected and presented by the Sol Katz committee, the conference organizers need only include 15 minutes in the closing plenary schedule for the presentation.<br />
** The OSGeo Annual General Meeting. Interested OSGeo members hear from local chapters, the board, and other speakers on the state of OSGeo. It is up to the Local Committee how to place and organize this (maybe exchange ideas with the [[Board of Directors]]). This could be made into one of the most central events of the conference. So far it was usually places at either end of the conference and up to 200 people showed up. <br />
** Birds of a Feather Sessions. Held after the days presentations, groups self-organize to discuss topics of common interest.<br />
** A lunch time allocated for poster creators to stand next to their posters and talk about them.<br />
* OSGeo Directors Face-to-Face Meeting. Held before or after the conference, in a board room or meeting room provided by the conference organizers.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
; See Also:<br />
:* RFP: http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
:* http://2013.foss4g.org/programme/<br />
:* http://2011.foss4g.org/program<br />
<br />
== Workshops ==<br />
<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Workshops are an valuable component of every FOSS4G conference. They require a lot of preparation for both presenters and conference organizers! As such, be sure to have a dedicated team manage everything around workshops. <br />
<br />
Workshops are generally 3.5 hour instructional sessions, in a computer lab setting. Workshop instructors provide software, data, and materials in exchange for free conference admission. Attended by 200 to 300 people, depending on facilities. <br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
; Workshop Call for Proposal<br />
The Call for Proposal can be aligned with the regular presentation Call for Papers (see below).<br />
<br />
; Workshop Selection<br />
The workshops selection starts with a Call for Proposal. Anybody can submit a workshop proposal. The selection follows a few clear rules: <br />
* Graduated OSGeo projects get precedence over incubating projects over others. <br />
* Each graduated OSGeo project will receive one slot provided there are enough in total. If not first come first serve. <br />
** Graduated OSGeo projects have to submit a workshop proposal just like anybody else. <br />
** The Local Organizing Committee can decide to not accept a workshop but has to provide valid reasons to the submitting party. This should not be done on public mailing lists. In case of bitter resentment include the board of directors. <br />
** If a graduated project does not convincingly confirm their participation slots are filled up by other active projects.<br />
** Workshop leader/s have to register until x weeks before the conference.<br />
* Individuals and organizations are encouraged to collaborate on joint workshops.<br />
* Ideally a few slots should be reserved for workshops that may be not tech related for example for the Education and Data committees. <br />
<br />
Final adjudication lies with the LOC!!!<br />
<br />
=== Workshop Venue ===<br />
The workshop venue requires careful planning! The computer lab systems need to be able to boot from USB. Internet connectivity is a must, both broad and fast. Ports need to be open, besides regular HTTP and HTTPS especially SSH but also "strange" manually configured ports. In general this should not pose a threat to the surrounding network or hardware because we boot from a self contained environment. All the same this must be communicated to the system admins of the host systems so that they are comfortable. <br />
<br />
=== Software Environment ===<br />
It is recommended to prepare USB memory sticks with the most recent OSGeo Live Environment. Ideally everything should already equipped with workshop specific software and data. This requires some pushing and nudging of the workshop teacher who may in some cases be very hard to get.<br />
<br />
== Presentations ==<br />
Presentations are the heart and soul of the conference and form a large part of the attractiveness. A lot of time and energy will go into making a good program. There are at least as many opinions on how a program should look like as there are people in the community. There is no silver bullet that will solve every problem and insure that everybody will be happy. Therefore it is good practice to make the Program Committee have the last say. <br />
<br />
=== Call for Papers ===<br />
The Call for Papers typically starts x months before the conference and runs for x weeks. The exact dates depend on local conditions, time of the years, size of the program committee and so on. It should be as late as possible to allow up-to-date information. The program should be published as soon as possible to attract local attendees who will only come if the program is attractive. <br />
<br />
The LOC has to expect that more than half of the submissions are submitted within last two days of the CfP and that up to 30% are submitted with '''the last hours''' of the call. Relax, there have always been enough submission. Still, many conferences extend the CfP. If the LOC does '''not''' plan to extend the CfP it should be very vocal about this.<br />
<br />
=== Submission of papers ===<br />
Abstracts for talks are usually submitted via an online system. This can be based on the system developed over the past years by OSGeo community members or something new, this is entirely up to the LOC. Successful submission of an abstract should be acknowledged, preferably automatically.<br />
<br />
=== Strategic Talks ===<br />
The Program Committee should make sure that the program is balanced and that specific topics are not left out. One topic that is easily forgotten is a general introduction to Open Source development, licensing and associated business models. Both the actively voting community and the program committee members are usually deeply involved with Open Source and want to learn about the "bleeding edge" and are bored by annually recurring talks about things well known. But the FOSS4G conference also attracts a large group of "Open Source Newbies" who have no or very little understanding of the Open Source geospatial environment and ecosystem. <br />
<br />
Other topics of strategic interest may be geared towards the specific region, remember that typically more than 50% of the attendees come from region where the conference takes place.<br />
<br />
=== Selection and Evaluation of the Presentations ===<br />
'''WARNING: ''' ''The selection process has lead to some unhappiness in the community in past iterations of the conference. The most important take away from related discussions appears to be that the process has to be communicated openly. Having said that it has always been OSGeo policy to give the Local Organizing Committee the final say and fully support its decisions. ''<br />
<br />
==== Step 1: Community Voting ====<br />
The selection process has '''so far''' been to allow the community (that is anybody) a chance to read the abstracts and make a positive vote: <br />
* 0 = no interest<br />
* 1 = medium interest<br />
* 2 = high interest<br />
<br />
==== Step 2: Program Committee Voting ====<br />
After community voting the Program Committee goes through the list and checks for duplicates, both in content and also to make sure that presenter / submitting organization are not over represented, skewed. Presentation which miss the point of the conference (for example not related to Free and Open Source and Geo) are usually filtered out reliably. Then the Program Committee votes on <br />
<br />
==== Step 3: Program Compilation ====<br />
One topic that is easily forgotten is a general introduction to Open Source development, licensing and associated business models (see also "Strategic Talks"). Another topic that might be underrepresented if it is only compiled by involved experts are Use Cases with Open Source. In general the program should cater for the following areas of interest: <br />
# Introduction to Open source and the OSGeo Foundation<br />
# Business models and the "way of Open Source"<br />
# Tech talks<br />
# Use cases<br />
<br />
===Classification of Papers in Sessions===<br />
===Details about Speakers and Publication of the Program===<br />
<br />
== Academic Track ==<br />
[[FOSS4G Notes on Academic Track]]<br />
==Community Sessions==<br />
==Birds of a Feather Sessions (BoF)==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G conferences provide a great opportunity for like minded people to network and brainstorm ideas, and "Birds of a Feather" meetings provide a good forum for this.<br />
<br />
Conference organisers can delegate specific timeslots. Breakfasts and dinners are often good for these events.<br />
<br />
Typically you create a wiki page for participants to define a "Birds of a Feather" session which are available for participants to choose. The wiki typically includes:<br />
* Title<br />
* Proposed topics<br />
* Timeslot<br />
* People (people self register by adding their names)<br />
These sessions can also be written on butcher paper or white boards on walls around the conference somewhere.<br />
<br />
Sessions can take any structure participants choose to select, but are typically informal and unstructured. A good number of participants for such an event is 4 to 8, which is small enough for all to participate in a conversation without splitting into multiple groups. Bigger does work, but typically requires more structured control of the conversation.<br />
<br />
People wishing to set up a Birds of a Feather session should consider inviting specific people they wish to join the event and ensure you get a critical mass. <br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommeded<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
==Posters==<br />
==Conference Opening==<br />
== Keynotes ==<br />
Keynotes are selected by the LOC and Program Committee at their own discretion. Typically one keynote is given by a high ranking OSGeo officer, for example the president or a board representative and reflects on OSGeo, addresses the community and invites Newbies to join the party.<br />
<br />
== Closing Session ==<br />
It is a good habit to have a drawing with prizes (often donated by sponsors) at the end of the conference. It is also a good habit to have a prominent speaker or well known guest close the conference with a keynote. Both will help to have a captivate and keep attendees until the end of the event. <br />
<br />
=== Drawing ===<br />
Feedback from attendees is invaluable. Therefore the conference package should include a feedback form (potentially also as an online version?). Returned feedback forms participate in the drawing and can win a prize at the end of the conference.<br />
<br />
=Social Events=<br />
==Unofficial start==<br />
==Social Event==<br />
==Members' Meeting==<br />
=Exhibition=<br />
* Event should provide an OSGeo booth - read more at [[Operate OSGeo Booth]]<br />
* Event should include [[OSGeo Advocate]] speaker who would present on an aspect of OSGeo<br />
* The OSGeo advocate(s) are expected to coordinate and man the OSGeo booth<br />
* The OSGeo [[Local Chapters]] are strongly encouraged to hang out at the OSGeo booth<br />
<br />
=Sponsors=<br />
<br />
<font color= "red"> Draft by Steven Feldman 2019-06 needs further discussion </font color><br />
<br />
It is almost certain that you will need to obtain sponsorship to make your FOSS4G financially viable and affordable for delegates. These tips may help you to generate sponsorship income and to provide a good experience for your sponsors which hopefully will encourage them to sponsor future events.<br />
<br />
==Get Sponsors on board early==<br />
<br />
The sooner you have your sponsors on board the better, they provide some financial security for your event, early cash flow to cover your deposits etc and a lot of publicity opportunities to promote the event.<br />
* Plan your sponsorship tiers, charges, what benefits sponsors get at each level (remember to cost in any free conference passes that you are offering)<br />
* Prepare a sponsorship brochure or page on your web site as early as you can<br />
* Delegate at least one member of your LOC to be responsible for liaison with sponsors<br />
* Make a list of sponsor targets and include the sponsors from the previous 2 or 3 FOSS4Gs<br />
* Start your sponsorship campaign as early as you can, if your event is running in August or September you should aim to start your campaign in October or November of the previous year.<br />
* Consider offering an early bird discount on your sponsorship rates (say 10% if you confirm and pay by 28th February)<br />
* Consider asking for a voluntary donation from sponsors to the Travel Grant programme (e.g. give back their early bird discount) and offer extra recognition for this.<br />
* Wait to announce sponsors or display their logos on your web site until they have paid their sponsorship invoices<br />
<br />
==Looking after sponsors==<br />
<br />
Your relationship with sponsors does not end when you receive their money! That is just the beginning. Consider your sponsors as customers of your FOSS4G and look after them.<br />
* Designate a member of the team and possibly someone from your PCO to be the point of contact with sponsors<br />
* Communicate with sponsors regularly giving them updates on speakers, side events etc<br />
* Look for win win opportunities with sponsors e.g. facilitating new product launches, competitions and other activities<br />
* If you are running an exhibition space be clear about what facilities you are providing and what the sponsor must do (and by when!)<br />
* Consider running a Sponsors reception or breakfast as a way of saying thank you to sponsors. Remember to ask any OSGeo board members who will be at the event to participate.<br />
<br />
=Media Sponsors=<br />
=Participant Involvement=<br />
<br />
== Privacy Statement ==<br />
Please consider adding something along the lines of: <br />
<br />
'' by submitting your email address you consent to us sharing your details ''<br />
'' for the purpose of keeping you informed of future similar events. You can ''<br />
'' unsubscribe from these communications at anytime using the unsubscribe links provided.''<br />
<br />
==Visa and invitation letter==<br />
<br />
Some countries require visa. To ease the immigration formalities to enter the respective host countries, an invitation letter ([http://www.cic.gc.ca/english/visit/business-letter.asp example]) smooth the visa request.<br />
<br />
<br />
==Registration==<br />
==Printed Program==<br />
==Bags==<br />
==T Shirt==<br />
== OSGeo-Live ==<br />
* [http://live.osgeo.org OSGeo Live]<br />
* The OSGeo-Live team that provides an image of a collection of over 50 software projects and data and tutorials every 6 months<br />
* The OSGeo-live team prepares a version before FOSS4G that can be used at the conference in the workshops, at presentation notebooks & and can be given away to the delegates as bootable USB drives. This is a great opportunity to spread OSGeo software and promote OSGeo!<br />
* The OSGeo-Live team adds OSM data from the region where FOSS4G takes place (e.g. data from Bonn was added in 2016)<br />
* The OSGeo-live team can add your FOSS4G-Logo or material on the image<br />
* The OSGeo-Live team will help you with USB and image - please contact them on the mailing list<br />
* Get information about the OSGeo-Live team [https://wiki.osgeo.org/wiki/Live_GIS_Disc here]<br />
* Workshops with OSGeo-Live: trainer can refer to Workshop material [[https://trac.osgeo.org/osgeo/wiki/Live_GIS_Workshop_Install here]] (there is a link on the desktop of OSGeo-Live which will open the url)<br />
<br />
==Location, Directions==<br />
==Hotels==<br />
==Other local information==<br />
== Internet Access ==<br />
