Difference between revisions of "FOSS4G 2019 Bid Process"

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= <span style="color:#FF0000"> Draft </span> =
 
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* <span style="color:#FF0000"> This is a draft </span>
 
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* <span style="color:#FF0000"> Remove when ready </span>
 
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= Basics =
 
= Basics =
  
 
* FOSS4G 2019 will most likely be held in Europe.
 
* FOSS4G 2019 will most likely be held in Europe.
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** [http://2018.foss4g.org FOSS4G 2018] will be in Dar es Salam, Tansania
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** [http://2018.foss4g.org FOSS4G 2018] will be in Dar es Salaam, Tanzania
 
* "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) in Europe. If there are no submissions from groups in Europe, letters from other regions will then be solicited.
 
* "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) in Europe. If there are no submissions from groups in Europe, letters from other regions will then be solicited.
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* If more than one letter of intent is received, the Conference Committee members will vote by each selecting a single letter as their choice. A letter must receive the backing of at least two members to move on to the bid stage. [Steven Feldman suggests increasing minimum votes to 3 as we have 12+ voting members. Also suggest confirming that LoI votes should be made public after voting]
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* If more than one letter of intent is received, the Conference Committee members will vote. The vote procedure for 2019 changed, from this year on, every member of CC votes on every LoI. LoI's that receive more than 50% of "thumbs up"-votes will pass stage 1.
 
* Selected letters will be invited to prepare a full bid based on the usual RFP process.
 
* Selected letters will be invited to prepare a full bid based on the usual RFP process.
 
* A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required even if only one letter is received.
 
* A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required even if only one letter is received.
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|-
 
|-
 
! Proposals (Stage 2) due:
 
! Proposals (Stage 2) due:
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| 2017 November 27
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| 2017 December 4
 
|-  
 
|-  
 
! Stage 2 question period:
 
! Stage 2 question period:
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| 2017 November 28 to 2017 December 12
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| 2017 December 5 to 2017 December 15
 
|-
 
|-
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! Final decision:
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! Voting Period:
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| 2017 December 15
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| 2017 December 15th to December 18th 12h CET
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|-
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! Final decision by Conference Committee:
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| 2017 December 18
 
|}
 
|}
  
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=== RFP Documents ===
 
=== RFP Documents ===
  
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* RFP containing updated process ([https://svn.osgeo.org/osgeo/foss4g/rfp/2019/osgeo-conference-2019-request-for-proposal.pdf RFP]) NOT YET CREATED!
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* RFP containing updated process ([https://svn.osgeo.org/osgeo/foss4g/rfp/2019/FOSS4G2019-request-for-proposal.pdf RFP])
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* Budget template ([http://svn.osgeo.org/osgeo/foss4g/rfp/2017/osgeo-conference-budget-template.ods file]) CAN WE USE THE OLD ONE HERE?
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* Budget template ([https://svn.osgeo.org/osgeo/foss4g/rfp/2019/osgeo-conference-budget-template.ods file])
  
 
= Letter of Intent Review =
 
= Letter of Intent Review =
  
 
* Letters of Intent were received from the following local committees:
 
* Letters of Intent were received from the following local committees:
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** ...
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** [[https://svn.osgeo.org/osgeo/foss4g/proposals/2019/FOSS4G%202019%20Letter%20of%20Intent%20for%20Sevilla.pdf]] FOSS4G 2019 Letter of Intent for Sevilla  [[FOSS4G2019_Q&A_Sevilla]]
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** [[https://svn.osgeo.org/osgeo/foss4g/proposals/2019/FOSS4G_2019_LOI_Bucharest.pdf]] FOSS4G 2019 Letter of Intent for Bucarest]]  [[FOSS4G2019_Q&A_Bucarest]]
  
 
* Questions will be asked of LOCs on conference_dev 2017-09-30 to 2017-10-13 - be prepared to answer the questions ASAP!
 
* Questions will be asked of LOCs on conference_dev 2017-09-30 to 2017-10-13 - be prepared to answer the questions ASAP!
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* Bids will be required for selected applicants, due by November 27, 2017.
 
* Bids will be required for selected applicants, due by November 27, 2017.
 
