FOSS4G 2011 Workshops Meetings

• Meetings occur through IRC chat in channel #foss4g on freenode.net
  • you can use Chatzilla for Firefox, or directly in your browser with webchat

Next IRC meeting

• http://timeanddate.com/worldclock/fixedtime.html?year=2011&month=05&day=31&hour=17&min=0&sec=0
  • • Complimentary Registrations
    • Venue logistics
      • FOSS4G 2011 Workshops Venue Logistics
    • Number of attendees per workshop
    • Timeline
      • FOSS4G 2011 Workshops Timeline
      • Getting computers set up
      • Testing live dvd
      • Materials from presenters/Printing
    • Questions from workshop submitters.
    • other?

Previous IRC meetings

• May 17 2011, 10AM MST
  • Agenda
    • New Computer Vendor
    • Workshop Registration Numbers
      • Need to check with Henry/James on this.
    • Volunteers
      • Need to bring this up on the LOC call
    • Email to presenters
      • Ben will draft email and send to Jeff and Chris for Review
    • Need to set up ftp space and wiki space for presenter materials
      • Jeff will set up space and assign IDs tot eh workshops, W1, W2, etc.

• Mar 29 2011, 10AM MST
  • Agenda
    • Announcement to the workshop list on timeline
  • Log

• Mar 15 2011, 10AM MST
  • Agenda
    • Quick review of current items that need to be monitored:
      • Registration numbers, which workshops will go in the bigger rooms?
      • Details on computers for workshops: setup and timing
  • Log

• Mar 1 2011, 10AM MST
  • Agenda
    • Venue logistics
      • FOSS4G 2011 Workshops Venue Logistics
    • Can Workshops have different numbers of attendees?
      • Some rooms with say 20 computers and some with 12 computers
    • Timeline
      • FOSS4G 2011 Workshops Timeline
      • Getting computers set up
      • Testing live dvd
      • Materials from presenters/Printing
    • Questions from workshop submitters.
    • other?

• • Log

• Feb 22 2011, 10AM MST
  • Agenda
    • Discounts for workshop/tutorial presenters
      • Workshops 1.5 comps/Tutorials 0.5 comps
    • Venue logistics (Update on computers)
      • Laptops with Core2 Duo ~2.2GHz Proc. and 3GB of RAM
    • Printing budget
    • Timeline
      • Getting computers set up
      • Testing live dvd
      • Materials from presenters
    • Questions from workshop submitters.
    • other?
  • Log

• Feb 15 2011, 10AM MST
  • Agenda
    • Discounts for workshop/tutorial presenters
      • Workshops 1.5 comps/Tutorials 0.5 comps
    • Proposal evaluation process update
      • How should we make the announcement?
      • Announce Results: 16 Feb. 2011
    • Venue logistics (Update on computers)
      • Still no new news.
    • Printing budget
    • Questions from workshop submitters.
    • other?
  • TODO:
    • Final confirmation of comps for workshops/tutorials from LOC
    • Present the list of workshops and turoials to the LOC.
    • Contact workshops proposers that have been accepted as tutorials for confirmation that this is ok
    • Ask for update on computers for workshops at LOC meeting.
    • Bring up budget for workshop materials (handouts, etc.) to LOC
    • Respond to proposals:
      • Jeff will make a response template
      • Chris will cOntact workshops proposers that have been accepted as tutorials for confirmation that this is ok
      • We'll split the submitters up and Chris, Jeff and Ben will respond to each individually.
      • Post selections to the website and make an annoucement on the list serv.
  • Log

• Feb 8 2011, 10AM MST
  • Agenda
    • Late Submissions
      • Jeff received another late submission, how shall this be handled?
      • NOTE: Decided to accept as a Tutorial
    • Discounts for workshop/tutorial presenters
      • Still not definitive, but close
    • Proposal evaluation process
      • Need to get this started, deadline 16 Feb. 2011
    • Venue logistics (Update on computers)
      • Still waiting on more info
    • Questions from workshop submitters.
    • other?
  • Tasks
    • Discuss number of tutorials with LOC (thinking about 20).
  • Log

• Feb 1 2011, 10AM MST
  • Agenda
    • Discounts for workshop/tutorial presenters
    • Starting the proposal evaluation process
    • Venue logistics (Computers/Number of concurrent and total sessions)
    • How to deal with late submissions?
    • Questions from workshop submitters.
    • other?
  • Tasks
    • Look into upgrading the laptops from the current specs
    • Discuss volunteer committee with the LOC and possible student passes for volunteers.
    • What are the final discounts for presenters (Discuss with the LOC)
  • Logs

• Jan 25 2011, 10AM MST
  • Agenda
    • discounts for workshop/tutorial presenters
    • proposal evaluation process
    • venue logistics
  • Outcome
    • Proposal evaluation will be ranked by the workshop committee plus the conference chair and then presented to the LOC for input.
    • Each evaluator will rank the proposals: 15 points for the best ones, 14 for the second, and so on...
  • Tasks
    • Review proposal submissions for under represented projects and send out reminders if needed (Complete by 26 January 2011)
    • Discuss discounts for presenters with the LOC (Does this include tutorial presenters as well as workshop presenters?).
      • NOTE: The LOC seems to think we can provide discount for registration. Exact details to follow
      • Information on 2010 Discounts: FOSS4G_2010_Discounts#Workshop_Instructors
    • Discuss venue logistics with LOC, need more details.
      • After the LOC meeting we seem good for 4 sessions of 6 workshops, could maybe add more if needed. Should be fine to have GITA install an image on all the workshop computers.
  • Logs

• Jan 18 2011, 10AM MST
  • Tasks:
    • Get access to the current workshop submissions and share via Google Docs
    • Get more information about the venue (workstation specs, access, size of rooms, etc.)
    • Consider quota for innovative workshops this year
    • Send out workshop call reminders/nudges to unrepresented projects if needed
    • Decide on the review process to rank proposals
  • Logs