Most venues do not have enough bandwidth or access points, so consider paying for extra if you can and start early in working with the venue! It can take a lot of planning simply to upgrade the access at the site, even after convincing the venue of the requirements. Be aware that conference venues may be used to large events, but may not realize that "tech-events" have a much larger bandwidth requirement per delegate than other conferences. Delegates are likely to have more than one device, may require non-default ports to be opened (for committing code and so on) and may wish to download large files such as new software during the event. <br />
<br />
=== Ports ===<br />
All ports should be open. This includes the lower levels for SSH, FTP, etc. but also "odd" ports like 6667 and neighboring for IRC, etc.<br />
* FTP (20 and 21)<br />
* SSH (22)<br />
* TELNET (23)<br />
* SMTP (25)<br />
* IMAP (143, 456, 465, 587, 993, ++)<br />
* SSL (443) and HTTP (80)<br />
* TCP ports 6660–6669, 7000<br />
<br />
You may need to work quite hard to convince the conference venue of your requirements, but success or failure with connectivity can make or break an event. Past FOSS4G Local Teams suggested a penalty clause in the contract in the case of WiFi underperformance and an action plan to agree the provision. Apparently this was then never done but it may be an idea to make sure that things work.<br />
<br />
==Cloakroom==<br />
==Proceedings==<br />
<br />
=On Site: Avoid waste and CO2 footprint=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
As an open community, that targets on improving our society, we strongly recommend LOC's to plan, how to avoid waste and offer possibilities to the participants to reduce their CO2 footprint. This includes all levels of material. For instance you can:<br />
<br />
* avoid single way dishes and silverware and other one-way stuff like drinking bottles<br />
* think about having a non-printed program<br />
* ask sponsors not to bring too much material and/or only material printed on recycled material in an ecological manner<br />
* offer a link to a CO2-compensating company, e.g. atmosfair, oeko-fair<br />
* verify to buy T-Shirts based on fair-trade with ecological backgrounds<br />
* reduce cooling down by air-conditioners <br />
* .. (more proposals here)<br />
<br />
If possible, inform your attendees about your means to avoid CO2 emission and reduction of waste and ask them to co-ordinate.<br />
<br />
=Premises=<br />
<br />
=survey participants=<br />
=See Also=<br />
*[[https://wiki.osgeo.org/wiki/Past_FOSS4G_Reports Past FOSS4G Conference Reports]] provides the attendance, sponsorship and financial reports for each FOSS4G. This is a valuable resource for anyone considering submitting a proposal for a FOSS4G events<br />
*[[FOSS4G 2016 Lessons Learned|2016]]<br />
*[[FOSS4G 2015 Lessons Learned|2015]] <br />
*[[FOSS4G 2014 Lessons Learned|2014]] <br />
*[[FOSS4G2013_Reflections_by_the_LOC|2013]] <br />
*[[FOSS4G 2012 Lessons Learned|2012]] <br />
*[[FOSS4G 2011 Lessons Learned|2011]] <br />
*[[FOSS4G 2010 Lessons Learned|2010]] <br />
*[[FOSS4G 2009 Lessons Learned|2009]] <br />
*[[FOSS4G2008 Lessons Learned|2008]] <br />
*[[FOSS4G2007 Lessons Learned|2007]]<br />
* [http://www.fossgis.de/wiki/Handbuch German FOSSGIS Handbook in German], and an [http://arnulf.us/publications/fossgis_handbook.html English translation]<br />
* FOSS4G Request for Proposal (RFP) documents: http://svn.osgeo.org/osgeo/foss4g/<br />
<br />
Howtos from related conferences:<br />
* [http://wiki.linux.org.au/LCA_HOWTO Linux Australia Conference Howto]<br />
* [http://www.ecoop.org/resources/HowTo.pdf ECOOP Conference Howto]<br />
<br />
[[Category:FOSS4G]]<br />
[[Category:Events]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_Handbook&diff=127392FOSS4G Handbook2021-10-24T17:14:29Z<p>Delawen: /* Lessons Learned */</p>
<hr />
<div>This FOSS4G Handbook 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'''. Feel free to modify any aspect. If in doubt, ask the community what they think. This event is designed for the OSGeo community. We encourage all FOSS4G organizers to contribute to and enhance this Handbook.<br />
<br />
= About FOSS4G =<br />
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 for Geospatial.<br />
<br />
FOSS4G includes one annual global event which rotates around the world, as well as a number of regional events which follow similar principles.<br />
<br />
;See Also<br />
: [https://wiki.osgeo.org/wiki/FOSS4G FOSS4G History]<br />
: [https://docs.google.com/spreadsheets/d/1BpkO5WOFQ_DZEWNMLj_hAhEre0m0io_j-JGf7geAW5Y/edit?hl=en_GB#gid=57 FOSS4G Metrics]<br />
<br />
= Editing this document =<br />
<br />
This FOSS4G Handbook 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.<br />
<br />
The process to follow in updating this wiki is:<br />
* Feel free to make trivial tweaks to grammar and syntax.<br />
* If you would like to introduce a new idea, maybe add a new section, or improve an old section:<br />
** Raise your suggestion on the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference] email list.<br />
** Once a rough consensus has been reached on the list, you may then update the Handbook with the collective wisdom of the list.<br />
** If writing a new section, consider starting the section with: <font color="red">Draft, awaiting review</font><br />
** After updating your text, notify the list again to give others the opportunity to review and tweak.<br />
<br />
= Section Writing Guide =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
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.''<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]<br />
: Regional FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]<br />
: FOSS4G stream / Local Event: [Mandatory, Recommended, Optional, Not Relevant]<br />
<br />
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:<br />
* Key success factors<br />
* Things that can go wrong, with optional brief examples<br />
* List of considerations and why choose one consideration over another<br />
* List of steps to follow<br />
* Organizations or people to contact to coordinate with<br />
* Links to external documents, such as a Google Docs spreadsheet<br />
<br />
; See Also:<br />
:* Where relevant, finish with a list of links to web pages for further reading. E.g.<br />
:* [http://wiki.osgeo.org/wiki/FOSS4G_2009_Lessons_Learned#Birds_of_a_Feather FOSS4G 2009 Birds of Feather Lessons Learned]<br />
<br />
=Preparing FOSS4G RFP=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Selection of the international FOSS4G venue, involves two stages, a "Letter of Intent" (LOI) followed by a full "Request for Proposal" (RFQ). Only cities which attract two or more committee member votes from the LOI move onto the RFQ.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Usually Not Relevant<br />
<br />
The process for preparing an RFP for the annual FOSS4G is:<br />
* Copy the previous year's FOSS4G RFP directory to the next year, as per: http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
* Choose a set of dates for submission deadlines and review periods and very very carefully go through the document making sure they are all reflected in the right places.<br />
* Get in touch with the conference_dev and teams from previous year or two and get their feedback on the process for RFP changes<br />
* Do a quick search of the conference_dev archives and see if there's other RFP process / info concerns to be addressed (like Board Face ot Face Meeting, OSGeo Annual Gathering, other requirements that are assumed but not articulated)<br />
* Update doc appropriately<br />
* Stub out Wiki pages using the skeletons from previous years and the dates you already put into the doc<br />
* Get someone to review your changes<br />
* Announce<br />
<br />
; See Also:<br />
:* http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
<br />
= Lessons Learned =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
It is highly valuable to future conferences to collect the wisdom gained from prior conferences. <br />
<br />
; Relevance:<br />
: International FOSS4G: StronglyRecommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
In FOSS4G 2009 (Sydney, Australia), we wrote down our Lessons Learned throughout the planning period, while ideas were still fresh. The FOSS4G 2013 (Nottingham, UK) LOC came together after the conference to brainstorm their lessons learned.<br />
<br />
In 2020 after the cancellation of the global FOSS4G in Calgary and the European FOSS4G in Valmiera, the OSGeo:UK chapter hosted a global one day online event. Their lessons learnt from this first online FOSS4G are [[FOSS4GUK 2020 Online - Lessons Learnt|here]]<br />
<br />
If you are looking for lessons learned on '''online events''', check [[FOSS4G 2021 Lessons Learned]].<br />
<br />
*[[https://wiki.osgeo.org/wiki/Past_FOSS4G_Reports|Past FOSS4G Conference Reports]] provides the attendance, sponsorship and financial reports for each FOSS4G. This is a valuable resource for anyone considering submitting a proposal for a FOSS4G events<br />
<br />
; See Also:<br />
*[[FOSS4G 2021 Lessons Learned|2021]]<br />
*[[FOSS4G 2016 Lessons Learned|2016]]<br />
*[[FOSS4G 2015 Lessons Learned|2015]] <br />
*[[FOSS4G 2014 Lessons Learned|2014]] <br />
*[[FOSS4G2013_Reflections_by_the_LOC|2013]] <br />
*[[FOSS4G 2012 Lessons Learned|2012]] <br />
*[[FOSS4G 2011 Lessons Learned|2011]] <br />
*[[FOSS4G 2010 Lessons Learned|2010]] <br />
*[[FOSS4G 2009 Lessons Learned|2009]] <br />
*[[FOSS4G2008 Lessons Learned|2008]] <br />
*[[FOSS4G2007 Lessons Learned|2007]]<br />
<br />
= Marketing =<br />
<br />
== Press Releases ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
You should send out public announcements about your conference, especially around conference milestones. <br />
<br />
; Relevance:<br />
: International FOSS4G: Required<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
Make regular use the OSGeo News feed: <br />
* initial announcement<br />
* Call for Papers<br />
* Start of registration, end of early booking approaching <br />
* Program published<br />
* etc.<br />
<br />
Publish an official press release for the initial announcement of the conference and when the program is stable and published. Coordinate this with high level sponsors i.e. let them know when it will happen so that they can react accordingly! Get a quote form the highest available sponsor. <br />
<br />
You will likely want to collaboratively edit press releases in a wiki page. The wiki then becomes an archive which can be handed down to future events.<br />
<br />
Work out where you will send your announcements. It should include:<br />
* You should submit to [http://www.osgeo.org/content/news/submit_news.html OSGeo Announcements] for inclusion on the OSGeo web site <br />
* [http://lists.osgeo.org/mailman/listinfo/discuss OSGeo Discuss]<br />
* Twitter<br />
* A blog feed into [http://planet.osgeo.org/ Planet OSGeo]<br />
<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2009_Press_Releases<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2009_Lessons_Learned#Press_Releases<br />
<br />
== twitter ==<br />
* FOSS4G runs the [[https://twitter.com/foss4g FOSS4G twitter account]]<br />
* The account will be passed to the new LOC each year after the conference<br />
* Use #FOSS4G or #FOSS4G201x in your tweets (maybe also #FOSS4G?????????????)<br />
* [[https://tweetdeck.twitter.com/ Tweetdeck]] can be used to get a better overview about tweets, notifications, retweets... <br />
* [[http://buffer.com Buffer]] can be used to define tweets in advance and let them be posted at a defined time<br />
* NodeXL shows you the tweet statistics in a graph<br />
<br />
== Photos ==<br />
FOSS4G runs a flickr group called FOSS4G. You can provide images from FOSS4G conferences to this group. You can get a member of this group and share your photos.<br />
If you run the next FOSS4G conference you can ask to become an admin to change the configuration (ask [https://wiki.osgeo.org/wiki/User:Stevenfeldman Steven Feldman] or [https://wiki.osgeo.org/wiki/User:Astrid_Emde Astrid Emde])<br />
<br />
* [https://www.flickr.com/groups/foss4g/ FOSS4G Group] on Flickr<br />
<br />
==Event Listings==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
The event should be added to event listings.<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Recommended]<br />
: FOSS4G stream / Local Event: [Recommended]<br />
<br />
Relevant Lists include:<br />
* http://www.osgeo.org/events<br />
* http://wiki.osgeo.org/wiki/Global_conferences_overview<br />
* https://wiki.osgeo.org/wiki/Live_GIS_History<br />
<br />
; See Also:<br />
:* <br />
<br />
==FOSS4G Branding==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G is the acronym used to describe events which are predominantly about "Free and Open Source Software for Geospatial".<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Mandatory]<br />
: FOSS4G stream / Local Event: [Mandatory]<br />
<br />
FOSS4G is not registered as a trademark but has a long tradition of being used in the context of Free and Open Source Software for Geospatial. The domain was [[FOSS4G#History_of_the_Acronym|originally]] registered by Venkatesh Raghavan (Venka) who later graciously donated it to OSGeo - under the condition that using the name should stay open to anybody who does something reasonably related to Free and Open Source Geospatial.<br />
<br />
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).<br />
<br />
Use of the name "FOSS4G" is managed by the [http://wiki.osgeo.org/wiki/Conference_Committee OSGeo Conference Committee]. As a courtesy, events which wish to make use of the "FOSS4G" name should request permission to do so from the conference committee. Permission will be granted if the event being described is predominantly (say >90%) about Free and Open Source Software for Geospatial and promotes OSGeo.<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G<br />
:* http://wiki.osgeo.org/wiki/FOSS4G#Using_the_Name_FOSS4G<br />
:* [[FOSS4G_Handbook#Regional_and_Local_FOSS4G_selection]]<br />
:* http://wiki.osgeo.org/wiki/Official_OSGeo_Event_Policy<br />
<br />
==OSGeo Branding==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G events should suitably acknowledge the OSGeo foundation in promotion material.<br />
This would typically include:<br />
* the OSGeo logo being included on the website with words similar to "presented by OSGeo" and a link back to the OSGeo web site.<br />
* presentation(s) by organisers (and others) should reference OSGeo<br />
<br />
For larger events e.g. the annual international event and any event receiving OSGeo financial assistance, there should be an OSGeo booth of reasonable size and prominence provided at no charge to the foundation<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Mandatory]<br />
: FOSS4G stream / Local Event: [Recommended]<br />
<br />
== Logo ==<br />
[[File:OSGeo-Ribbon.jpg|thumb|right|alt=OSgeo Ribbon|OSgeo Ribbon.]]<br />
<br />
The FOSS4G logo for the international conference has to include elements of the OSGeo / FOSS4G "ribbon" as can be seen in all previous conference logos: http://foss4g.org/, and should also include themes for the location of the current event.<br />
<br />
; Relevance:<br />
: International FOSS4G: [Mandatory]<br />
: Regional FOSS4G: [Optional]<br />
: FOSS4G stream / Local Event: [Not Applicable]<br />
<br />
FOSS4G 2013 used a competition to design the logo. FOSS4G 2011 used [http://www.crowdspring.com crowdspring] and were very pleased with the way it worked. <br />
<br />
Start on the logo asap as you need it for other early stage documents like the sponsorship prospectus.<br />
<br />
=City and Date Selection=<br />
<br />
== International FOSS4G Rotation ==<br />
The International FOSS4G event rotates around the world, and cities compete to be selected to host the event, as described in the RFP process.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Not Relevant<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
The regions FOSS4G rotates through are:<br />
* Europe<br />
* North America<br />
* Rest of world<br />
This is caveatted by the OSGeo Conference committee feeling confident that the proposed city/region will attract the majority of the international FOSS4G audience.<br />
<br />
So our rotation policy is:<br />
<br />
# Strong preference is given to the region which hasn't had FOSS4G for 2 years<br />
# We next consider the region which had FOSS4G 2 years ago<br />
# Only as a last resort would we consider a region which had FOSS4G last year<br />
<br />