* Bids were received from:
 
* Bids were received from:
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** ...
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** [[https://svn.osgeo.org/osgeo/foss4g/proposals/2019/FOSS4G_2019_Proposal_Sevilla.pdf Full proposal]] of Sevilla (SLOC).  
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* Questions will be asked of bidders on conference_dev 2017-11-28 to 2017-12-12 - be prepared to answer the questions ASAP!
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*** The Questions and responses for SLOC are at  [[FOSS4G2019_Q&A_Full_Proposal_Sevilla]]
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* A conference committee teleconference or IRC meeting might be held sometime between December 5 and December 12.   
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** [[https://svn.osgeo.org/osgeo/foss4g/proposals/2019/FOSS4G_2019_proposal_Bucharest.pdf Full proposal]] of Bucharest (BLOC).
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* Conference committee will vote and convey results to the OSGeo Board of Directors for approval on December 15, 2017.
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*** The Questions and responses for BLOC are at  [[FOSS4G2019_Q&A_Full_Proposal_Bucharest]]
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* Questions will be asked of bidders on conference_dev 2017-12-05 to 2017-12-15 - be prepared to answer the questions ASAP!
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* A conference committee teleconference or IRC meeting might be held sometime between December 16 and December 18.   
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* Conference committee will vote and convey results to the OSGeo Board of Directors for approval on December 18th/19th, 2017.
  
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= Decision =
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* The conference committee members voted on '''Bucharest''' as the location for FOSS4G 2019
  
 
[[Category:Conference Committee]]
 
[[Category:Conference Committee]]
 
[[Category:FOSS4G]]
 
[[Category:FOSS4G]]
 
[[Category:FOSS4G2019]]
 
[[Category:FOSS4G2019]]

Latest revision as of 06:34, 17 July 2018

Basics

  • FOSS4G 2019 will most likely be held in Europe.
  • "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) in Europe. If there are no submissions from groups in Europe, letters from other regions will then be solicited.
  • If more than one letter of intent is received, the Conference Committee members will vote. The vote procedure for 2019 changed, from this year on, every member of CC votes on every LoI. LoI's that receive more than 50% of "thumbs up"-votes will pass stage 1.
  • Selected letters will be invited to prepare a full bid based on the usual RFP process.
  • A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required even if only one letter is received.

Summary of Important Dates (AoE)

Release RFP: 2017 September 08
Letters of Intent (Stage 1) due: 2017 September 29
Stage 1 question period: 2017 September 30 to 2017 October 13
Stage 1 decision: 2017 October 16
Proposals (Stage 2) due: 2017 December 4
Stage 2 question period: 2017 December 5 to 2017 December 15
Voting Period: 2017 December 15th to December 18th 12h CET
Final decision by Conference Committee: 2017 December 18

Letters of Intent

  • Accepted until September 29, 2017
  • Limited to two pages
  • Read the RFP document (below) and answer the following questions:
    • Who is your conference chair?
    • Who else is on your LOC?
    • What is your venue?
    • What makes FOSS4G in your proposed location compelling?

Cameron Shorter, Chair of FOSS4G 2009 suggests also addressing the following questions:

  • Historically, half to three quarters of delegates come from the hosting country / region. Hence it is very valuable to have links with the regional geospatial industries.
  • How do you propose to engage the regional communities in order to attract delegates and sponsors.
  • The more recent conferences have all worked with a professional conference organizer. If you plan to make use of one, please mention them.

Till Adams, Chair of FOSS4G 2016 also suggests to adress the following questions:

  • Give a rough overview about potential costs (conference fees, accommodation, averaged prices for meal/drinks)

RFP Documents

  • RFP containing updated process (RFP)
  • Budget template (file)

Letter of Intent Review

  • Questions will be asked of LOCs on conference_dev 2017-09-30 to 2017-10-13 - be prepared to answer the questions ASAP!
  • Conference committee will vote and results announced on October 16th.
    • Letters with 2 votes will be passed on to the proposal stage.
    • If there are no qualified letters from the priority region, then additional regions will be considered or solicited.

Bid Process

  • Bids will be required for selected applicants, due by November 27, 2017.
  • Bids were received from:
  • Questions will be asked of bidders on conference_dev 2017-12-05 to 2017-12-15 - be prepared to answer the questions ASAP!
  • A conference committee teleconference or IRC meeting might be held sometime between December 16 and December 18.
  • Conference committee will vote and convey results to the OSGeo Board of Directors for approval on December 18th/19th, 2017.

Decision

  • The conference committee members voted on Bucharest as the location for FOSS4G 2019
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