FOSS4G2013 Reflections by the LOC

This FOSS4G Cookbook documents the process, tips, hint and lessons learned by the FOSS4G 2013 local organising committee. It does not attempt to recreate the FOSS4G_Cookbook but should provide some useful pointers for future LOC's

Introduction

Information about the LOC and UK chapter

Concept

What was the aim of the LOC for FOSS4G2013? We were trying to engage with communities that traditionally saw enterprise solutions being the preserve of proprietary software and big contracts. This includes the tie in with AGI.

Venue

General comments

WiFi

Gets its own topic? or could be a sub-heading in venues

Programme

== General == This covers the call for papers, selecting papers, organising the schedule, dealing with presenters that drop out and how the prog went at the event

Merchandise

General comments on the FOSS4G branded kit (banners, t-shirts, and the stuff in the delegate packs)

Workshops

Everything relating to the workshops,from the call, to sorting out rooms to timetables and ensuring that hardware/software needs were fulfilled

what worked

• Presenters that took advantage of the testing sessions prior to their workshop had a much easier time
• A number of delegates took advantage of being able to change their workshop booking prior to the event via the booking system
• We had positive feedback regarding running workshops during the main conference
• Providing lunch bag which delegates could help themselves to
• Tea and coffee in the morning was appreciated

what didn't work

• Using heavily locked down university hardware made life a lot harder for organisers and presenters
• We where a few lunch bags short should of ordered another 10%

what would we do differently

• Publish the schedule of workshops earlier
• Allow delegates to book individual workshops when they register
• Rent good spec laptops for workshops with VirtualBox installed

Academic track

Everything relating to the academic track, papers, journals, mixing the presenter in and around the main prog and academic bursaries

Website

FOSS4G web presence - did it work, what tools did we use and why

Entertainment

After-skool fun.

Timeline

The timeline from winning the bid to the event starting

During the event

Stuff that went down at the event and how we reacted to things to keep everything on track