Conference-Europe-2025 - Revision history

Tonisk at 06:42, 30 October 2024

2024-10-30T06:42:06Z

Tonisk at 06:02, 21 October 2024

2024-10-21T06:02:11Z

Tonisk at 17:05, 11 October 2024

2024-10-11T17:05:13Z

Tonisk at 05:47, 23 August 2024

2024-08-23T05:47:35Z

Tonisk at 09:57, 10 August 2024

2024-08-10T09:57:38Z

Tonisk at 07:31, 24 July 2024

2024-07-24T07:31:42Z

Tonisk: some rewordings

2024-07-24T06:37:16Z

some rewordings

Tonisk: Alter deadlines re: Luis' suggestion regarding vacation times

2024-07-24T06:24:24Z

Alter deadlines re: Luis' suggestion regarding vacation times

Tonisk: add remarks on geochicas, b2b, and academic track

2024-07-24T06:15:40Z

add remarks on geochicas, b2b, and academic track

Jachym: Adding note about non-Eu participants

2024-07-23T17:58:04Z

Adding note about non-Eu participants

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 {| class="wikitable"
 |-
-! By !! Bookmark !! Comment/Question
+! By !! Bookmark !! Comment/Question !! Answer
 |-
-| [[User:Lucadelu|Luca Delucchi]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000688.html mailinglist] || I have some doubts about the local conference committee, in the proposal there is written nothing about it, it spoke just about a ecoplan company/association
+| [[User:Lucadelu|Luca Delucchi]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000688.html mailinglist] || I have some doubts about the local conference committee, in the proposal there is written nothing about it, it spoke just about a ecoplan company/association || Sorry for not mentioning LOC as within the RfP. Members are still joining the team, but for now we have team in place from Ecoplan
 |-
-| [[Marco Minghini]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000689.html mailinglist] || Luca rightly mentioned the absence of info about the Local Organising Committee, which is key to make the conference a success. Some info on the people would be necessary already at this stage, at least to know who would be the Chair, who would be in the main team and if/what experience they have.
+| [[Marco Minghini]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000689.html mailinglist] || Luca rightly mentioned the absence of info about the Local Organising Committee, which is key to make the conference a success. Some info on the people would be necessary already at this stage, at least to know who would be the Chair, who would be in the main team and if/what experience they have. || Regarding local team, we in Ecoplan dedicated 4 persons to be fully committed to organization, however if needed few months prior to the conference we can put more hands on the deck. Also, we expect for team to broaden soon. Besford Guri, Tonis Kardi, Astrid Emde, Sidorela Uku, Alexander Koch offered their help as well. This is sure not the whole team, but personally I'm satisfied how spots are filling up.
 |-
-| [[Marco Minghini]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000689.html mailinglist] || I am not very convinced by the opening and closing ceremonies in a theatre located 500 metres away from the university, where the parallel sessions happen. 500 metres is quite a distance and this may impact the overall organisation (times, location of sponsors, coffee breaks, etc.). Also, the proposal mentions the opening and closing sessions only, but also the plenary sessions with keynote speakers are sessions that in principle all participants will attend. Perhaps a theatre room at the university (like those shown in Figures 12 and 13) may be enough?
+| [[Marco Minghini]] || [https://lists.osgeo.org/pipermail/conference-europe/2024-October/000689.html mailinglist] || I am not very convinced by the opening and closing ceremonies in a theatre located 500 metres away from the university, where the parallel sessions happen. 500 metres is quite a distance and this may impact the overall organisation (times, location of sponsors, coffee breaks, etc.). Also, the proposal mentions the opening and closing sessions only, but also the plenary sessions with keynote speakers are sessions that in principle all participants will attend. Perhaps a theatre room at the university (like those shown in Figures 12 and 13) may be enough? || Regarding opening and closing ceremonies, theatre is intended only for these events and not for talks during the Conference. Accommodating 400+ participants in one hall is quite challenging in Mostar, so local theatre is only viable option. However, we will be able to use 5+ lecture halls on university with 150+ seats. So our intention for the main conference starting on Wednesday to have opening ceremony and plenary sessions at 9:00 to 9:30, have 30 min coffee break to have enough time for people to transfer to University and have their coffee, and then resume for following 3 days on University. On Friday, after last coffee break at 15:30 closing ceremony will be held in the theatre once again. Keep in mind that this is only 5min walk. ([https://lists.osgeo.org/pipermail/conference-europe/2024-October/000691.html mailinglist])
 |}
 [[Category: FOSS4G]]
 [[Category: FOSS4G-Europe]]