Prior International FOSS4G event locations have been:<br />
* [http://2020.foss4g.org/ 2020]: Calgary, Alberta, Canada<br />
* [http://2019.foss4g.org/ 2019]: Bucharest, Romania<br />
* [http://2018.foss4g.org/ 2018]: Dar es Salaam, Tanzania, Africa<br />
* [http://2017.foss4g.org/ 2017]: Boston, MA, USA<br />
* [http://2016.foss4g.org/ 2016]: Bonn, Germany<br />
* [http://2015.foss4g.org/ 2015]: Seoul, South Korea<br />
* [http://2014.foss4g.org/ 2014]: Portland, Oregon, USA<br />
* [http://2013.foss4g.org/ 2013]: Nottingham, United Kingdom<br />
* <s>[http://2012.foss4g.org/ 2012]: Beijing, China (cancelled)</s><br />
* [http://2011.foss4g.org/ 2011]: Denver, United States<br />
* [http://2010.foss4g.org/ 2010]: Barcelona, Spain<br />
* [http://2009.foss4g.org/ 2009]: Sydney, Australia<br />
* [http://2008.foss4g.org/ 2008]: Cape Town, South Africa<br />
* [http://2007.foss4g.org/ 2007]: Victoria, Canada<br />
* [http://2006.foss4g.org/ 2006]: Lausanne, Switzerland<br />
* 2005: Minneapolis, United States<br />
* [http://www.ces.iisc.ernet.in/energy/water/paper/fossgrdss/conference.htm 2004]: Bangkok, Thailand<br />
<br />
; See Also:<br />
:* http://www.osgeo.org/conference/rfp<br />
:* http://svn.osgeo.org/osgeo/foss4g/<br />
:* Many FOSS4G regional and related conferences are listed at: http://wiki.osgeo.org/wiki/Live_GIS_History<br />
:* Conference committee approval of this rotation policy: http://lists.osgeo.org/pipermail/conference_dev/2013-May/002107.html<br />
<br />
== Selecting locations which align with OSGeo principles ==<br />
<br />
We should select locations where OSGeo principles and [https://www.osgeo.org/code_of_conduct/ Code of Conduct] align with the laws and practices of the location where the conference is being held.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
At FOSS4G 2018 in Tanzania we discovered that local laws decree that [https://en.wikipedia.org/wiki/LGBT_rights_in_Tanzania same-sex sexual acts are crimes punishable by the state]. This is contrary to the OSGeo Code of Conduct and is something we should try to avoid when selecting future conference venues.<br />
<br />
; See Also:<br />
:* [https://www.osgeo.org/code_of_conduct/ Code of Conduct]<br />
<br />
==Regional and Local FOSS4G selection==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Location and date selection of FOSS4G regional and local events should be coordinated with other FOSS4G events.<br />
<br />
Regional and Local FOSS4G events are encouraged<br />
; Relevance:<br />
: International FOSS4G: Not Relevant<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
There is a tension between supplying sufficient FOSS4G related conferences to meet demand, verses over-supply as multiple conferences potentially compete for the same speakers, sponsors and delegates. FOSS4G History, starting from around 2012 has demonstrated that there is sufficient demand to support both an international conference, as well as multiple regional conferences in the same year. This is in keeping with review of [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdEZoOUtSeVZRVWtKQzV6R2N5ekdSdlE#gid=57 FOSS4G attendee profiles], which show over half of FOSS4G attendees tend to be drawn from the local region. <br />
As such, OSGeo is supportive of multiple FOSS4G events being run in a year. However, OSGeo recommends scheduling FOSS4G events such that they don't overlap, and such that there is limited direct competition within regions between events.<br />
<br />
Coordination between FOSS4G events is provided via the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference email list]. All FOSS4G Conference Organising Committees should:<br />
* Have at least one representative subscribe the the conference_dev email list.<br />
* Announce intent of running a FOSS4G conference on the email list, including brief description of proposed event, proposed date(s), location, language, request to use FOSS4G name (if relevant).<br />
* Network with others within the region. Discuss options of merging potential FOSS4G events and/or ensuring dates and locations don't conflict.<br />
* Once location and date have been selected, list the event at http://www.osgeo.org/events.<br />
* Also list at [http://wiki.osgeo.org/wiki/Live_GIS_History OSGeo-Live History] if making use of [http://live.osgeo.org OSGeo-Live] DVDs and/or presentation, to ensure DVDs are ready for your conference, and describe breadth of reach of OSGeo-Live to contributors and sponsors.<br />
<br />
; See Also:<br />
:* http://wiki.osgeo.org/wiki/FOSS4G_2012_Lessons_Learned#Competing_regional_conferences<br />
<br />
=Schedule=<br />
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.<br />
<br />
; Relevance<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Mandatory<br />
: FOSS4G stream / Local Event: Highly Recommended<br />
<br />
When planning an event:<br />
* Copy the [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule] into your own spreadsheet, probably onto a Google Drive so that it can be collaboratively viewed and edited.<br />
* Tailor the plan such that it aligns with the goals for your event<br />
* Feed improvements back into the [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule]. Non-trivial improvements should be discussed on the [http://lists.osgeo.org/mailman/listinfo/conference_dev OSGeo Conference email list] before applying.<br />
<br />
; See Also:<br />
:* [https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdGdIbnY3SEZNUHp3NHdTZnlLZC1rbWc#gid=0 Generic FOSS4G Planning Schedule]<br />
<br />
= Infrastructure and archiving =<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Background:<br />
* FOSS4G requires the establishment of various infrastructure relevant to a conference. This includes a conference website, registration website, community voting, credit card processing, LOC email list, archiving of these systems for future reference, etc.<br />
* There may be some opportunity to reuse some of these systems.<br />
* There should be some way to archive these for reference. In the case of the websites see the year subdomain, i.e. http://2009.foss4g.org/<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional?<br />
: FOSS4G stream / Local Event: Optional?<br />
<br />
== LOC email list ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Much of the organizing and communication for the LOC happens via email. It is easy (and consistent with past practice) to use an OSGeo email list. Archiving happens automatically. There can be a list for both public and private communication, usually named foss4gyyyy and foss4gyyyy-private<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional/Not Relevant<br />
<br />
; See Also:<br />
:* Requesting an OSGeo email list: http://wiki.osgeo.org/wiki/SAC:Mailing_Lists#Requesting_a_new_list or i.e. http://trac.osgeo.org/osgeo/ticket/1202<br />
<br />
== Website ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Background:<br />
* This is just a start at the archiving portion. More needs to be added about the requirements for selection, use, etc<br />
* FOSS4G websites are archived in a basic form at yyyy.foss4g.org<br />
* Some website platforms might have export options<br />
* wget could be an archiving method too, perhaps something along the lines of:<br />
wget --mirror --convert-links --backup-converted --html-extension<br />
* HTTrack may be the preferred tool<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Optional?<br />
: FOSS4G stream / Local Event: Optional?<br />
<br />
= Diversity =<br />
== Code of Conduct ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Events should reference a Code of Conduct, probably the [http://www.osgeo.org/code_of_conduct OSGeo Code of Conduct], but you can choose one of the many other options.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory.<br />
: Regional FOSS4G: Highly recommended.<br />
: FOSS4G stream / Local Event: Recommended if not already covered by the main conference.<br />
== Child Friendly Policy ==<br />
<br />
Making a conference child friendly makes it easier for primary care givers (often mothers), the opportunity to present.<br />
<br />
; Relevance:<br />
: International FOSS4G: Optional<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
This requires managing an effective balance between the competing priorities of:<br />
<br />
* High cost of dedicated childcare.<br />
* Variability and unpredictability of different aged children.<br />
* Retaining a professional conference environment.<br />
* Respecting needs of children, parents, and conference participants.<br />
* Making our conference accessible to a diverse audience, which includes those responsible for children.<br />
<br />
FOSS4G Oceania introduced a Child Friendly Policy in 2018 which can be used as inspiration.<br />
<br />
; See Also:<br />
:* https://foss4g-oceania.org/child-friendly-conference<br />
:* http://cameronshorter.blogspot.com/2018/09/child-friendly-conferences.html<br />
<br />
= Streaming and archiving presentations and keynotes =<br />
<font color="red">Draft, awaiting review</font><br />
* Most FOSS4G's since 2011 (needs checking) have recorded presentations and made them available after the event. <br />
*Since 2014 (needs checking) the proceedings have been live streamed as well as recorded which enables people who are unable to travel to a global FOSS4G to participate online and even ask questions of speakers.<br />
* Recording and publishing helps to spread knowledge and awareness of OSGeo software<br />
<br />
== Videos ==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Videoing presentations extends the reach of conference presentations to a much wider audience, but is logistically challenging, and/or expensive.<br />
<br />
; Relevance:<br />
: International FOSS4G: Strongly Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
Videoing is not easy, nor inexpensive. It adds great value to OSGeo in being able to keep the presentations in perpetuity and to use them in a marketing and educational context. Equally, OSGeo has a broader mandate than an LOC to widen the reach of a FOSS4G conference to people who are unable to attend. However, the primary goal of an Organising Committee is to provide the best possible experience for those who attend the event. Hosting a FOSS4G is first and foremost for the visitors to your city and your paying customers and sponsors. Is it fair to have the Organising Committee (or rather, the paying attendees) pay for it?<br />
<br />
There are also "scrappy" alternatives to get cheaper, poor quality content. Potentially ask attendees to record with mobile phones are upload to a central source.<br />
<br />
As for September 2018, there have been a range of opinions on this topic, and the conference committee is yet to provide clear guidance on a path forward.<br />
<br />
; See Also:<br />
:* [https://lists.osgeo.org/pipermail/conference_dev/2018-September/004890.html Email list thread on videoing]<br />
<br />
=== Vimeo ===<br />
Foss4G runs a vimeo account. Where you can upload 20GB per week. Some conference where uploaded here. A full FOSS4G will produce more than 20GB of material..<br />
* the account will be passed every year after the conference to the next team<br />
* [https://vimeo.com/foss4g FOSS4G Vimeo account]<br />
* Make sure, that you add enough metadata when you publish your video<br />
<br />
There is a video landing page which refers to all videos from the last conferences at [http://video.foss4g.org http://video.foss4g.org]<br />
<br />
An example of a specific landing page for [http://video.foss4g.org/foss4g2016/videos/index.html FOSS4G 2016] is managed separately by the LOC or their video team. The code for the landing page is in [https://git.osgeo.org/gitea/foss4g/video.foss4g.org OSGeo git]. You can request access and build your own landing page. FOSS4G 2014 PDX video index is indeed part of the [http://2014.foss4g.org/schedule/sessions/index.html website schedule].<br />
<br />
=== TIB ===<br />
* [[TIB]] in Hannover is happy to publish our videos from FOSS4G. [[User:Peter Loewe|Peter Loewe]] and [[User:Bastian|Bastian Drees]] are contact persons, see also [[Peter Loewe Videoquotes|Video Quotes]] by Peter<br />
* Read [[FOSS for GIS video tutorials and screencasts|how to publish videos at TIB]].<br />
<br />
=Finances=<br />
==Guarantees==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
The OSGeo foundation can be approached to provide financial guarantees for major FOSS4G events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Optional<br />
: FOSS4G stream / Local Event: Not Relevant<br />
<br />
As per our board priorities:<br />
<br />
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 advances up front in order to secure a venue and possibly a guarantee to underwrite potential losses or liabilities additional to the advance. <br />
<br />
To support and enable these conferences, OSGeo will endevour to retain sufficient capital to offer such guarantees for any FOSS4G event requesting it. <font color="red">August 2015: The Board has been requested to determine the the extent of reserves that it will set aside for this purpose, could be a % or a minimum absolute some or some other formula.</font><br />
<br />
If OSGeo's support is requested, then OSGeo would require a legal body, such as the Local Organising Committee (LOC), or Professional Conference Organisor (PCO), or similar, to enter into an agreement with OSGeo that commits both parties. <font color="red">Cameron Shorter: Noted that legal body need not be the LOC. For FOSS4G 2009, OSGeo signed a contract directly with the PCO.</font><br />
<br />
<font color="red">What follows is a draft set of conditions suggested by [[User:Stevenfeldman | Steven Feldman]] for further comment:</font><br />
<br />
#Any FOSS4G seeking OSGeo’s financial backing should provide a financial plan, which includes:<br />
## Initial advance(s) required and timing<br />
## Potential loss through cancellation at different stages<br />
## Potential loss if conference goes ahead but attendance is less than target<br />
## <font color="red">Cameron Shorter added: Financial reporting schedule, noting how often reports will be provided, and by who (typically by a PCO).</font><br />
## <font color="red">Cameron Shorter added: Mitigation actions which will be initiated should financial targets not be reached. Eg: If we have not received $XXX funds by YYY date, we will cancel the conference, which will result in loosing $ZZZ.</font><br />
#OSGeo will confirm the maximum level that it will underwrite<br />
#OSGeo will need to set aside a reserve to cover the maximum underwritten losses of all FOSS4G events that it is supporting. This will probably limit OSGeo's ability to underwrite multiple events and may require the Conference Committee to select between competing regional events if there are several applications<br />
#The Conference Committee will require a member to join the LOC with financial oversight of expenditure, forecasts and risks. <font color="red">This relies on Conference Committee members volunteering for a very high level of effort joining a LOC and keeping close track of finances and the volume of email. [[User:EliL | - Eli Adam]] </font><br />
#The Conference Committee will need to continuously review financial risk and may require changes to the financial and operational plans of an event. <font color="red">Likewise requires the Conference Committee to be very engaged and deeply aware of the details of potentially two or more conferences. [[User:EliL | - Eli Adam]] </font><br />
#The LOC recognises and understands that OSGeo will not accept unlimited financial liability for their event, any losses exceeding the maximum level underwritten will need to be borne by the LOC or insured locally.<br />
#The LOC agrees to remit xx% of any surplus to OSGeo to support future events and other OSGeo activities <font color="red">(I would suggest at least 85% but no doubt this could be a subject for discussion across the community but it should be standard for all events)</font><br />
#OSGeo will need to draft a legal agreement with the LOC that sets out these terms<br />
<br />
; See Also:<br />
