FOSS4G Handbook

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

About FOSS4G

Free and Open Source for Geospatial (FOSS4G) conferences refer to a series of events which provides presentations, workshops, and networking opportunities based around Free and Open Source Software.

FOSS4G includes one annual global event which rotates around the world, as well as a number of regional events which follow similar principles.

Editing this document

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.

Relevance
International FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]
Regional FOSS4G: [Mandatory, Recommended, Optional, Not Relevant]
FOSS4G stream / Local Event: [Mandatory, Recommended, Optional, Not Relevant]

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

A FOSS4G Event can be the main international FOSS4G conference, as well as a regional event such as FOSS4G-North America. It can also be a local FOSS4G seminar drawing from one city, a FOSS4G stream in a bigger conference, a workshop or a code sprint. The number of participants can vary from ten people (code sprint) up to 1000 people (global FOSS4G).

Schedule

All successful events should be planned, and to help with the plan, we have a generic FOSS4G Planning Schedule which can be used as a starting point.

Relevance
International FOSS4G: Mandatory
Regional FOSS4G: Mandatory
FOSS4G stream / Local Event: Highly Recommended

When planning an event:

See Also

Finances

Guarantees

Draft, awaiting review

The OSGeo foundation can be approached to provide financial guarantees for major FOSS4G events.

Relevance
International FOSS4G: Recommended
Regional FOSS4G: Optional
FOSS4G stream / Local Event: Not Relevant

As per our board priorities:

Conferences are financially risky events. They need to be planned well in advance, and you are never sure how many people will turn up, or whether some global event will have a substantial impact on registrations. Consequently, conferences such as FOSS4G require financial guarantees up front in order to secure a venue. To support and enable these conferences, OSGeo will endevour to retain sufficient capital to offer such guarantees for any FOSS4G event requesting it. If OSGeo's support is requested, then OSGeo would expect these events to budget for a modest profit under conservative estimates, and for OSGeo to retain profits from such events. To date, such profits, while relatively modest, have been OSGeo's primary income source.

See Also

Budget

City Selection

The International FOSS4G event rotates around the world, and cities compete to be selected to host the event, as described in the RFP process.

Relevance
International FOSS4G: Mandatory
Regional FOSS4G: Not Relevant
FOSS4G stream / Local Event: Not Relevant

The regions FOSS4G rotates through are:

  • Europe
  • North America
  • Rest of world

This is caveatted by the OSGeo Conference committee feeling confident that the proposed city/region will attract the majority of the international FOSS4G audience.

So our rotation policy is:

  1. Strong preference is given to the region which hasn't had FOSS4G for 2 years
  2. We next consider the region which had FOSS4G 2 years ago
  3. Only as a last resort would we consider a region which had FOSS4G last year

Prior International FOSS4G event locations have been:

  • 2013: Nottingham, United Kingdom
  • 2012: Beijing, China (cancelled)
  • 2011: Denver, United States
  • 2010: Barcelona, Spain
  • 2009: Sydney, Australia
  • 2008: Cape Town, South Africa
  • 2007: Victoria, Canada
  • 2006: Lausanne, Switzerland
  • 2005: Minneapolis, United States
  • 2004: Bangkok, Thailand
See Also

Integration with other Conferences

Metrics

Draft, awaiting review

Past FOSS4G metrics are very valuable for planning future FOSS4G events, and should be collected for all events.

Relevance
International FOSS4G: Mandatory
Regional FOSS4G: Recommended
FOSS4G stream / Local Event: Optional

Key questions that we wish to ask of our metrics:

  1. How many people are likely to come from a future FOSS4G event in region X?
  2. In the lead up to FOSS4G how many more people are likely to sign up? Eg: 200 people registered by Early Bird, will we reach our predicted 300 attendees?
  3. In lead up, when do sponsors sign up?
  4. Schedule and workshop planners wish to understand the technical expertise of participants. What is the percentage of OSGeo newbies (requiring "Introduction to ..." presentation/workshop).
  5. When considering whether to sponsor, and how to target spsonsorship messages, FOSS4G sponsors wish to understand the makeup of FOSS4G attendees. In particular, are attendees likely to influence decisions to purchase future software systems.
  6. How much sponsorship should we expect? Where in the world did previous sponsors come from?
  7. What is the most effective way to market FOSS4G? How did people hear about FOSS4G?

