FOSS4G 2011 Bid Process

This proposed process is a result of the FOSS4G Reboot 2011 discussion on the conference-dev mailing list, which concluded with votes on the proposed process and proposed regional rotation:

• http://lists.osgeo.org/pipermail/conference_dev/2009-April/000885.html
• http://lists.osgeo.org/pipermail/conference_dev/2009-October/000944.html

Basics

• FOSS4G 2011 will most likely be held in North America.
  • 2012 will be in Asia/Pacific and 2013 will be in Europe.
• "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) in North America. If there are no submissions from groups in North America, letters from other regions will then be solicited.
• If more than one letter of intent is received, the Conference Committee members will vote by each selecting a single letter as their choice. A letter must receive the backing of at least two members to move on to the bid stage.
• Selected letters will be invited to prepare a full bid based on the usual RFP process.
• A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required even if only one letter is received.

Letters of Intent

• Accepted until March 31, 2010
• Limited to two pages
• Answer the following questions:
  • Who is your conference chair?
  • Who else is on your LOC?
  • What is your venue?
  • What makes FOSS4G in your proposed location compelling?

Letter of Intent Review

• Questions will be asked of submitters on conference_dev until April 16.
• Conference committee will vote and results announced on April 23.

Bid Process

• If necessary.
• Bids will be required for selected applicants, due by May 21, 2010.
• Questions will be asked of bidders on conference_dev until May 28.
• A conference committee teleconference will be held on June 2.
• Conference committee will vote and results announced on June 11.

Summary of Important Dates

Release RFP:                        2010-02-05
Letters of Intent (Stage 1) due:    2010-03-31
Stage 1 question period:            2010-03-31 to 2010-04-16
Stage 1 decision:                   2010-04-23
Proposals (Stage 2) due:            2010-05-21
Stage 2 question period:            2010-05-21 to 2010-05-28
Final decision:                     2010-06-11

ToDo

• draft RFP containing updated process (latest draft)
  • include reports from:
    • FOSS4G 2009 (email to LOC sent, have acknowledged the email at least)
    • FOSSGIS 2009 (received from LOC, to be added to 2011 RFP draft)
    • FOSS4G 2008 done
  • update budget template (file)
• release updated RFP by February 5th