:* Board priorities: http://wiki.osgeo.org/wiki/Board_Meeting_2013-02-26#Conferences_and_related_events<br />
<br />
==FOSS4G nonprofit tax status==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
While The OSGeo foundation continues to pursue nonprofit status, partnering with other like-minded qualifying nonprofit organizations to make FOSS4G a tax exempt event may be desirable. <br />
<br />
; Relevance:<br />
: International FOSS4G: <br />
: Regional FOSS4G: <br />
: FOSS4G stream / Local Event: <br />
<br />
; This is just a place holder to be filled out later once things are determined, see Also:<br />
:* Conference list: http://lists.osgeo.org/pipermail/conference_dev/2013-July/002303.html<br />
<br />
== Budget ==<br />
; See Also<br />
:* [https://docs.google.com/spreadsheets/d/1YdFNuBNaJK2XeA-bs1vU24VA1Qv9HpN8rLs30D9_0zg/edit#gid=1040179171 FOSS4G 2013 final accounts]<br />
<br />
=Metrics=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Past FOSS4G metrics are very valuable for planning future FOSS4G events, and should be collected for all events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
Key questions that we wish to ask of our metrics:<br />
# How many people are likely to come from a future FOSS4G event in region X?<br />
# 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?<br />
# In lead up, when do sponsors sign up?<br />
# Schedule and workshop planners wish to understand the technical expertise of participants. What is the percentage of OSGeo newbies (requiring "Introduction to ..." presentation/workshop).<br />
# Schedule and workshop planners wish to understand which presenters and topics were popular.<br />
# 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.<br />
# How much sponsorship should we expect? Where in the world did previous sponsors come from?<br />
# What is the most effective way to market FOSS4G? How did people hear about FOSS4G?<br />
<br />
Key metrics we wish to collect from attendees:<br />
# Registration date<br />
# City, State, Country<br />
# Sponsor name, amount, sign up date<br />
# Information Source: Past attendee,Friend/colleague,E-mail list,Web badge on open source site,Grapevine,Internet Search,Web advertisement,Magazine advertisement<br />
# Job Description 1:C-Level Executive,Manager,Consultant,Programmer,Scientist,Educator,Mysterious<br />
#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<br />
# Reason For Attending: The Technical Networking,The Workshops & Technical Sessions,The Beer,The Sales Networking,Something Else Altogether<br />
<br />
Metrics to collect about presentations:<br />
# How many people were in the room of each presentation?<br />
# Optional: How interesting was the topic?<br />
# Optional: How good was the speaker?<br />
<br />
; See Also:<br />
:* Collated metrics from past global FOSS4G events: https://docs.google.com/spreadsheets/d/1ux_hFq-C165140ZD48RRImPTHSpXj42OG3nBr9cyZYo/edit#gid=1782600951<br />
* Older version of the same metrics: https://docs.google.com/spreadsheet/ccc?key=0Al9zh8DjmU_RdEZoOUtSeVZRVWtKQzV6R2N5ekdSdlE#gid=57<br />
:* 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<br />
:* FOSS4G 2013 Metrics: http://2013.foss4g.org/Surveys/delegate.html<br />
<br />
=Travel Grants=<br />
The travel grant programme is run by FOSs4G's Conference committee. The first TGP was run in 2017, see [[FOSS4G_Travel_Grant_Programme_2017]]<br />
<br />
This is the old draft, the procedure was based on: [[Draft FOSS4G Travel Grants]]<br />
<br />
=OSGeo Branding=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G conferences are expected to promote the OSGeo Foundation at events.<br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommeded<br />
: FOSS4G stream / Local Event: Recommended<br />
<br />
There is a symbiotic relationship between the OSGeo Foundation, OSGeo projects and FOSS4G conferences around branding. The Foundation and projects maintain valuable promotional material for FOSS4G conferences, and in return the FOSS4G conferences provides a valuable marketing pipeline.<br />
<br />
The extent and nature of OSGeo promotion is dependent upon the size and nature of the event, and availability of volunteers to support the promotional activities. Activities which should be considered are:<br />
<br />
* Include a presentation on an OSGeo topic, often as a keynote. You can find good local presenters at [[OSGeo_Advocate]].<br />
* Provide a free OSGeo booth or stand. Refer to your OSGeo Local Chapter and/or [[OSGeo_Advocate]] list to source volunteer(s) to man the stand. Local Chapters can approach the OSGeo Marketing committee for an [[Exhibition_Pack]]. <br />
* Include an OSGeo logo included in the program and on the conference website.<br />
* Make use of OSGeo-Live, either handing out a USB or DVD to delegates, using OSGeo-Live Virtual Machine in workshops, making use of the OSGeo-Live presentation, displaying the OSGeo-Live Poster. Options listed here: http://wiki.osgeo.org/wiki/Live_GIS_Disc#Including_OSGeo-Live_at_your_event<br />
<br />
; See Also:<br />
:* [[OSGeo_Advocate]]<br />
:* http://wiki.osgeo.org/wiki/Live_GIS_Disc#Including_OSGeo-Live_at_your_event<br />
:* [[Exhibition_Pack]]<br />
<br />
=Time Frame=<br />
<br />
=Program=<br />
<br />
Previous global FOSS4G conferences have had a program similar to the following (regional and local events typically have a similar structure, reduced to match the size of the audience):<br />
* One to two days of workshops. Workshops are generally 3.5 hour instructional sessions, in a computer lab setting. Workshop instructors provide software, data, and materials in exchange for free conference admission. Attended by 200 to 300 people, depending on facilities.<br />
* An “ice breaker” event on the evening before the first day. Usually held in a large bar or restaurant, but could be in any venue that allowed for easy mixing and mingling.<br />
* Three days of Main Conference<br />
** Opening and closing plenary sessions with all attendees at the start and end. Sometimes additional plenary sessions at the start and/or end of conference days.<br />
** Approximately five parallel tracks of presentations, with each presentation consisting of a 20-25 minute talk, 5 minutes of Q&A, and 5 minutes of transition time between talks. Attended by 500-900 people, depending on conference attendance.<br />
** Make the schedule simple. It is far easier to have the lunch break from 12:30 to 14:00 than from 12:20 to 13.50. Try to schedule in no less than half hour slots. <br />
** A “banquet” event on the evening of the second day. Usually held in a “showcase” venue, examples have included: art museum, castle, harbor cruise, cultural restaurant. This '''does not have to be''' a "Gala Dinner" but can be quite informal. <br />
** [Global FOSS4G only] The Sol Katz Award, presented during the closing plenary session. The award is selected and presented by the Sol Katz committee, the conference organizers need only include 15 minutes in the closing plenary schedule for the presentation.<br />
** The OSGeo Annual General Meeting. Interested OSGeo members hear from local chapters, the board, and other speakers on the state of OSGeo. It is up to the Local Committee how to place and organize this (maybe exchange ideas with the [[Board of Directors]]). This could be made into one of the most central events of the conference. So far it was usually places at either end of the conference and up to 200 people showed up. <br />
** Birds of a Feather Sessions. Held after the days presentations, groups self-organize to discuss topics of common interest.<br />
** A lunch time allocated for poster creators to stand next to their posters and talk about them.<br />
* OSGeo Directors Face-to-Face Meeting. Held before or after the conference, in a board room or meeting room provided by the conference organizers.<br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
; See Also:<br />
:* RFP: http://svn.osgeo.org/osgeo/foss4g/rfp/<br />
:* http://2013.foss4g.org/programme/<br />
:* http://2011.foss4g.org/program<br />
<br />
== Workshops ==<br />
<br />
<font color="red">Draft, awaiting review</font><br />
<br />
Workshops are an valuable component of every FOSS4G conference. They require a lot of preparation for both presenters and conference organizers! As such, be sure to have a dedicated team manage everything around workshops. <br />
<br />
Workshops are generally 3.5 hour instructional sessions, in a computer lab setting. Workshop instructors provide software, data, and materials in exchange for free conference admission. Attended by 200 to 300 people, depending on facilities. <br />
<br />
; Relevance:<br />
: International FOSS4G: Mandatory<br />
: Regional FOSS4G: Recommended<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
; Workshop Call for Proposal<br />
The Call for Proposal can be aligned with the regular presentation Call for Papers (see below).<br />
<br />
; Workshop Selection<br />
The workshops selection starts with a Call for Proposal. Anybody can submit a workshop proposal. The selection follows a few clear rules: <br />
* Graduated OSGeo projects get precedence over incubating projects over others. <br />
* Each graduated OSGeo project will receive one slot provided there are enough in total. If not first come first serve. <br />
** Graduated OSGeo projects have to submit a workshop proposal just like anybody else. <br />
** The Local Organizing Committee can decide to not accept a workshop but has to provide valid reasons to the submitting party. This should not be done on public mailing lists. In case of bitter resentment include the board of directors. <br />
** If a graduated project does not convincingly confirm their participation slots are filled up by other active projects.<br />
** Workshop leader/s have to register until x weeks before the conference.<br />
* Individuals and organizations are encouraged to collaborate on joint workshops.<br />
* Ideally a few slots should be reserved for workshops that may be not tech related for example for the Education and Data committees. <br />
<br />
Final adjudication lies with the LOC!!!<br />
<br />
=== Workshop Venue ===<br />
The workshop venue requires careful planning! The computer lab systems need to be able to boot from USB. Internet connectivity is a must, both broad and fast. Ports need to be open, besides regular HTTP and HTTPS especially SSH but also "strange" manually configured ports. In general this should not pose a threat to the surrounding network or hardware because we boot from a self contained environment. All the same this must be communicated to the system admins of the host systems so that they are comfortable. <br />
<br />
=== Software Environment ===<br />
It is recommended to prepare USB memory sticks with the most recent OSGeo Live Environment. Ideally everything should already equipped with workshop specific software and data. This requires some pushing and nudging of the workshop teacher who may in some cases be very hard to get.<br />
<br />
== Presentations ==<br />
Presentations are the heart and soul of the conference and form a large part of the attractiveness. A lot of time and energy will go into making a good program. There are at least as many opinions on how a program should look like as there are people in the community. There is no silver bullet that will solve every problem and insure that everybody will be happy. Therefore it is good practice to make the Program Committee have the last say. <br />
<br />
=== Call for Papers ===<br />
The Call for Papers typically starts x months before the conference and runs for x weeks. The exact dates depend on local conditions, time of the years, size of the program committee and so on. It should be as late as possible to allow up-to-date information. The program should be published as soon as possible to attract local attendees who will only come if the program is attractive. <br />
<br />
The LOC has to expect that more than half of the submissions are submitted within last two days of the CfP and that up to 30% are submitted with '''the last hours''' of the call. Relax, there have always been enough submission. Still, many conferences extend the CfP. If the LOC does '''not''' plan to extend the CfP it should be very vocal about this.<br />
<br />
=== Submission of papers ===<br />
Abstracts for talks are usually submitted via an online system. This can be based on the system developed over the past years by OSGeo community members or something new, this is entirely up to the LOC. Successful submission of an abstract should be acknowledged, preferably automatically.<br />
<br />
=== Strategic Talks ===<br />
The Program Committee should make sure that the program is balanced and that specific topics are not left out. One topic that is easily forgotten is a general introduction to Open Source development, licensing and associated business models. Both the actively voting community and the program committee members are usually deeply involved with Open Source and want to learn about the "bleeding edge" and are bored by annually recurring talks about things well known. But the FOSS4G conference also attracts a large group of "Open Source Newbies" who have no or very little understanding of the Open Source geospatial environment and ecosystem. <br />
<br />
Other topics of strategic interest may be geared towards the specific region, remember that typically more than 50% of the attendees come from region where the conference takes place.<br />
<br />
=== Selection and Evaluation of the Presentations ===<br />
'''WARNING: ''' ''The selection process has lead to some unhappiness in the community in past iterations of the conference. The most important take away from related discussions appears to be that the process has to be communicated openly. Having said that it has always been OSGeo policy to give the Local Organizing Committee the final say and fully support its decisions. ''<br />
<br />
==== Step 1: Community Voting ====<br />
The selection process has '''so far''' been to allow the community (that is anybody) a chance to read the abstracts and make a positive vote: <br />
* 0 = no interest<br />
* 1 = medium interest<br />
* 2 = high interest<br />
<br />
==== Step 2: Program Committee Voting ====<br />
After community voting the Program Committee goes through the list and checks for duplicates, both in content and also to make sure that presenter / submitting organization are not over represented, skewed. Presentation which miss the point of the conference (for example not related to Free and Open Source and Geo) are usually filtered out reliably. Then the Program Committee votes on <br />
<br />
==== Step 3: Program Compilation ====<br />
One topic that is easily forgotten is a general introduction to Open Source development, licensing and associated business models (see also "Strategic Talks"). Another topic that might be underrepresented if it is only compiled by involved experts are Use Cases with Open Source. In general the program should cater for the following areas of interest: <br />
# Introduction to Open source and the OSGeo Foundation<br />
# Business models and the "way of Open Source"<br />
# Tech talks<br />
# Use cases<br />
<br />
===Classification of Papers in Sessions===<br />
===Details about Speakers and Publication of the Program===<br />
<br />
== Academic Track ==<br />
[[FOSS4G Notes on Academic Track]]<br />
==Community Sessions==<br />
==Birds of a Feather Sessions (BoF)==<br />
<font color="red">Draft, awaiting review</font><br />
<br />
FOSS4G conferences provide a great opportunity for like minded people to network and brainstorm ideas, and "Birds of a Feather" meetings provide a good forum for this.<br />
<br />
Conference organisers can delegate specific timeslots. Breakfasts and dinners are often good for these events.<br />
<br />
Typically you create a wiki page for participants to define a "Birds of a Feather" session which are available for participants to choose. The wiki typically includes:<br />
* Title<br />
* Proposed topics<br />
* Timeslot<br />
* People (people self register by adding their names)<br />
These sessions can also be written on butcher paper or white boards on walls around the conference somewhere.<br />
<br />
Sessions can take any structure participants choose to select, but are typically informal and unstructured. A good number of participants for such an event is 4 to 8, which is small enough for all to participate in a conversation without splitting into multiple groups. Bigger does work, but typically requires more structured control of the conversation.<br />
<br />
People wishing to set up a Birds of a Feather session should consider inviting specific people they wish to join the event and ensure you get a critical mass. <br />
<br />
; Relevance:<br />
: International FOSS4G: Recommended<br />
: Regional FOSS4G: Recommeded<br />
: FOSS4G stream / Local Event: Optional<br />
<br />
==Posters==<br />
==Conference Opening==<br />
== Keynotes ==<br />
Keynotes are selected by the LOC and Program Committee at their own discretion. Typically one keynote is given by a high ranking OSGeo officer, for example the president or a board representative and reflects on OSGeo, addresses the community and invites Newbies to join the party.<br />
<br />
== Closing Session ==<br />
It is a good habit to have a drawing with prizes (often donated by sponsors) at the end of the conference. It is also a good habit to have a prominent speaker or well known guest close the conference with a keynote. Both will help to have a captivate and keep attendees until the end of the event. <br />
<br />
=== Drawing ===<br />
Feedback from attendees is invaluable. Therefore the conference package should include a feedback form (potentially also as an online version?). Returned feedback forms participate in the drawing and can win a prize at the end of the conference.<br />
<br />
=Social Events=<br />
==Unofficial start==<br />
==Social Event==<br />
==Members' Meeting==<br />
=Exhibition=<br />
* Event should provide an OSGeo booth - read more at [[Operate OSGeo Booth]]<br />
* Event should include [[OSGeo Advocate]] speaker who would present on an aspect of OSGeo<br />
* The OSGeo advocate(s) are expected to coordinate and man the OSGeo booth<br />
* The OSGeo [[Local Chapters]] are strongly encouraged to hang out at the OSGeo booth<br />
<br />
=Sponsors=<br />
<br />
<font color= "red"> Draft by Steven Feldman 2019-06 needs further discussion </font color><br />
<br />
It is almost certain that you will need to obtain sponsorship to make your FOSS4G financially viable and affordable for delegates. These tips may help you to generate sponsorship income and to provide a good experience for your sponsors which hopefully will encourage them to sponsor future events.<br />
<br />
==Get Sponsors on board early==<br />
<br />
The sooner you have your sponsors on board the better, they provide some financial security for your event, early cash flow to cover your deposits etc and a lot of publicity opportunities to promote the event.<br />
* Plan your sponsorship tiers, charges, what benefits sponsors get at each level (remember to cost in any free conference passes that you are offering)<br />
* Prepare a sponsorship brochure or page on your web site as early as you can<br />
* Delegate at least one member of your LOC to be responsible for liaison with sponsors<br />
* Make a list of sponsor targets and include the sponsors from the previous 2 or 3 FOSS4Gs<br />
* Start your sponsorship campaign as early as you can, if your event is running in August or September you should aim to start your campaign in October or November of the previous year.<br />
* Consider offering an early bird discount on your sponsorship rates (say 10% if you confirm and pay by 28th February)<br />
* Consider asking for a voluntary donation from sponsors to the Travel Grant programme (e.g. give back their early bird discount) and offer extra recognition for this.<br />
* Wait to announce sponsors or display their logos on your web site until they have paid their sponsorship invoices<br />
<br />
==Looking after sponsors==<br />
<br />
Your relationship with sponsors does not end when you receive their money! That is just the beginning. Consider your sponsors as customers of your FOSS4G and look after them.<br />
* Designate a member of the team and possibly someone from your PCO to be the point of contact with sponsors<br />
* Communicate with sponsors regularly giving them updates on speakers, side events etc<br />
* Look for win win opportunities with sponsors e.g. facilitating new product launches, competitions and other activities<br />
* If you are running an exhibition space be clear about what facilities you are providing and what the sponsor must do (and by when!)<br />
* Consider running a Sponsors reception or breakfast as a way of saying thank you to sponsors. Remember to ask any OSGeo board members who will be at the event to participate.<br />
<br />
=Media Sponsors=<br />
=Participant Involvement=<br />
<br />
== Privacy Statement ==<br />
Please consider adding something along the lines of: <br />
<br />
'' by submitting your email address you consent to us sharing your details ''<br />
'' for the purpose of keeping you informed of future similar events. You can ''<br />
'' unsubscribe from these communications at anytime using the unsubscribe links provided.''<br />
<br />
==Visa and invitation letter==<br />
<br />
Some countries require visa. To ease the immigration formalities to enter the respective host countries, an invitation letter ([http://www.cic.gc.ca/english/visit/business-letter.asp example]) smooth the visa request.<br />
<br />
<br />
==Registration==<br />
==Printed Program==<br />
==Bags==<br />
==T Shirt==<br />
== OSGeo-Live ==<br />
* [http://live.osgeo.org OSGeo Live]<br />
* The OSGeo-Live team that provides an image of a collection of over 50 software projects and data and tutorials every 6 months<br />
* The OSGeo-live team prepares a version before FOSS4G that can be used at the conference in the workshops, at presentation notebooks & and can be given away to the delegates as bootable USB drives. This is a great opportunity to spread OSGeo software and promote OSGeo!<br />
* The OSGeo-Live team adds OSM data from the region where FOSS4G takes place (e.g. data from Bonn was added in 2016)<br />
* The OSGeo-live team can add your FOSS4G-Logo or material on the image<br />
* The OSGeo-Live team will help you with USB and image - please contact them on the mailing list<br />
* Get information about the OSGeo-Live team [https://wiki.osgeo.org/wiki/Live_GIS_Disc here]<br />
* Workshops with OSGeo-Live: trainer can refer to Workshop material [[https://trac.osgeo.org/osgeo/wiki/Live_GIS_Workshop_Install here]] (there is a link on the desktop of OSGeo-Live which will open the url)<br />
<br />
==Location, Directions==<br />
==Hotels==<br />
==Other local information==<br />
== Internet Access ==<br />
Most venues do not have enough bandwidth or access points, so consider paying for extra if you can and start early in working with the venue! It can take a lot of planning simply to upgrade the access at the site, even after convincing the venue of the requirements. Be aware that conference venues may be used to large events, but may not realize that "tech-events" have a much larger bandwidth requirement per delegate than other conferences. Delegates are likely to have more than one device, may require non-default ports to be opened (for committing code and so on) and may wish to download large files such as new software during the event. <br />
<br />
=== Ports ===<br />
All ports should be open. This includes the lower levels for SSH, FTP, etc. but also "odd" ports like 6667 and neighboring for IRC, etc.<br />
* FTP (20 and 21)<br />
* SSH (22)<br />
* TELNET (23)<br />
* SMTP (25)<br />
* IMAP (143, 456, 465, 587, 993, ++)<br />
* SSL (443) and HTTP (80)<br />
* TCP ports 6660–6669, 7000<br />
<br />
You may need to work quite hard to convince the conference venue of your requirements, but success or failure with connectivity can make or break an event. Past FOSS4G Local Teams suggested a penalty clause in the contract in the case of WiFi underperformance and an action plan to agree the provision. Apparently this was then never done but it may be an idea to make sure that things work.<br />
<br />
==Cloakroom==<br />
==Proceedings==<br />
<br />
=On Site: Avoid waste and CO2 footprint=<br />
<font color="red">Draft, awaiting review</font><br />
<br />
As an open community, that targets on improving our society, we strongly recommend LOC's to plan, how to avoid waste and offer possibilities to the participants to reduce their CO2 footprint. This includes all levels of material. For instance you can:<br />
<br />
* avoid single way dishes and silverware and other one-way stuff like drinking bottles<br />
* think about having a non-printed program<br />
* ask sponsors not to bring too much material and/or only material printed on recycled material in an ecological manner<br />
* offer a link to a CO2-compensating company, e.g. atmosfair, oeko-fair<br />
* verify to buy T-Shirts based on fair-trade with ecological backgrounds<br />
* reduce cooling down by air-conditioners <br />
* .. (more proposals here)<br />
<br />
If possible, inform your attendees about your means to avoid CO2 emission and reduction of waste and ask them to co-ordinate.<br />
<br />
=Premises=<br />
<br />
=survey participants=<br />
=See Also=<br />
*[[https://wiki.osgeo.org/wiki/Past_FOSS4G_Reports Past FOSS4G Conference Reports]] provides the attendance, sponsorship and financial reports for each FOSS4G. This is a valuable resource for anyone considering submitting a proposal for a FOSS4G events<br />
*[[FOSS4G 2016 Lessons Learned|2016]]<br />
*[[FOSS4G 2015 Lessons Learned|2015]] <br />
*[[FOSS4G 2014 Lessons Learned|2014]] <br />
*[[FOSS4G2013_Reflections_by_the_LOC|2013]] <br />
*[[FOSS4G 2012 Lessons Learned|2012]] <br />
*[[FOSS4G 2011 Lessons Learned|2011]] <br />
*[[FOSS4G 2010 Lessons Learned|2010]] <br />
*[[FOSS4G 2009 Lessons Learned|2009]] <br />
*[[FOSS4G2008 Lessons Learned|2008]] <br />
*[[FOSS4G2007 Lessons Learned|2007]]<br />
* [http://www.fossgis.de/wiki/Handbuch German FOSSGIS Handbook in German], and an [http://arnulf.us/publications/fossgis_handbook.html English translation]<br />
* FOSS4G Request for Proposal (RFP) documents: http://svn.osgeo.org/osgeo/foss4g/<br />
<br />
Howtos from related conferences:<br />
* [http://wiki.linux.org.au/LCA_HOWTO Linux Australia Conference Howto]<br />
* [http://www.ecoop.org/resources/HowTo.pdf ECOOP Conference Howto]<br />
<br />
[[Category:FOSS4G]]<br />
[[Category:Events]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G&diff=127391FOSS4G2021-10-24T17:11:15Z<p>Delawen: Adding FOSS4G 2021 to overview of past conferences and attendances</p>
<hr />
<div>== Introduction ==<br />
FOSS4G is the acronym for Free and Open Source Software for Geospatial. It is the annual recurring global event hosted by OSGeo since it's inception in 2006. Its predecessors were rooted in the GRASS and MapServer communities and can be traced back to the beginning of this millennium. Find all recent conference web sites under the year followed by foss4g.org as in http://2011.foss4g.org/<br />
<br />
== History of the Acronym ==<br />
<br />
The FOSS4G was first coined in early 2004 as an acronym for Free and Open Source Software for Geoinformatics by a research group working on I18N of GRASS and MapServer. The first publication defining and using the FOSS4G acronym was published in Japan in March 2004 in a paper entitled [http://dlisv03.media.osaka-cu.ac.jp/contents/osakacu/kiyo/DB00011169.pdf "Development of training material and internationalization of GRASS GIS and MapServer for advancing FOSS4G solutions"] published in the Bulletin of Osaka City University Media Center(ISSN: 1345-4145). It was later used at the<br />
<!-- [http://gisws.media.osaka-cu.ac.jp/grass04/index.php Free/Libre and Open Source Software for Geoinformatics: GIS-GRASS Users Conference] --><br />
[http://www.ces.iisc.ernet.in/energy/water/paper/fossgrdss/conference.htm Free/Libre and Open Source Software for Geoinformatics: GIS-GRASS Users Conference]<br />
held between September 12 - 14, 2004 in Bangkok, Thailand in a publication entitled [http://gisws.media.osaka-cu.ac.jp/grass04/viewabstract.php?id=33 Implementation of Web Map Server Test-bed and Development of Training Material for Advancing FOSS4G Solutions] and subsequently in several<br />
other international and national conferences and meetings.<br />
<br />
<br />
[[File:foss4g2004bkk.jpg]]<br />
<br />
== History of foss4g.org domain name ==<br />
<br />
The foss4g.org (and grass-japan.org) domain was registered to make available to the public the outcome of the project on Internationalization of GRASS5.0 and Mapserver. The project was funded by IPA (Information-technology Promotion Agency,Japan). The project was carried in cooperation between Orkney Inc. and Osaka City University(OCU). Apart form software internationalization (i18n), OCU was also responsible for testing, preparation of test data, sample applications and implementation and management of the portal site. The main portal site was made available at www.foss4g.org/FOSS4G/ and also www.grass-japan.org/FOSS4G/<br />
<br />
The domains were registered with Venkatesh Raghavan (aka Venka)and Shinji Masumoto of Osaka City University, Japan in 2003 and the project portal site went online in March 2004. Venkatesh Raghavan (aka Venka)and Shinji Masumoto agreed to donate the foss4g.org domain name to OSGeo on 3rd October 2007 with the understanding that there will be no restrictions on the free usage of the FOSS4G acronym for the legitimate purpose of promoting Free and Open Source Software for Geoinformatics. Subsequent to the transfer of foss4g.org domain name to OSGeo, it was used as a domain name for FOSS4G events since FOSS4G2008 held in Cape Town, South Africa.<br />
<br />
== Organizing FOSS4G ==<br />
The OSGeo [[Conference Committee]] is the steadying factor of FOSS4G over the years. Organization of FOSS4G starts roughly 2 years in advance as the venue rotates around the world when a call for bids is sent out.<br />
<br />
=== Local Organizing Committee ===<br />
All the hands-on ground work is done by a volunteering Local Organizing Committees that form each year and have so far always excelled themselves at putting together a great conference. OSGeo is very thankful and excited to see this much effort going into each conference. As of 2007 all conference web sites can be found under the generic OSGeo URL by replacing the year as in http://2010.foss4g.org/ <br />
<br />
=== Overview of past conferences and attendances ===<br />
{| border="1"<br />
! Event !! Location !! Number of Attendees<br />
-<br />
|-<br />
| [[FOSS4G 2021]] || Online - Buenos Aires, Argentina || 1800~2000<br />
|-<br />
| [[FOSS4G 2019]] || Bucharest, Romania || 1.032<br />
|-<br />
| [[FOSS4G 2018]] || Dar es Salaam, Tanzania || 1.057<br />
|-<br />
| [[FOSS4G 2017]] || Boston, USA || 1.162<br />
|-<br />
| [[FOSS4G 2016]] || Bonn, Germany || 889<br />
|-<br />
| [[FOSS4G 2015]] || Seoul, South Korea || 562<br />
|-<br />
| [[FOSS4G 2014]] || Portland, OR, USA || 858<br />
|-<br />
| [[FOSS4G 2013]] || Nottingham, England || ~800<br />
|-<br />
| [[FOSS4G 2012]] || Beijing, China || cancelled<br />
|-<br />
| [[FOSS4G 2011]] || Denver, USA || 914<br />
|-<br />
| [[FOSS4G 2010]] || Barcelona, Spain || 869<br />
|-<br />
| [[FOSS4G 2009]] || Sydney, Australia || 436<br />
|-<br />
| [[FOSS4G 2008]] || Cape Town, South Africa || 550<br />
|-<br />
| [[FOSS4G 2007]] || Victoria, Canada || 721<br />
|-<br />
| [[FOSS4G2006 | FOSS4G 2006]] || Lausanne, Switzland || 560<br />
|-<br />
| 2005 OSG conference || Minneapolis, MN || 350<br />
|-<br />
| [http://www.omsug.ca/osgis2004/ OSGIS 2004] || Ottawa, Canada || ~200<br />
|-<br />
| FOSS4G 2004 - [http://gisws.media.osaka-cu.ac.jp/grass04/ Free/Libre and Open Source Software for Geoinformatics]: GIS-GRASS Users Conference || Bangkok, Thailand || ~150<br />
|-<br />
| 2003 Mapserver Users Meeting || St Paul, MN, United States || 125<br />
|-<br />
| [http://www.ing.unitn.it/~grass/conferences/GRASS2002/home.html Open Source Free Software GIS] - GRASS users conference 2002 || Trento, Italy || 140<br />
|}<br />
<br />