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 == Submitted Proposals ==
-* Venue proposal from Bosnia and Herzegovina, Mostar ( [https://drive.google.com/file/d/1u1riivX4sMxMlHcFGovYg2A06pxx8u1F proposal ]
+* Venue proposal from Bosnia and Herzegovina, Mostar ( [https://drive.google.com/file/d/1u1riivX4sMxMlHcFGovYg2A06pxx8u1F proposal ])
 [[Category: FOSS4G]]
 [[Category: FOSS4G-Europe]]

@@ Line 83: / Line 83: @@
 == Submitted Proposals ==
+* Venue proposal from Bosnia and Herzegovina, Mostar ( [https://drive.google.com/file/d/1u1riivX4sMxMlHcFGovYg2A06pxx8u1F proposal ]
 [[Category: FOSS4G]]
 [[Category: FOSS4G-Europe]]

← Older revision		Revision as of 05:47, 23 August 2024
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−	~~= DRAFT =~~
	= Call for venue =		= Call for venue =

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 FOSS4G-Europe conference committee invites all interested groups from Europe to ''Call for venue'' for [[FOSS4G-Europe-2025]]
-The proposals shall be submitted by '''2024-09-15''' to [https://lists.osgeo.org/mailman/listinfo/conference-europe Conference-europe mailing list].
+The proposals shall be submitted by '''2024-09-22''' to [https://lists.osgeo.org/mailman/listinfo/conference-europe Conference-europe mailing list].
 == Selection process ==
@@ Line 19: / Line 19: @@
 === How to submit proposal ===
-Prepare the document answering following questions:
+Let's try to keep the process informal - preparing a "full-blown" proposal takes time to prepare, as well as working through them. And we do not want to create an atmosphere of competition between the interested parties. In order to understand the options that we have, please send an e-mail to the [https://lists.osgeo.org/mailman/listinfo/conference-europe Conference-Europe mailing list] answering following questions:
 * Where the conference should happen - country, city, venue
 * Who do you partner with
 * Dates
-* How can you accommodate 500+ participants
+* What is the upper limit of attendees (if any)
 * What are the traveling connections from Europe
 * What are the accommodation possibilities
 * What do you expect, FOSS4G-Europe conference will bring to your region
-Link the document in the end of this page and send a notification to the [https://lists.osgeo.org/mailman/listinfo/conference-europe FOSS4G-Europe mailing list]
+Proposal deadline: '''2024-09-22'''
 === Additional information for the proposal ===
-* Expect around 400-500 attendees. So far, the number has been between 100+ at FOSS4G-CEE in Prague (2012) to ~450 in Tartu (2024). We do not set any upper limit to attendees number - this lies solely with the LOC.
+* Expect around 400 attendees. So far, the number has been between 100+ at FOSS4G-CEE in Prague (2012) to ~450 in Tartu (2024). We do not set any upper limit to attendees number - this lies solely with the LOC.
 * Regardless of the expected number of attendees, capacity planning is very important and if possible you should be ready to accommodate changes as they become apparent.
 * The growing number of participants is not the main goal of the event. We rather prefer modest costs for attendees, therefore co-organising the event with universities might be a good way, how to ''keep the costs lower''.
@@ Line 67: / Line 65: @@
 ! Item !! Date
 |-
-| Start and end of proposal submission. Proposals shall be sent to Conference-Europe mailing list || '''2024-08-05 - 2024-09-15'''
+| Start and end of proposal submission. Proposals shall be sent to Conference-Europe mailing list || '''2024-08-19 - 2024-09-22'''
 |-
-| Selection period. Proposals will be evaluated by FOSS4G-Europe Conference committee || '''2024-09-16 - 2024-09-29'''
+| Selection period. Discussions on the mailing list / video calls  || '''2024-09-23 - 2024-10-14'''
 |-
-| Venue announcement || '''First weeks of October 2024'''
+| Venue announcement || '''End of October 2024'''
 |-
 | Call for papers and workshops || '''December 2024-February 2025'''

