FOSS4G 2013 Planning Meeting March 22nd

Attendees: Steven, Addy, Barend, Jo, Mark, Peter, Suchith, Jo, Ian H, Rollo, Antony

Apologies:

• Semester started and I will be busy with lectures / lab exercise this afternoon. Good luck - Franz-Josef

Review actions from previous meeting

Academic track

• 26 papers in review, 23 already have 1 reviewer, 15 reviews already in

CfP and CfW

• Papers - 25
• Workshops - 23
• Consider 2 days for workshops once proposals evaluated after F2F.
• What would we do if not enough papers in? Extend? Community vote?
• Jo to lead on this decision (Steven away).

Publicity

• Need for more non-UK publicity, if poss in local languages - country contact
• AGILE
• Twitter (Addy will scan for )
• OSGeo local chapters: Custom mailing list for replication to country - Barend to get email (include SA)
• Comms group to make sure blast goes out on workshops
• Sucith will also send to range of lists
• OSGeo Advocate list (useful) - http://wiki.osgeo.org/wiki/OSGeo_Advocate (has named contacts in countries!)

Website:

• rationalise menus (Comms Group)
• pages to be updated by various LOC (Addy done, Mark, Matt to do) reminder A
• pages need to be made public, then added to menu (admins)
• increase Amazon instance for submissions time

• redacted*

Code sprints on Sunday.

• Some other sponsors highly likely.
• Web mapping shoot-out - Geoff McKenna has organised in the past. Steven to contact (also AGM and Sol Katz).

Map Gallery

• Rollo negotiating with CASA for display technology (iPad wall). Digital displays outside rooms are also a option.
• Call for maps should go anyway, while we are getting technology sorted. First call is ready to go: Rollo/Ken. Second (formal) call after 12th April.

Contract and wifi

• We had a proposal from the venue for a 400MB connection but at a cost of £25k! I have told the that is not on and offered £5k, they are now trying to get a lower cost quote from another supplier. I think we are * going to have to live with the 100MB that they can offer.
• On site responsiveness to issues is also important.
• Contract otherwise ready to go - unlikely we will need OSGeo contribution for deposit. Peter to inform Daniel.

F2F 24/25 April

• Meeting and hotel rooms now booked (let Clare know if more rooms needed ASAP).
• Overall timing: 11.30am Wed - 5pm Thur.
• Peter will be available if needed.
• Note that work will be needed by all in reviewing proposals before meeting. Weeding of non-starters is needed...
• Rollo will draft notes on previous methodology. DONE
• Community ranking was strong driver in previous confs, with rebalancing for eg case studies - tendency for community to have technical leaning.
• Timetable to be drafted when Steven gets back.
• Claire should contact Suchith on any logistical issues.

AOB

• SF away from 28/3 to 18/4
• Programme - lots of 'minor' events to be fitted in.
• Where should self-organising groups go to get eg rooms, communicate with each other etc? Website, whiteboards, daily one-pager update sheet, all low tech if poss. Consider allocating space, late-breaking announcements.
• Will we have printing facilities? Not great at EMCC. Good quality printer will be needed - Suchith to investigate a loan for the duration.
• Jo to lead on 5th
• Call on 19th to go ahead