More detailed metrics of the more recent conferences are here: https://docs.google.com/spreadsheets/d/1BpkO5WOFQ_DZEWNMLj_hAhEre0m0io_j-JGf7geAW5Y/edit?hl=en_GB#gid=57<br />
<br />
== Localized FOSS4G Conferences ==<br />
Some Local Chapters put on localized FOSS4G conferences, for example:<br />
* [http://www.osgeo.kr/ Korean chapter] has held annual FOSS4G Korea conference in Seoul since 2011. <br />
* [http://www.osgeo.jp/ Japan chapter] holds FOSS4G events in Tokyo, Osaka, and Hokkaido each year. <br />
* Germany has the [[FOSSGIS]] conferences in German language. <br />
* Portugal Local Chapter conferences: [http://osgeopt.pt/sasig4 SASIG 4, Guimarães, 2011], [http://lisboa.sigaberto.org SASIG III, Lisboa, 2010], [http://evora.sigaberto.org SASIG II, Évora, 2009], [http://agueda.sigaberto.org SASIG, Águeda, 2008]<br />
* [http://foss4g-na.org/ FOSS4G North America] is an annual event since 2012<br />
* [[Europe]] (formerly "Central and Eastern Europe") is an annual event since 2012<br />
* [http://www.foss4g.org.ar/ FOSS4G Argentina] first occurred in 2013<br />
* [http://lsi.iiit.ac.in/foss4gindia/ FOSS4G India] first occurred in 2013<br />
* [https://osgeo.nl Dutch Local Chapter] had annual OSGeo.nl Day starting in 2012, rebranded to [https://foss4g.nl/ FOSS4G-NL] starting in 2017<br />
* [https://wiki.osgeo.org/wiki/Oceania OSGeo Oceania] organises the annual [https://foss4g-oceania.org/ FOSS4G SotM Oceania] since [https://2018.foss4g-oceania.org 2018].<br />
* ''(please add your own event)''<br />
<br />
=== Roll Your Own Conference ===<br />
If you are interested in organizing "your own" conference please contact the [[Conference Committee]] and advertize on the Discuss Mailing List. OSGeo is always interested in lending a helping hand to seed organize local events. We are also building a [[FOSS4G Cookbook]] to help in planning and executing a FOSS4G conference.<br />
<br />
=== Using the Name FOSS4G ===<br />
FOSS4G is not registered as a trademark but has a long tradition of being used in the context of Free and Open Source Software for Geospatial. The domain was originally registered by [[Venkatesh Raghavan]] (Venka) who later graciously [http://lists.osgeo.org/pipermail/conference_dev/2007-August/000379.html donated] it to OSGeo - under the condition that using the name should stay open to anybody who does something reasonably related to Free and Open Source Geospatial. If you are not sure, simply ask on the main mailing list (starting from [http://lists.osgeo.org/pipermail/discuss/2011-November/009762.html here]).<br />
<br />
<br />
[[Category:FOSS4G]]<br />
[[Category:History]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021/Indigenous_Hackathon&diff=127284FOSS4G 2021/Indigenous Hackathon2021-09-15T14:56:29Z<p>Delawen: </p>
<hr />
<div>== Indigenous Hackathon ==<br />
<br />
The Group on Earth Observations (GEO) Indigenous Alliance in partnership with Space4Innovation is announcing the Indigenous FOSS4G Hackathon 2021: a hackathon by and for Indigenous communities. The challenges of the hackathon will be co-designed by Indigenous communities from around the world during a series of pre-hacks.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October 1-2, 2021. Everyone is welcome to participate. Join Indigenous communities in co-designing their own culturally appropriate ICT solutions using open source data and tools to address the challenges they face.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will help maximise the social benefits of open data<br />
and tools by:<br />
<br />
* Increasing awareness of Indigenous Peoples' specific data needs and priorities;<br />
* Promoting the use of open EO data among Indigenous communities to address local issues;<br />
* Improving and strengthening Indigenous/local culture through the use of open EO data and ICTs; and<br />
* Improving cross-cultural communication between local communities, the FOSS4G<br />
community and data providers.<br />
<br />
Some of our previous Indigenous Hackathons:<br />
<br />
* “Interview: The winners of the GEO Indigenous Hack4Covid launch the Visibilidade Quilombola app.”<br />
February 10, 2021<br />
https://www.earthobservations.org/geo_blog_obs.php?id=489<br />
<br />
* “Meet the winning teams from the GEO Indigenous Hack4Covid Event”, June 19, 2020<br />
https://www.earthobservations.org/geo_blog_obs.php?id=440<br />
<br />
* “GEO Indigenous Alliance Founder Addresses Earth Data Providers”, by NASA June 5th, 2020<br />
https://appliedsciences.nasa.gov/our-impact/news/geo-indigenous-alliance-founder-addresses-earth-<br />
data-providers<br />
<br />
* “GEO Indigenous COVID-19 Hackathon 2020”, May 25, 2020<br />
http://earthobservations.org/geo_blog_obs.php?id=432<br />
<br />
* “Teams from Africa Win at GEO Indigenous Hack4Covid Event”, June 22, 2020<br />
https://opportunities.africanews.space/teams-from-africa-win-at-geo-indigenous-hack4covid-event/<br />
<br />
* “Engineering students link GIS technology with Indigenous knowledge”, January 28,2020<br />
https://createdigital.org.au/engineering-students-link-gis-technology-indigenous-knowledge/<br />
<br />
We look forward to seeing you there!<br />
<br />
=== When ===<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October1-2,2021<br />
<br />
=== Where ===<br />
Online. You will receive a link to our WorkAdventu.re room on your email.<br />
<br />
== Registered Attendees ==<br />
The code sprint is free of charge but we kindly ask you to answer this form to register:<br />
https://docs.google.com/forms/d/e/1FAIpQLSctX9jWV_h8l7goSUXjJCSyh2QxZkw83_X9hPE-AKGVV065ng/viewform?usp=sf_link</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021/Indigenous_Hackathon&diff=127281FOSS4G 2021/Indigenous Hackathon2021-09-14T07:25:18Z<p>Delawen: </p>
<hr />
<div>== Indigenous Hackathon ==<br />
<br />
The Group on Earth Observations (GEO) Indigenous Alliance in partnership with Space4Innovation is announcing the Indigenous FOSS4G Hackathon 2021: a hackathon by and for Indigenous communities. The challenges of the hackathon will be co-designed by Indigenous communities from around the world during a series of pre-hacks.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October 1-2, 2021. Everyone is welcome to participate. Join Indigenous communities in co-designing their own culturally appropriate ICT solutions using open source data and tools to address the challenges they face.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will help maximise the social benefits of open data<br />
and tools by:<br />
<br />
* Increasing awareness of Indigenous Peoples' specific data needs and priorities;<br />
* Promoting the use of open EO data among Indigenous communities to address local issues;<br />
* Improving and strengthening Indigenous/local culture through the use of open EO data and ICTs; and<br />
* Improving cross-cultural communication between local communities, the FOSS4G<br />
community and data providers.<br />
<br />
Some of our previous Indigenous Hackathons:<br />
<br />
* “Interview: The winners of the GEO Indigenous Hack4Covid launch the Visibilidade Quilombola app.”<br />
February 10, 2021<br />
https://www.earthobservations.org/geo_blog_obs.php?id=489<br />
<br />
* “Meet the winning teams from the GEO Indigenous Hack4Covid Event”, June 19, 2020<br />
https://www.earthobservations.org/geo_blog_obs.php?id=440<br />
<br />
* “GEO Indigenous Alliance Founder Addresses Earth Data Providers”, by NASA June 5th, 2020<br />
https://appliedsciences.nasa.gov/our-impact/news/geo-indigenous-alliance-founder-addresses-earth-<br />
data-providers<br />
<br />
* “GEO Indigenous COVID-19 Hackathon 2020”, May 25, 2020<br />
http://earthobservations.org/geo_blog_obs.php?id=432<br />
<br />
* “Teams from Africa Win at GEO Indigenous Hack4Covid Event”, June 22, 2020<br />
https://opportunities.africanews.space/teams-from-africa-win-at-geo-indigenous-hack4covid-event/<br />
<br />
* “Engineering students link GIS technology with Indigenous knowledge”, January 28,2020<br />
https://createdigital.org.au/engineering-students-link-gis-technology-indigenous-knowledge/<br />
<br />
We look forward to seeing you there!<br />
<br />
=== When ===<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October1-2,2021<br />
<br />
=== Where ===<br />
Online, we will use [https://workadventu.re/ WorkAdventu.re].<br />
<br />
== Registered Attendees ==<br />
The code sprint is free of charge but we kindly ask you to write down your name for better planning.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021/Indigenous_Hackathon&diff=127280FOSS4G 2021/Indigenous Hackathon2021-09-14T07:24:24Z<p>Delawen: Created page with "== Indigenous Hackathon == The Group on Earth Observations (GEO) Indigenous Alliance in partnership with Space4Innovation is announcing the Indigenous FOSS4G Hackathon 2021:..."</p>
<hr />
<div>== Indigenous Hackathon ==<br />
<br />
The Group on Earth Observations (GEO) Indigenous Alliance in partnership with Space4Innovation is announcing the Indigenous FOSS4G Hackathon 2021: a hackathon by and for Indigenous communities. The challenges of the hackathon will be co-designed by Indigenous communities from around the world during a series of pre-hacks.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October 1-2, 2021. Everyone is welcome to participate. Join Indigenous communities in co-designing their own culturally appropriate ICT solutions using open source data and tools to address the challenges they face.<br />
<br />
The Indigenous FOSS4G Hackathon 2021 will help maximise the social benefits of open data<br />
and tools by:<br />
<br />
* Increasing awareness of Indigenous Peoples' specific data needs and priorities;<br />
* Promoting the use of open EO data among Indigenous communities to address local<br />
issues;<br />
* Improving and strengthening Indigenous/local culture through the use of open EO<br />
data and ICTs; and<br />
* Improving cross-cultural communication between local communities, the FOSS4G<br />
community and data providers.<br />
<br />
Some of our previous Indigenous Hackathons:<br />
<br />
* “Interview: The winners of the GEO Indigenous Hack4Covid launch the Visibilidade Quilombola app.”<br />
February 10, 2021<br />
https://www.earthobservations.org/geo_blog_obs.php?id=489<br />
<br />
* “Meet the winning teams from the GEO Indigenous Hack4Covid Event”, June 19, 2020<br />
https://www.earthobservations.org/geo_blog_obs.php?id=440<br />
<br />
* “GEO Indigenous Alliance Founder Addresses Earth Data Providers”, by NASA June 5th, 2020<br />
https://appliedsciences.nasa.gov/our-impact/news/geo-indigenous-alliance-founder-addresses-earth-<br />
data-providers<br />
<br />
* “GEO Indigenous COVID-19 Hackathon 2020”, May 25, 2020<br />
http://earthobservations.org/geo_blog_obs.php?id=432<br />
<br />
* “Teams from Africa Win at GEO Indigenous Hack4Covid Event”, June 22, 2020<br />
https://opportunities.africanews.space/teams-from-africa-win-at-geo-indigenous-hack4covid-event/<br />
<br />
* “Engineering students link GIS technology with Indigenous knowledge”, January 28,2020<br />
https://createdigital.org.au/engineering-students-link-gis-technology-indigenous-knowledge/<br />
<br />
Please, register at: https://wiki.osgeo.org/wiki/FOSS4G_2021/Community_sprint<br />
<br />
We look forward to seeing you there!=== When ===<br />
The Indigenous FOSS4G Hackathon 2021 will take place virtually on October1-2,2021<br />
<br />
=== Where ===<br />
Online, we will use [https://workadventu.re/ WorkAdventu.re].<br />
<br />
== Registered Attendees ==<br />
The code sprint is free of charge but we kindly ask you to write down your name for better planning.</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021/Concurso_logo&diff=124533FOSS4G 2021/Concurso logo2020-05-24T10:18:19Z<p>Delawen: Adding English version</p>
<hr />
<div>= Introducción =<br />
El Comité Organizador de FOSS4G 2021 anuncia la convocatoria para diseño de su logo. Necesitamos tu ayuda para construir un logotipo fuerte y reconocible para la primera FOSS4G internacional en Latinoamérica, que se celebrará en el 2021 en la Ciudad de Buenos Aires, Argentina.<br />
<br />
Los participantes pueden ser personas físicas grupos de personas o incluso alguna empresa de diseño. <br />
<br />
Para participar solo hace falta enviar el diseño de acuerdo a las bases y condiciones. <br />
Todas las piezas utilizadas para la creacion del logo debera tener licencia y autoría abierta. Al enviar el diseño se ceden los derechos de autoría a OSGeo para ser utilizado en diversos medios de comunicación. <br />
Así mismo el comité organizador podrá agregar modificaciones al diseño si así lo desea.<br />
<br />
Los interesados podrán enviar sus diseños hasta el miércoles 17 de junio de 2020.<br />
El ganador será anunciado en la página y las redes sociales oficiales la primer semana de julio de 2020<br />
<br />
La versión en inglés de este documento está en [[FOSS4G_2021/Logo_Contest]].<br />
<br />
= Bases y Condiciones del concurso: =<br />
<br />
==¿En qué formato hay que enviar el diseño?==<br />
* El diseño debe ser enviado en los formatos PNG y SVG. <br />
Si no estás familiarizado con estos formatos, aún así participa en la competencia, podemos ayudarte.<br />
<br />
==¿Dónde enviar diseño?==<br />
* El diseño debe ser subido como adjunto a https://wiki.osgeo.org/wiki/FOSS4G_2021/Logo_Entries<br />
* Si por alguna razón no es posible subir el diseño, puedes contactar con nosotros a través del correo mailto:foss4g2021ba@gmail.com<br />
<br />
==¿Qué requisitos debe cumplir el diseño?==<br />
* El diseño debe incluir la cinta distintiva de OSGeo (FOSS4G ribbon) que se encuentra en https://wiki.osgeo.org/wiki/File:FOSS4G_ribbon.pdf. '''Este requisito es excluyente.'''<br />
* Debe contener el texto FOSS4G 2021 y Buenos Aires. '''Este requisito es excluyente.'''<br />
* Las tipografías del diseño deben ser de licencia abierta. Si la fuente está basada en una imagen, ésta deberá ser de licencia abierta. '''Este requisito es excluyente.'''<br />
* No ser similar a los logos de otras conferencias geoespaciales (SOTM,...)<br />
* No ser similar a los logos de patrocinadores potenciales o empresas del sector<br />
* Se valorará la implementación en el diseño de objetos y/o lugares que hagan referencia a Buenos Aires. Ej: obelisco, puente de la mujer, flor, planetario, guarda pampa, tango y otros.<br />
* El diseño será utilizado en los membretes de la papelería oficial diseñada especialmente para el evento.<br />
* El diseño debe poder ser utilizado tanto en grandes carteles y pancartas, como también en pequeñas calcomanías autoadhesivas, en remeras, bolsos y otros artículos diseñados para el evento.<br />
* El diseño en su versión color se debe ver claramente sobre fondos claros y oscuros (Ej. remeras blancas y remeras negras), no debe incluir degradados y los colores deben ser RGB.<br />
* Además de la versión policromática en colores RGB, deberá tener una versión monocromática en blanco y negro.<br />
* Se busca que el diseño pueda aceptar diferentes proporciones. Por este motivo se deberá entregar en formato vectorial en tamaño A4, o en su defecto en formato raster con 720 dpi de resolución. Esto debe respetarse para las versiones RGB y las versiones en Blanco y Negro.<br />
<br />
==¿Que debe expresar el diseño?==<br />
* El diseño debe ser original y reflejar la identidad del Evento o de la ciudad Sede del mismo (Buenos Aires).<br />
* Se apreciará que el diseño transmita el mensaje de diversidad, inclusión, conceptos geoespaciales, el potencial de las herramientas geoespaciales libres y de código abierto, sentido de aprendizaje y educación, sentido de comunidad, franqueza, integridad, movimiento global, entre otras.<br />
* Se busca evitar que el diseño exprese corporativismo, grandes negocios, complejidad, costoso, solo para geeks, comunidad cerrada.<br />
<br />
==¿Que recibe el ganador?==<br />
* El nombre del ganador será publicado en la página oficial del evento y se le entregará un diploma de reconocimiento junto con un conjunto completo de todos los artículos realizados para el evento que se le entregará en el evento (Ej: remeras, bolsos y otros).<br />
<br />
==¿Cómo se elige el ganador?==<br />
