Belgium/FOSS4G 2015 Organisation

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.

• 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

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)