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 * Although the mobile data roaming policy in the Europe Union has changed, we still advise you to make sure, that the venue is covered with stable and reliable WIFI connectivity. This is especially the case when the venue is not situated in a EU member state. Consider also, that significant portion of participants are coming from non-EU countries.
 * The communication language of the conference is English
-* FOSS4G Europe is usually 3 days conference, with ~4-5 '''parallel sessions''', each talk slot arranged for 30 minutes (including discussions, and time for exchanging rooms) or 5-minute lightning talks.
+* FOSS4G Europe usually has a 3-day ''main conference'', with ~4-5 '''parallel sessions''', each talk slot arranged for 30 minutes (including discussions, and time for exchanging rooms), or 5-minute lightning talks.
-* FOSS4G Europe usually has a separate '''Academic track''' in the parallel sessions with proceedings published in the days leading up to the conference.
+* FOSS4G Europe ''main conference'' usually has a separate '''Academic track''' during the parallel sessions with proceedings published in the days leading up to the conference.
-* '''Workshops''' are part of the conference. You should organize the rooms but it is fine to expect participants to use their own laptops. The workshops usually provide both 4-hours and 8-hours slots.
+* '''Workshops''' are also part of the conference. You should organize the rooms but it is fine to expect participants to use their own laptops. The workshop slots are typically 4-hours, but could also be full day 8-hours slots.
 * The conference week should also host a '''B2B''' (business-to-business) meeting, preferably on the evening before the main conference start. B2B helps companies and individuals running FOSS-based businesses to network. There is no formal setup for the event but usually includes some form of pitching-time and/or speed-dating.
-* Provide space and administrative help to organize the '''Geochicas take <your city name>''' event. This event is organized in cooperation with [https://www.hotosm.org/projects/geochicas-closing-the-gender-gap GeochicasOSM] and a local feminist/women-led organisation. It should be scheduled on the evening before the main conference start, but not clashing time-wise with B2B or other conference events.
+* Provide space and administrative help to organize the '''Geochicas take <your city name>''' event. This event is organized in cooperation with [https://www.hotosm.org/projects/geochicas-closing-the-gender-gap GeochicasOSM] and a local feminist or women-led organisation. It should be scheduled on the evening before the main conference start, but not clashing time-wise with B2B or other conference events.
-* You should provide also several rooms during the conference, for '''BoF''' (Birds-of-a-Feather) meetings
+* You should also provide several rooms during the conference for '''BoF''' (Birds-of-a-Feather) meetings.
-* '''Community Sprint''' events are part of the conference - it is preferred, if you could arrange rooms at least after or before the conference itself (about 1-2 days). If you could cover both time frames, it would be appreciated.
+* '''Community Sprint''' events are part of the conference and take place before or after the main conference (1-2 days). If you can cover both time frames, it would be appreciated. You should provide quiet work-rooms and offer administrative help as needed.
-* Please, refer [[FOSS4G_Manifesto#FOSS4G_Europe_Manifesto|FOSS4G-Europe Manifesto]] for further details
+* Please refer to [[FOSS4G_Manifesto#FOSS4G_Europe_Manifesto|FOSS4G-Europe Manifesto]] for further details
-* There also is [[FOSS4G_Handbook|FOSS4G Handbook]] you might find useful
+* There is also [[FOSS4G_Handbook|FOSS4G Handbook]] you might find useful
 * We believe, students are our future - please take significant discount for students into your budget proposal
 * What are your COVID-19 safety plans? What will you do if travel is significantly restricted in 2025? What is your financial strategy to make the event sustainable in this complex situation?

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 * Cooperation with universities of course implies careful selection of conference date, which is usually, but not necessary, in the holiday season.
 * At the same time keep in mind the typical vacation times in Europe which differ from North to South.
-* Although the mobile data roaming policy in the Europe Union has changed, we still advise you to make sure, that the venue is covered with stable and relayable WIFI connectivity. This is especially the case when the venue is not situated in a EU member state.
+* Although the mobile data roaming policy in the Europe Union has changed, we still advise you to make sure, that the venue is covered with stable and relayable WIFI connectivity. This is especially the case when the venue is not situated in a EU member state. Consider also, that significant portion of participants are coming from non-EU countries.
 * The communication language of the conference is English
 * FOSS4G-Europe is usually 3 days conference, with ~4-5 parallel sessions, each talk slot arranged for 30 minutes (including discussions, and time for exchanging rooms) or 5-minute lightning talks.