* La selección del diseño ganador se realizará a través de un comité mixto integrado por la comunidad y un comité evaluador seleccionado especialmente para la competencia. El diseño será exhibido en la web y redes sociales del evento para que la comunidad pueda votar. El diseño con mayor cantidad de votos de la comunidad recibe un punto de ventaja sobre el resto de los diseños. La decisión final la tomará el comité en base a la selección de la comunidad. <br />
<br />
==¿En dónde será utilizado el diseño?==<br />
* El diseño ganador será utilizado como imagen para el sitio web de la conferencia, volantes, correos electrónicos, comunicaciones con patrocinadores, camisetas, bolsos de la conferencia, merchandising de la conferencia. Material impreso en la conferencia, como el horario de las conferencias, cuadernos, pancartas y guía de la conferencia. Imágenes de botón potencialmente pequeñas basadas en la web para su uso en sitios web como blogs, redes sociales, páginas web de terceros para promover la conferencia y otras páginas web.<br />
<br />
[[Category:FOSS4G2021]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=FOSS4G_2021/Logo_Contest&diff=124532FOSS4G 2021/Logo Contest2020-05-24T10:17:29Z<p>Delawen: Adding Spanish version</p>
<hr />
<div>= Introduction =<br />
The Local Organizing Committee of FOSS4G 2021 announces the call for the design of its logo. We need your help building a strong and recognizable logo for the first international FOSS4G in Latin America, to be held in 2021 in the City of Buenos Aires, Argentina.<br />
<br />
Participants can be individuals, groups of people or even a design company.<br />
<br />
To participate you only need to send the design according to the bases and conditions.<br />
All the pieces used for the creation of the logo must have a license and open authorship. By submitting the design, the copyright is transferred to OSGeo to be used in various media. <br />
The organizing committee may add modifications to the design if they wish.<br />
<br />
Those interested can send their designs until Wednesday, June 17, 2020.<br />
The chosen design will be published on social media the first week of July, 2020.<br />
<br />
Spanish version of this page on [[FOSS4G_2021/Concurso_logo]].<br />
<br />
= Terms and Conditions: =<br />
<br />
== In what format should the design be sent? ==<br />
* The design must be sent in PNG and SVG formats. If you are not familiar with these formats, you can still participate in the competition, we can help you.<br />
<br />
== Where do I send the design? ==<br />
* The design must be uploaded as an attachment to https://wiki.osgeo.org/wiki/FOSS4G_2021/Logo_Entries<br />
* If for some reason it is not possible to upload the design, you can contact us through the mail mailto:foss4g2021ba@gmail.com<br />
<br />
== What requirements must the design meet? ==<br />
* The design must include the FOSS4G ribbon found at https://wiki.osgeo.org/wiki/File:FOSS4G_ribbon.pdf. '''This requirement is exclusive.'''<br />
* It must contain the text FOSS4G 2021 and Buenos Aires. '''This requirement is exclusive.'''<br />
* Design fonts used must be open licensed. If the font is based on an image, it should also be open licence. '''This requirement is exclusive.'''<br />
* Not be similar to logos from other geospatial conferences.<br />
* Not be similar to the logos of potential sponsors or companies in the sector.<br />
* The implementation in the design of objects and / or places that refer to Buenos Aires will be appreciated. For Example: obelisco, women's bridge, the metal flower, the planetarium, tango and others.<br />
* The design will be used on the letterhead of the official stationery designed especially for the event.<br />
* The design has to be able to be used on large posters and banners, as well as small self-adhesive stickers, t-shirts, bags and other items designed for the event.<br />
* The design in its color version must be clearly seen on light and dark backgrounds (Example: white shirts and black shirts), it must not include gradients and the colors must be RGB.<br />
* In addition to the polychromatic version in RGB colors, it must have a monochrome version in black and white.<br />
* The design must be adapted to different proportions. For this, all variants must be presented in vector format at A4 size, or in raster format at 720 dpi resolution. This is for RGB versions and Black and White versions.<br />
<br />
==What should the design express?==<br />
* The design must be original and reflect the identity of the Event or the host city of the event (Buenos Aires).<br />
* It will be appreciated that the design conveys a message of diversity, inclusion, geospatial concepts, free and open source geospatial tools potential, learning and education sense, community feeling, openness, integrity, global movement, among others.<br />
* We seek to prevent design from expressing corporatism, big business, complexity, expensive, geek-only, gated community.<br />
<br />
==What does the winner receive?==<br />
* The name of the winner will be published on the official website of the event and a diploma of recognition will be given along with a complete set of all the items made for the event that will be delivered to the event (Ex: T-shirts, bags and others).<br />
<br />
==How is the winner chosen?==<br />
* The selection of the winning design will be made through a mixed committee made up of the community and an evaluation committee selected especially for the competition. The design will be displayed on the event's website and social networks so that the community can vote. The design with the most community votes receives a point of advantage over the rest of the designs. The final decision will be made by the committee based on community selection.<br />
<br />
==Where will the design be used?==<br />
* The winning design will be used as the image for the conference website, flyers, emails, sponsor communications, T-shirts, conference bags, conference merchandise. Printed materials at the conference, such as conference hours, notebooks, banners, and conference guide. Potentially small web-based button images for use on websites such as blogs, social media, third-party websites to promote the conference, and other websites.<br />
<br />
[[Category:FOSS4G2021]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=123083User:Delawen2020-01-21T08:03:50Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen@osgeo.org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is currently focusing on her work around Open Source and Middleware at Red Hat. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Presidenta Emerita OSGeo (not a formal title)<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]<br />
[[Category:OSGeo Member]]<br />
[[Category:OSGeo Charter Member]]<br />
[[Category:Former_OSGeo_Director]]<br />
[[Category:OSGeo Advocate]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=122927User:Delawen2020-01-07T12:18:53Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen@osgeo.org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is currently focusing on her work around Open Source and Middleware at Red Hat. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Presidenta Emerita OSGeo (not a formal title)<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=122926User:Delawen2020-01-07T12:18:06Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen@osgeo.org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is specialized in Metadata and Routing. Currently focusing on her work around Open Source and Middleware at Red Hat. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Presidenta Emerita OSGeo (not a formal title)<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=122925User:Delawen2020-01-07T12:17:32Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen - osgeo - org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is specialized in Metadata and Routing. Currently focusing on her work around Open Source and Middleware at Red Hat. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Presidenta Emerita OSGeo (not a formal title)<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=122924User:Delawen2020-01-07T12:16:33Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen - osgeo - org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is specialized in Metadata and Routing. Currently focusing on her work around Open Source and Middleware at Red Hat. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Presidenta Emerita OSGeo (not a formal title)<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]<br />
[[Category:OSGeo Member]]<br />
[[Category:OSGeo Charter Member]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=User:Delawen&diff=122923User:Delawen2020-01-07T12:15:22Z<p>Delawen: </p>
<hr />
<div>{{OSGeo Member<br />
|Name=María Arias de Reyna Domínguez<br />
|JobTitle=Software Engineer<br />
|Company=Red Hat<br />
|Country=Spain<br />
|State=Spain<br />
|City=Sevilla<br />
|Coordinate=37.3886303, -5.9953171<br />
|LocalChapter=OSGeo-es<br />
|Email=delawen - osgeo - org<br />
|SocialMedia=https://twitter.com/delawen;<br />
|Website=http://delawen.com<br />
|Photo=Delawen.jpeg<br />
|Languages=Spanish; English;<br />
|Info=María (aka [http://delawen.com Délawen]) is specialized in Metadata and Routing. Currently focusing on her work around [[GeoNetwork]] at [http://geocat.net GeoCat]. She participates actively in OSGeo-ES initiatives and Geoinquietos Sevilla (a little local group part of a broader network of microchapters). Also, she never misses the [https://www.google.es/search?q=site%3Awww.sigte.udg.edu+Maria+Arias Girona's Sig Libre Conference]. [http://delawen.com Read more!]<br />
<br />
:* Current member of Spanish Chapter Board (since 2012)<br />
:* [http://www.openstreetmap.org/user/Delawen OpenStreetMap] evangelizer. Open Data believer.<br />
:* FLOSS Evangelizer, in general. <br />
:* Debian fan.<br />
}}<br />
{{OSGeo Experience<br />
|User=Yes<br />
|Committee=Yes<br />
|Board=No<br />
|Coder=Yes<br />
|Translate=Yes<br />
|PSC=No<br />
|ExBoard=Yes<br />
|Charter=Yes<br />
|Chair=No<br />
|SolKatz=No<br />
|Committer=Yes<br />
}}<br />
[[Category:OSGeo-es Member]]<br />
[[Category:OSGeo-es-MDV Member]]<br />
[[Category:OSGeo Advocate]]<br />
[[Category:OSGeo Member]]<br />
[[Category:OSGeo Charter Member]]</div>Delawenhttps://wiki.osgeo.org/w/index.php?title=Q%26A_Stage_2_Buenos_Aires&diff=122485Q&A Stage 2 Buenos Aires2019-11-30T13:49:57Z<p>Delawen: </p>
<hr />
<div>= Questions to the BALOC from CC =<br />
<br />
== name of the questioner ==<br />
** '''question 1'''<br />
<br />
** '''question 2'''<br />
<br />
<br />
<br />
== Steven Feldman ==<br />
<br />
Great proposal, thanks very much. Lot's of exciting ideas which I welcome. I'd like to focus on the financial stuff (as usual for me)<br />
<br />
*'''You have asked for a $60k advance from OSGeo, normally we have limited our advance to $40k, can you provide some more detail on why you need a larger advance and the timing of the cash outflows?'''<br />
<br />
''The CEC building’s rent (still being negotiated) is US$70.266. We have been asked to give half of it (US$35.133) in advance to book the place.<br />
The Law Faculty’s rent is US$16.500 if we finally reach close to 1.150 attendees. They also ask half of it in advance ( US$8.250). If we finally don’t need both spaces, we will be able to pay a lower amount, but we want to book the full 1150 attendees space just in case.<br />
So, venue advanced payment totals US$43.383. We are asking for US$60.000 to make sure we have also some cash flow while we get the first tickets sold.<br />
We won’t need the full $60.000 right away, just enough to book the venues and secure the dates.''<br />
<br />
* '''Are you also seeking any further guarantees or underwriting from OSGeo?'''<br />
<br />
''We have a generously estimated budget with items that can be opt-out if needed, so we don’t expect any financial issues. For example, if we have to escalate the event down we can cut big expenses like the CEC building and make the social events simpler. In case we don’t get enough tickets sold (below 550), we will contact the OSGeo Board to decide how to proceed.<br />
We don’t need any written warranty from OSGeo.''<br />
<br />
* '''If you request an advance from OSGeo the norm is that at least 80% of the surplus from your event is returned to OSGeo, your proposal only returns 30% to OSGeo. This is a substantial change which would need to be approved by the Board if recommended by CC, can you explain why such a low %age should be accepted?'''<br />
<br />
''We understood that the 80% surplus for OSGeo was the suggested amount for NA and european events. <br />
We can adjust the numbers and give a higher percentage of the surplus to OSGeo, although we think that “leaving” part of that surplus on the local organization can help the development and further outreach of the OSGeo community on the region.''<br />
<br />
* '''Your projected surpluses are on the low side, whilst I appreciate your low ticket prices, I wonder whether you can afford to charge a little more and possibly reduce the early bird discount to a consistent 20% (particularly for what you define as International) as a way of increasing your surplus and providing a safety net?<br />
'''<br />
''The budget is generously estimated (we are still negotiating some contracts to get a lower price) and we have the “open price ticket” which should give us more margin. The budget is using amounts we consider “safe” to be cut if things go wrong. (Although the minimum attendance described on the budget is 650, we can lower that even more if we remove venue space and non-essential items).<br />
We could increase the international price and still do that 20% discount on the early bird. But if we increase the ticket price for regional (especially local) tickets that could impact on our estimates of attendance.Trying to reach a consistent 20% discount could mean we have to lower the normal price for local and regional which could be even worse for the income.<br />
We are confident that, while the surplus doesn’t look good, it will get better once we start signing contracts, even if we don’t change ticket prices.''<br />
<br />
* '''I love the low prices that you are proposing and the option to top up pricing for those who can afford more, perhaps you could phrase this in a slightly different way by quoting higher prices and allowing those who need to self declare for a discount with the lowest price being your current rates? This could work well for corporates who may not respond well to a request to top up but could voluntarily exclude from an "in need" discount.'''<br />
<br />
''We will be careful on how to phrase this, as we also don’t want locals to think we are thinking less of them. We can add some note for sponsors as you mention.'' <br />
<br />
* '''I did not see any explicit mention of video recording or streaming. What are your plans and are they fully costed in your budget?''' <br />
<br />
''We plan to record all sessions. The cost is already included in the budget (sent privately). There is no plan for streaming because that will mean increasing the cost too much as we will need to add a much higher bandwidth on the venue along with more technicians on site.<br />
''<br />
<br />
<br />
<br />
== Jonathan Moules == <br />
<br />
* '''I didn't see anything about sustainability (of the eco-friendly variety) in there apart from the venue itself being sustainable. What are your sustainability aims? Thoughts:'''<br />
<br />
''The BALOC is committed to set up a Sustainability and Social Responsibility Plan for our conference based on the resources available in our country. <br />
On the following questions we will answer part of our currently planned strategy towards this.''<br />
<br />
<br />
* '''Will you be sourcing your "conference swag" sustainably (i.e., not from sources that exploit Indiginous People?)'''<br />
<br />
''One of our goals is to reduce the swag as much as possible as it generally ends up being waste. We are going to provide reusable water bottles to avoid the usage of one use plastic bottles during the conference and other possible useful objects to use during the conference. <br />
About explotation, see next question.''<br />
<br />
<br />