Key metrics we wish to collect from attendees:

  1. Registration date
  2. City, State, Country
  3. Sponsor name, amount, sign up date
  4. Information Source: Past attendee,Friend/colleague,E-mail list,Web badge on open source site,Grapevine,Internet Search,Web advertisement,Magazine advertisement
  5. Job Description 1:C-Level Executive,Manager,Consultant,Programmer,Scientist,Educator,Mysterious
  6. Job Responsibility 1: If I Told You I'D Have To Kill You ($1,000,000s),Heaps Of Money ($100,000s),Piles Of Money ($10,000s),Stacks Of Money ($1000s),No Money At All
  7. Reason For Attending: The Technical Networking,The Workshops & Technical Sessions,The Beer,The Sales Networking,Something Else Altogether
See Also

Time Frame

Program

Previous global FOSS4G conferences have had a program similar to the following (regional and local events typically have a similar structure, reduced to match the size of the audience):

  • One to two days of workshops. Workshops are generally 3.5 hour instructional sessions, in a computer lab setting. Workshop instructors provide software, data, and materials in exchange for free conference admission. Attended by 200 to 300 people, depending on facilities.
  • An “ice breaker” event on the evening before the first day. Usually held in a large bar or restaurant, but could be in any venue that allowed for easy mixing and mingling.
  • Three days of Main Conference
    • Opening and closing plenary sessions with all attendees at the start and end. Sometimes additional plenary sessions at the start and/or end of conference days.
    • Approximately five parallel tracks of presentations, with each presentation consisting of a 20-25 minute talk, 5 minutes of Q&A, and 5 minutes of transition time between talks. Attended by 500-900 people, depending on conference attendance.
    • A “banquet” event on the evening of the second day. Usually held in a “showcase” venue, examples have included: art museum, castle, harbor cruise, cultural restaurant.
    • [Global FOSS4G only] The Sol Katz Award, presented during the closing plenary session. The award is selected and presented by the Sol Katz committee, the conference organizers need only include 15 minutes in the closing plenary schedule for the presentation.
    • The OSGeo Annual General Meeting. Held in a venue suitable for about 200 people. Interested OSGeo members hear from local chapters, the board, and other speakers on the state of OSGeo. Held either the day before the conference, or on the final day after the closing plenary.
    • Birds of Feather Sessions. Held after the days presentations, groups self-organize to discuss topics of common interest.
    • A lunch time allocated for poster creators to stand next to their posters and talk about them.
  • OSGeo Directors Face-to-Face Meeting. Held before or after the conference, in a board room or meeting room provided by the conference organizers.
Relevance
International FOSS4G: Recommended
Regional FOSS4G: Recommended
FOSS4G stream / Local Event: Optional
See Also

Workshops

Draft, awaiting review

Workshops are an valuable component of every FOSS4G conference. They require a lot of preparation for both presenters and conference organisors! As such, be sure to have a dedicated team manage everything around workshops.

Relevance
International FOSS4G: Mandatory
Regional FOSS4G: Recommended
FOSS4G stream / Local Event: Optional
Workshop Call for Proposal

The Call for Proposal can be aligned with the regular presentation Call for Papers (see below).

Workshop Selection

The workshops selection starts with a Call for Proposal. Anybody can submit a workshop proposal. The selection follows a few clear rules:

  • Graduated OSGeo projects get precedence over incubating projects over others.
  • Each graduated OSGeo project will receive one slot provided there are enough in total. If not first come first serve.
    • Graduated OSGeo projects have to submit a workshop proposal just like anybody else.
    • The Local Organizing Committee can decide to not accept a workshop but has to provide valid reasons to the submitting party. This should not be done on public mailing lists. In case of bitter resentment include the board of directors.
    • If a graduated project does not convincingly confirm their participation slots are filled up by other active projects.
    • Workshop leader/s have to register until x weeks before the conference.
  • Individuals and organizations are encouraged to collaborate on joint workshops.
  • Ideally a few slots should be reserved for workshops that may be not tech related for example for the Education and Data committees.

Final adjudication lies with the LOC!!!

See Also
  • ...

Presentations

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)

Posters

Conference Opening

Keynotes

Closing Session

Social Events

Unofficial start

Social Event

Members' Meeting

Exhibition

  • 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

Sponsors

Media Sponsors

Participant Involvement

Registration

Printed Program

Bags

T Shirt

Live DVD

Location, Directions

Hotels

Other local information

Internet access

Cloakroom

Proceedings

Premises

Advertising and Public Relations

survey participants

See Also

Howtos from related conferences: