Difference between revisions of "Belgium/FOSS4G 2015 Organisation"
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** ensure the next presentation starts promptly as scheduled, and | ** ensure the next presentation starts promptly as scheduled, and | ||
** occasionally read off a few reminders and announcements at the end of the session. | ** occasionally read off a few reminders and announcements at the end of the session. | ||
| + | ** hand in headsets | ||
*Session chairs: | *Session chairs: | ||
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**Check materials for speakers and translators (Internet, video projectors, sound) | **Check materials for speakers and translators (Internet, video projectors, sound) | ||
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[[Category:FOSS4G Belgium 2015]] | [[Category:FOSS4G Belgium 2015]] | ||
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[[Category:Belgium]] | [[Category:Belgium]] | ||
Latest revision as of 10:36, 26 October 2015
Main topics where chairs/heads needed
Conference Chair
- Dirk Frigne and Johan Van de Wauw
- Tasks
- opening the conference
- thank the sponsors
eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.
- introducing the keynote speakers
- close the conference
- thank the sponsors
Chair of program committee
- Johan Van de Wauw
- Tasks
- Decide which presentations are included in the program
- Put together the program / schedule
- Call for papers
Financial Issues
- Marc Ducobu
- Tasks
- Budget
- Follow-up
Sponsorship & Exhibition
- Marc
- Communication with sponsors
- Exhibition stand plan
- Accompany the exhibitors to their stand
- Booth size:
- 1 table
- 2 chairs
- 1 power socket
- WIFI
- Limited booth size
- no walls
- Set-up: from 7 to 9
- 1 parking space
Catering
- Gael
- Communication with catering
Translations
- TBD
- Welcome and communication with the translators
Hackaton
- Gael (Brussels open data?)
Technical Infrastructure
- Gael / There is a technical person from the venue available for free
- Support technical issues during the event
- Printer at the venue
Volunteer Chair
- Oliver May
- Hand out t-shirts / badges for the volunteers
- Recruit volunteers
Social Media #foss4gbe
- TBD
- Check twitter, retweet tweets
- Announce on twitter
Tasks & Volunteers
Session Chairs
- Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations. Each session has three/five 20 minute presentations, with a 5 minute question-and-answer period after each. Chairs are expected to:
- introduce the speakers,
- ensure each speaker stays within his or her 25 minute combined presentations-plus-questions presentation limit,
- ensure the next presentation starts promptly as scheduled, and
- occasionally read off a few reminders and announcements at the end of the session.
- hand in headsets
- Session chairs:
- Morning sessions
- Plenary Opening: Moritz
- Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
- Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
- Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
- Afternoon sessions
- Session 4 (Main track 14h - Plenary (Atrium)): Johan
- Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
- Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
- Plenary Closing: Gaël
- Morning sessions
On call - Runner
- Tasks
- Check that all sessions start at the correct time, and that the chairs are available
- Communication between sessions if needed
- Fix technical issues if session chair can't fix
- Keep an eye out on room safety and report potential issues such as overcrowded rooms...
(Volunteer) tasks list
Before the event
- Create booth plan
- Appoint session chairs
- Create session posters (for at the door, and inside the session rooms)
- Create signalisation papers
- Create parking spot papers
- Create session chair guidelines
All day
- Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
- Hand out badges and programmes
- Hand out food tickets,
goodie bags,t-shirts if they have this kind of ticket,... - Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
- Check reserved Parking spots
Set-up / tear-down
- Set-up event
- Installation of welcome desk and OSGEO booth
- Installation of the tables for the booths
- Hang up signalisation and posters
- Verify sound and projection in all rooms
- Are there computers available in all rooms?
- Tear-down and clean-up at the evening:
- collecting bottles,
- tearing down the network,
- taking down the signage,
- ... Basically, make sure we're welcome again next year ;)
Ad-hoc tasks
- Hand out headsets
- Taking photos / videos of the event
- Oliver can provide photo camera
- Vestiare -> covered by the venue
Other tasks
- Tasks
- Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
- Provide signalisation to the different rooms (conference rooms, break and restaurant) and programme at the doors of the different rooms
- Check materials for speakers and translators (Internet, video projectors, sound)
-