* '''Will you be sourcing your Tea/Coffee/Chocolate sustainably (i.e., not from sources that exploit Indiginous People & children?)'''<br />
<br />
''Of course as part of this sustainability effort we will check that we don’t buy goods or use services provided by an exploiting company.'' <br />
<br />
* '''Will your caterers source food locally by preference?'''<br />
<br />
''Most food in the city already comes from horticulture producers in the near rural towns. Buenos Aires province is one of the largest meat and dairy producers in the country. We plan to have as many sources of local, small and family producers and organically produced food as possible.''<br />
<br />
* '''Does your travel grant prioritise sustainable travel over flying?'''<br />
<br />
''Whenever possible, we will try to use sustainable transport. But we understand that the Travel Grant should also apply to nearby countries, which may not be reachable unless by plane. See answer about regional travel.''<br />
<br />
* '''Will you be providing bottled water or some re-usable cups (FOSS4G UK did this for 2019 - worked well)?'''<br />
<br />
''We will provide each attendee with a reusable water bottle and there will be water fountains all over the venue, including hot water for those who want to drink tea or mate.<br />
We are aiming for local and regional products to minimize the carbon footprint of transport. We will also use as much recycled materials as possible. Non-expendable material used on the conference will be either sold after the conference or reused by the BALOC in future events.'' <br />
<br />
* '''Will the food lean away from carbon-intensive foodstuffs?'''<br />
<br />
''We will balance the diet (unless special needs are required) with fresh non-processed food.<br />
The food that’s not eaten each day will be sent to a local organization that delivers to people living on the streets or community kitchens.''<br />
<br />
* '''How do you anticipate regional participants to travel there? (I'm guessing Local = public transit and International = flying)'''.<br />
<br />
''Extending the question regarding sustainability of the TGP transport:<br />
For distances less than 400km, bus is the preferred transport near Buenos Aires. On some exceptional cases, we may even extend this distance if there is a direct road. <br />
On the regional context, considering Latin America, it is unlikely to use any other method of transport than by plane, since distances make it difficult to use other means of transport. Bear in mind that the rail network is not as extended in the rest of the world as it is in Europe. ''<br />
<br />
* '''Will you default to opt-out for the t-shirt?'''<br />
<br />
''We want to reduce the amount of useless swag as possible to reduce waste. We are aware that t-shirts are very appreciated by a big part of our attendees, so we will offer them optionally to those who have a special interest, along with other optional swag. This also helps reducing the ticket price and allows us to operate on a lower budget.'' <br />
<br />
* '''Will you provide any sort of carbon-credit offset as part of the conference fee for those who choose to fly?'''<br />
<br />
''On the proposal we focused on the things the BALOC could directly impact to reduce the carbon footprint and waste. We didn’t plan yet for what attendees can do to reduce their pollution. <br />
But it is in the schedule to contact in the future some association like Vida Silvestre (https://www.vidasilvestre.org.ar/) and add an optional donation to compensate for carbon footprint.'' <br />
<br />
* '''Will you cater to various dietary requirements?'''<br />
<br />
''The catering will serve food for people with special requirements such as celiac disease, vegan diet, food allergies or intolerances. We will ask in advance to make sure all attendees have food adapted to their needs.<br />
The menu will be healthy and varied, covering nutritional needs.''<br />
<br />
* '''Travel Grant - Have you considered other potentially under-represented groups - those with disabilities for instance (about 18% of the UK population - https://www.gov.uk/government/publications/disability-facts-and-figures/disability-facts-and-figures - alas I couldn't quickly find the stats for Argentina). This is far more than the ~0.4% (UK again) who identify as Non-Binary ( http://www.allabouttrans.org.uk/wp-content/uploads/2014/05/non-binary-gender-factsheet.pdf )'''<br />
<br />
''As in FOSS4G 2018, there will be two rounds of Travel Grants. The first edition will cover under-represented groups in general, with no restrictions.<br />
The second round will focus on groups that are greatly under-represented (women and non-binary people as they represent half the population but are not as present on our events) and local under-represented groups (native americans). <br />
We care about people with limited mobility, that’s why, along with the help of the first Travel Grant, the venue is completely adapted and is located on a completely adapted neighbourhood with adapted access to the metro.''<br />
<br />
<br />
* '''GeoChicas - I'm not sure what a "geochica" is, but what's the logic to arbitrarily splitting it by gender? This seems the exact opposite of the stated "inclusive".'''<br />
<br />
''The GeoChicas event has taken place in FOSS4G 2018 and 2019 already. Although now it also includes Women in GeoSpatial (focused on geospatial technologies) and other Women in Tech associations besides GeoChicas (focused on OpenStreetMap), we decided to keep the name as an easy reference to attendees of previous FOSS4G. <br />
The concept of safe spaces is well known in communities that work to leverage gaps on under-represented communities. Those safe spaces help in the networking, empowering and reinforcing the presence of the targeted groups in conferences, thus making the event more inclusive. In the last two years we have already seen the effects of this safe space in our community and we want to continue on this line.''<br />
<br />
'''* You state in regards to local sourcing: "Buenos Aires province is one of the largest meat and dairy producers in the country." suggesting you plan to provision a fair amount of this. But then in response to carbon-intensive foodstuffs you say: ```"We will balance the diet (unless special needs are required) with fresh non-processed food." ``` Unfortunately these seem to be diametrically opposed notions. I think it's worth pointing out that beef and dairy are pretty much the most carbon intensive foodstuffs in their classes (beef = worst meat; dairy = worse than plant milks (https://www.bbc.co.uk/news/science-environment-46654042) ). Will you be seeking to reduce use of these? (Suggestion: A few seconds googling for "Food emissions" will find plenty of articles with suggestions for what's good/bad.)'''<br />
<br />
''Our food providers are committed to lower our carbon footprint as much as possible, while considering the local diet and available products in the process. Using a local diet is important to ensure we don’t add carbon footprint on transport.''<br />
<br />
'''* My question regarding the travel grant's second round - I was wondering whether you would consider disability as being suitable for this. As noted in my question, there are *far* more disabled people than non-binary. Plus of course disabled people by the very nature of their disability may have physiological and/or logistical problems travelling, not something the other groups customarily face, so the disabled would proportionately benefit the most from the grant. Would you consider including disability in this second round?'''<br />
<br />
''To build the best TGP possible, we will consult with previous TGP coordinators (such as Steven Feldman and the Oceania LOC), on how to build an inclusive program.''<br />
<br />
'''* Geochicas - you call this a "safe space". I was under the impression these were spaces that are hostility free (i.e. https://equal.org/safe-space-program/ ), and they were open to all (a sound notion). To me at least it seems that by disallowing a certain group of people in you're saying that group of people are not safe, something that's definitely exclusionary. Plus it could be read that other minority groups (disabled, GBTQ, etc) aren't worth a safe space, only women and non-binary are. Would you consider making this more inclusive?'''<br />
<br />
''The full conference itself is already a safe space, according to your definition, with a CoC as a safeguard. The social event we are discussing is a safe space according to the definition usually used by feminist and people of color groups.''<br />
<br />
''Safe spaces are not treated as a response to something negative like fighting an existing hostility; but a way to generate the confidence needed to participate in mixed spaces. It is an extra step to help networking and empower people that otherwise will tend to be isolated and therefore be at a disadvantageous position.''<br />
<br />
<br />
== Paul Ramsey == <br />
<br />
*'''Your plan to scale back facilities in the event of shortfall in registrations is wise. A question on that: what are the deadlines for cancellations? How much of the deposit will they retain? Unfortunately you will not have a clear feel for potential attendance until the early bird registration period closes, which can be only a few months before the final date. At some point, the venue will ask for full payment. Do your schedule points for things like early bird line up with your decision points for things like venues?'''<br />
<br />
If we don’t use the building, the deposit will be lost.<br />
<br />
But we are still in negotiations to lower the seed amount. We don’t want to disclose our estimated numbers in public because that may impact the negotiation. Part of that negotiation may be lowering the amount of booked rooms and add them at a later stage when we have some more income. Considering the Law School has many classrooms and the risk of not being able to book more rooms at a later stage is lower, that may be a possibility, even if we lose part of the CEC.<br />
On the worst case, it may mean reducing the social spaces so activities will have to share spaces or maybe move them to the park, if weather permits. <br />
<br />
The rest of the services will charge based on the attendees number, so we don’t foresee much impact here.<br />
<br />
*''' If you'll excuse my language, the facility prices you quote seem very "international", that is, they would be not surprising in any other major global city. At the same time, the entry fees seem very low, compared to the general foss4g trend. I see that the A/B and food costs are lower than I would "expect", have those been validated in the marketplace? Generally expensive venues have exclusive catering arrangements with firms that are equally expensive, are you allowed to use your quoted catering in the venues you have chosen?'''<br />
<br />
You are right: the venue prices in Buenos Aires are on the high side, we were very surprised (appalled more like) by this. Buenos Aires is a central city on the region, attracting many international events, thus making prices similar to other big cities around the world.<br />
<br />
Every price has been checked with the provider by our professional events organizer, who already knows all of them and is negotiating each contract. There were some alternative venues we discarded for being too small, not being able to offer basic services (like internet), and/or outside the city and not well connected.<br />
<br />
About the catering, the main venue (CEC) has a variety of exclusive companies from which to choose the catering from. The one we asked to budget all the meals is the cheapest but also the one the events organizer knows to be most reliable and with high quality. <br />
<br />
Our events organizer checked also with other companies to see if the prices were sensible and it is similar to what would cost to hire an external company for it. Even when the venues are expensive, food in Argentina is cheaper.<br />
<br />
*'''How much of your $122K in budgeted sponsorship is "sure" already? That is, have the government corporate sponsors of this proposal made some kind of non-binding statement of interest in sponsorship?'''<br />
<br />
We don’t want to disclose much of this because nothing is signed yet and some companies may step back if they think we are going too fast. <br />
<br />
We have the non-signed understandment of some government entities to help us find sponsors, which may attract new players. Although most of those players will probably fall on the local category. We haven’t included those new players to the list.<br />
<br />
Actively looking for sponsorship for 2021 when it wasn’t sure and 2020 is currently looking for sponsors seemed to us a bit aggressive, so we contacted mostly companies we understood are not that interested in Canada but may be interested in Argentina. That prevented us from contacting many tentative sponsors.<br />
<br />
We have estimated based on what we have asked around, plus the average sponsorship levels from previous FOSS4G (with lowered percentages as this depends on the “commercial” effort of each team, which we can’t measure this properly, but also the interest on the region, which also depends on many factors). <br />
<br />
As a very very gross estimate, between a third and a half of that sponsorship is “sure”.<br />
<br />
<br />
*'''Not a question, but one way of squaring the "can afford it" pricing problem is an "individual" rate vs a "corporate" rate. The community pgcon.org conference in Ottawa uses this construction.'''<br />
<br />
It’s a good idea to consider. We will study it before releasing the early bird release. In any case, separation based on regions (or economic capacity) is something we think is important.<br />
<br />
== Eli Adam ==<br />
* '''Before eliminating the separate-day code spint, can you poll this, [https://lists.osgeo.org/mailman/listinfo/tosprint tosprint list] ?'''<br />
<br />
The idea comes from lessons learned and recommendations like:<br />
<br />
https://wiki.osgeo.org/wiki/FOSS4G_2016_Lessons_Learned#Code_Sprint<br />
<br />
We liked the idea of an extended codesprint as in Bonn, but we wanted to make it at the same time as the conference to save costs and make it more inviting for newcomers.<br />
<br />
The codesprint will still be there on Saturday, plus some other social events for people not interested on it. For example, we are planning an outdoors mapping party for people that want to contribute but they don’t feel like contributing with code, docs or translations. <br />
<br />
The idea of a week long codesprint is to expand its outreach, giving more time to do longer tasks and invite people who usually don’t come on Saturday to join and contribute. We feel that having the codesprint running at the same time as the main sessions can help connect different stakeholders with the developers’ work and understand better the FOSS ecosystem. We are aware that the codesprint will not be full until Saturday as developers will be busy with sessions.<br />
<br />
* '''Is the large venue being used for more than Opening, Closing, AGM, and Lunch?'''<br />
<br />
The CEC is planned to host 7 rooms for sessions (plenary and paralell), the BALOC office, the booths, the codesprint and plenty of social common spaces for networking and the catering infrastructure. (Summary on page 18 of the proposal.) The CEC provides us with spaces that we can use exclusively, whereas the Law School will have students sharing the space. Also, the Ice Breaker will be hosted on the CEC to save money. <br />
<br />
The Law School is only planned to host 4 rooms for sessions, 2 smaller rooms for meetings or birds of a feather. If we need to extend the number of rooms for meetings or other activities, it will be done on the Law School. But, for example, we wouldn’t be able to offer lunch at all if we remove the CEC space, as the Law School doesn’t have proper kitchen or space to serve.<br />
<br />
We couldn’t find another proper venue combination with the flexibility of the Law School and the infrastructures of the CEC within budget.<br />
<br />
<br />
<br />
[[Category:Conference Committee]]<br />
[[Category:FOSS4G]]<br />
[[Category:FOSS4G2021]]</div>Delawen