Belgium/FOSS4G 2015 Organisation

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Main topics where chairs/heads needed

Conference Chair

  • Dirk Frigne and Johan Van de Wauw
  • Tasks
  • opening the conference
  • thank the sponsors

eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.

  • introducing the keynote speakers
  • close the conference
  • thank the sponsors

Chair of program committee

  • Johan Van de Wauw
  • Tasks
    • Decide which presentations are included in the program
    • Put together the program / schedule
    • Call for papers

Financial Issues

  • Marc Ducobu
  • Tasks
    • Budget
    • Follow-up

Sponsorship & Exhibition

  • Marc
    • Communication with sponsors
    • Exhibition stand plan
    • Accompany the exhibitors to their stand
  • Booth size:
    • 1 table
    • 2 chairs
    • 1 power socket
    • WIFI
    • Limited booth size
    • no walls
    • Set-up: from 7 to 9
  • 1 parking space


  • Gael
    • Communication with catering


  • TBD
    • Welcome and communication with the translators


  • Gael (Brussels open data?)

Technical Infrastructure

  • Gael / There is a technical person from the venue available for free
    • Support technical issues during the event
    • Printer at the venue

Volunteer Chair

  • Oliver May
    • Hand out t-shirts / badges for the volunteers
    • Recruit volunteers

Social Media #foss4gbe

  • TBD
    • Check twitter, retweet tweets
    • Announce on twitter

Tasks & Volunteers

Session Chairs

  • Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations. Each session has three/five 20 minute presentations, with a 5 minute question-and-answer period after each. Chairs are expected to:
    • introduce the speakers,
    • ensure each speaker stays within his or her 25 minute combined presentations-plus-questions presentation limit,
    • ensure the next presentation starts promptly as scheduled, and
    • occasionally read off a few reminders and announcements at the end of the session.
    • hand in headsets
  • Session chairs:
    • Morning sessions
      • Plenary Opening: Moritz
      • Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
      • Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
      • Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
    • Afternoon sessions
      • Session 4 (Main track 14h - Plenary (Atrium)): Johan
      • Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
      • Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
      • Plenary Closing: Gaël

On call - Runner

  • Tasks
    • Check that all sessions start at the correct time, and that the chairs are available
    • Communication between sessions if needed
    • Fix technical issues if session chair can't fix
    • Keep an eye out on room safety and report potential issues such as overcrowded rooms...

(Volunteer) tasks list

Before the event

  • Create booth plan
  • Appoint session chairs
  • Create session posters (for at the door, and inside the session rooms)
  • Create signalisation papers
  • Create parking spot papers
  • Create session chair guidelines

All day

  • Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
    • Hand out badges and programmes
    • Hand out food tickets, goodie bags, t-shirts if they have this kind of ticket,...
    • Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
  • Check reserved Parking spots

Set-up / tear-down

  • Set-up event
    • Installation of welcome desk and OSGEO booth
    • Installation of the tables for the booths
    • Hang up signalisation and posters
    • Verify sound and projection in all rooms
      • Are there computers available in all rooms?

  • Tear-down and clean-up at the evening:
    • collecting bottles,
    • tearing down the network,
    • taking down the signage,
    • ... Basically, make sure we're welcome again next year ;)

Ad-hoc tasks

  • Hand out headsets
  • Taking photos / videos of the event
    • Oliver can provide photo camera

  • Vestiare -> covered by the venue

Other tasks

  • Tasks
    • Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
    • Provide signalisation to the different rooms (conference rooms, break and restaurant) and programme at the doors of the different rooms
    • Check materials for speakers and translators (Internet, video projectors, sound)