FOSS4G2008 Lessons Learned

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This page is a collection of information, comments, and suggestions, based on the planning, organizing, and hosting of the FOSS4G 2008 conference. The intent is to provide a resource that can be used by organizers of future FOSS4G conferences. This is not a forum for conference attendees to comment on the conference. Use FOSS4G2008_Comments for that.

Workshops and Labs

Workshops and labs were again very popular. In Cape Town, it presented a chance for many people to shake off their fears of working with FOSS. There is some talk of not running the 1.5 hour labs in 2009. Consider that some of the labs had over 70 people attending. There is certainly a demand. This needs to be balanced though. 2008 had too many workshops and labs - 15 workshops and 20 labs in total. This became difficult to manage logistically and technically - there are so many factors that can go wrong!

Call for Workshops

Timing

As early as possible to allow maximum time for instructors and workshop committee to prepare (though some instructors will always leave things to the last - human nature!).

Selection Process

Philosophy

Do you want to cater for the most established projects, in the hope of filling up rooms, at the risk of becoming stale? Do you wish to introduce new software tools to the audience and give a chance to emerging projects? Well, a mix of both seems appropriate, but one has to judge the potential audience a bit. For Cape Town we had local knowledge, for example, that MapWindow GIS was gaining some popularity in certain circles. As a result, we made sure that this project had several slots in the programme. The risk of having less well known projects as workshops is that attendance might be lower, affecting the conference bottom line. Labs are an opportunity to showcase such projects.

Communication with Instructors

Instructors should be *forced* onto the workshop-dev mail list - at 2008, some instructors did not join the list and were a bit incommunicado. Personal communications cannot be underestimated too.

Preparation Process

Actually there is probably some sense in having a few stages to the workshop/lab development process. Probably difficult to do, but perhaps ensure that the material to be presented (software, data, printouts, slides etc) are ready at least a month before the time. Some projects want to show the latest and greatest features at the workshop or lab, but this creates stress and risk. We had workshop / lab presenters compiling their code for their session the night before. All in the spirit of things, but very stressful indeed. Avoid. Determinedly.

Venues

At Cape Town, we had 2 big, dedicated venues at the main conference centre plus the main auditorium for one workshop, one venue at the hotel where most delegates were staying and two venues at the University, 15 minutes drive away.

Venue Type	Pro's	Con's
Large dedicated rooms at CTICC	Control! We could put in freshly imaged computers, our own LAN, good AV facilities, nice desks. Their size allowed us to hold large workshops and labs (capability for 100 pax, but max attendance was somewhere in the region of 80 folk). These rooms also acted (unintentionally) as places where folk could go and catch up on e-mail, have some quiet time, etc, when they were not in use	A little bit soulless, especially if not full. Some instructors felt un-engaged by the audience in these large venues
Auditorium at CTICC	Ummm, an extra venue at no extra cost?	Power supply problems, network issues, cavernous place to instruct a few dozen folk. Not sure if it was a success to have a workshop where people had to supply their own notebooks - created config issues
Hotel	This was pretty much the same as the main venues: we had control, access and pleasant environment, plus the advantage of not being too huge. Plus, tea and snacks were thrown in as part of the price.	A 5 minute walk from the CTICC, not a big problem, but causes delays
University	The venues were a bit more intimate - instructors could engage with attendees more easily. Felt a lot less "corporate". Nice opportunity to raise awareness of FOSS4G. Lab owners were very enthusiastic and helpful	No Control! We had to work with PC's with no idea what was on them, other than the OS, and no ability to clear the environment. Who knows what students are doing on lab PC's? Network access and internet connectivity was THE major issue. The university bandwidth was limited such that one workshop in particular did not really work. Also, Internet access was controlled by a proxy, which required usernames and passwords, which the network admins were not too keen to hand out and which caused great annoyance for Firefox users. Transport to the venues was problematic, particularly if folk missed the buses

Computers and Networks

Rule number 1: Work with a good technology supplier. We had the most amazing experience with our main IT suppliers - they were flexible, helpful, committed and technically sound. Okay, so the bandwidth was used up at times, but that had more to do with the cost of connectivity than the IT team

Printed Handouts

2008 provided printed handouts where instructors wished them to be provided. One issue is that for labs it is difficult to know how many to print, for the labs are essentially walk in affairs. Feedback from attendees at labs and workshops suggests that, on the whole, printed material is desirable. One downside to having printed material is that attendees often tend to race ahead of the instructor, which can be problematic if the workshop or lab content is complex or likely to cause problems if an attendee misses a step.

We found a very helpful professional printshop near (i.e. 2 minutes walk) to the conference venue. They were flexible, accommodating and very professional. We organised a kind of printing "slush fund" at the printshop, which was capped at a certain level.

On another track, printed material offers a sponsorship opportunity...

Presentations

Call for Papers

Academic track

The call for papers did not include a request for number of words. This lead to some minimalistic, say useless, abstracts for the proceedings. A reasonable abstract and 3 keywords will also help to categorise the submissions more easily for the individual sessions.

Suggestions for 2009:

• abstract number of words (300-500 words + 3 key references)
• request 3 keywords

General track

• abstract number of words (150-300 words + optionally 3 key references)
• request 3 keywords

Program handouts etc

• convenient small flyer, nice to carry around
• presenter names would be desired (small font)

Conference website software

For the first time, OSGeo is making use of the Open Conference Systems (OCS) software to 'manage' a FOSS4G conference.

• See FOSS4G2008_Site_Upgrade
• and FOSS4G2008_Committee_Issues#OCS_website_management
• Limitations (to be fixed for 2009):
  • No list of participants easily extractable
  • No online session navigation (as supported Indico, see www.foss4g2006.org)