FOSS4G Handbook

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This Cookbook should be taken as a guide rather than a rulebook. It aims to provide guidance to future FOSS4G and FOSS4G related events, based upon the collective wisdom gained during prior events. As such, it is a continuous work in progress, and we encourage all FOSS4G organisors to contribute to and enhance this cookbook.

Editing this document

Draft, awaiting review

This FOSS4G Cookbook aims to be concise, so that it is easy to read and follow. We also aim to collaboratively edit and continuously build this document based upon our collective experience running conferences. As such, we will need to continuously update and delete old text as new ideas come to hand.

The process to follow in updating this wiki is:

  • Feel free to make trivial tweaks to grammar and syntax.
  • If you would like to introduce a new idea, maybe add a new section, or improve an old section:
    • Raise your suggestion on the OSGeo Conference email list.
    • Once a rough consensus has been reached on the list, you may then update the Cookbook with the collective wisdom of the list.
    • If writing a new section, consider starting the section with: Draft, awaiting review
    • After updating your text, notify the list again to give others the opportunity to review and tweak.

Section Writing Guide

Draft, awaiting review

The first sentence(s) of a section should describe the meaning of the heading. Eg, if this section is on "Birds of a Feather", then the first sentence should start with: Birds of a Feather sessions refer to semi-formal gatherings of like minded delegates to discuss a topic of interest.

Following paragraphs provide specific details. They might hyperlink to more details from an external Lessons Learned type doc. It will likely cover some of the following topics:

  • Key success factors
  • Things that can go wrong, with optional brief examples
  • List of considerations and why choose one consideration over another
  • List of steps to follow
  • Organisations or people to contact to coordinate with
  • Links to external documents, such as a Google Docs spreadsheet
See Also


Size of the event

Draft, awaiting review

FOSS4G Event can be global FOSS4G conference ("The conference"), as well as smaller local or semi-local FOSS4G-* events, such as FOSS4G-CEE or FOSS4G-NA. It can also be more specific topic-oriented little seminar or code sprint. Number of participants can vary from ten people (code sprint) up to 1000 people (global FOSS4G).

Venue Selection

  • Refer to RFP for guidelines

Integration with other Conferences

Time Frame



Call for Papers

Submission of papers

Strategic Talks

Selection and Evaluation of the Presentations

Classification of Papers in Sessions

Details about Speakers and Publication of the Program


Community Sessions

Birds of a Feather Sessions (BoF)


Conference Opening


Closing Session

Social Events

Unofficial start

Social Event

Members' Meeting


  • Event should provide an OSGeo booth
  • Event should include OSGeo Advocate speaker who would present on an aspect of OSGeo
  • The OSGeo advocate(s) are expected to coordinate and man the OSGeo booth
  • The OSGeo Local Chapters are strongly encouraged to hang out at the OSGeo booth


Media Sponsors

Participant Involvement


Printed Program


T Shirt

Live DVD

Location, Directions


Other local information

Internet access




Advertising and Public Relations

survey participants


See Also