FOSS4G 2011 Lessons Learned - Revision history

Wiki-Leo at 11:01, 25 February 2015

2015-02-25T11:01:47Z

Jmckenna at 19:36, 2 February 2015

2015-02-02T19:36:38Z

Arnulf: /* Logo */

2013-10-22T15:29:54Z

Logo

Wiki-Pmbatty: /* Sponsorship */

2012-07-13T16:41:00Z

Sponsorship

Wiki-Pmbatty: /* Sponsorship */

2012-07-13T16:38:47Z

Sponsorship

Wiki-Pmbatty: /* Events that need to be scheduled */

2011-07-14T17:48:35Z

Events that need to be scheduled

Wiki-Pmbatty: /* Events that need to be scheduled */

2011-07-14T17:47:27Z

Events that need to be scheduled

Wiki-Pmbatty: /* Events that need to be scheduled */

2011-07-14T17:46:47Z

Events that need to be scheduled

Wiki-Pmbatty: /* Other Events */

2011-07-14T17:46:08Z

Other Events

Tmitchell: /* FOSS4G 2011 Lessons Learned */ adding a few other issues that popped up

2011-07-13T19:44:03Z

FOSS4G 2011 Lessons Learned: adding a few other issues that popped up

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	[[Category:FOSS4G2011]]		[[Category:FOSS4G2011]]
−	~~[[Category:FOSS4G]]~~
	[[Category:FOSS4GLessonsLearned]]		[[Category:FOSS4GLessonsLearned]]

← Older revision		Revision as of 19:36, 2 February 2015
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 We had a few misunderstandings over the logo requirements initially! This is a summary of requirements for the logo:
-*It must incorporate the FOSS4G "ribbon" element, which has been used in the logo of all FOSS4G conferences. Past logos can be seen [http://foss4g.org/static/index.html here].
+* It must incorporate the FOSS4G "ribbon" element, which has been used in the logo of all FOSS4G conferences. Past logos can be seen [http://foss4g.org/ here].
-*It does not need to incorporate the OSGeo logo.
+* It does not need to incorporate the OSGeo logo.
 The logo is something on which everyone has an opinion (often a strong one!). We recommend assigning a small group to get the logo done rather than having extensive debate with the whole team! We ended up using [http://www.crowdspring.com crowdspring] and were very pleased with the way that this worked - we would highly recommend using them in future. Start on the logo asap as you need it for other early stage documents like the sponsorship prospectus.
 === Sponsorship  ===

← Older revision		Revision as of 16:41, 13 July 2012
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	We offered a 10% discount for sponsors who signed up early (by end of January for us), and this worked very well. I'd need to check but from memory, I think we had roughly 2/3 of our overall sponsorship money in by end of January, which was great.		We offered a 10% discount for sponsors who signed up early (by end of January for us), and this worked very well. I'd need to check but from memory, I think we had roughly 2/3 of our overall sponsorship money in by end of January, which was great.
		+
		+	We specifically decided that we would not offer keynote talks as part of any level sponsorship packages. We felt it's an important part of the FOSS4G ethos to not be "too commercial" and for the committee to have control over the content of keynotes. We did offer a guaranteed talk in a regular session (in parallel streams) for the top level sponsorship.

	=== LOC Organization ===		=== LOC Organization ===

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 === Sponsorship  ===
-Make sure that your sponsorship benefits are a reasonable match for the previous year's, unless you have a compelling reason to change that you are willing to defend. In our first brochure we inadvertently reduced the number of conference passes provided, and quickly heard negative feedback about this from several people (in particular the fact that the bronze sponsorship included no passes rather than one). We changed the benefits to match the previous year in the light of this feedback.
+Make sure that your sponsorship benefits are a reasonable match for the previous year's, unless you have a compelling reason to change that you are willing to defend. In our first brochure we inadvertently reduced the number of conference passes provided, and quickly heard negative feedback about this from several people (in particular the fact that the bronze sponsorship included no passes rather than one). We changed the benefits to match the previous year in the light of this feedback. Also I suggest keeping sponsorship payment amounts somewhat similar to the previous year. In particular we had feedback that there should be an affordable lower level sponsorship as lots of small companies traditionally sign up for that.
 === LOC Organization  ===

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 * OSGeo AGM - not strictly part of FOSS4G, but a meeting that normally happens during the conference. Also plan an hour and a half for this.
 * The closing session needs to include the Sol Katz award (10 mins), next year FOSS4G introduction (10 mins).
-* Web Mapping shootout - not strictly mandatory, but has been an ongoing and popular plenary session. This has traditionally been in the closing session but doesn't necessarily have to be
+* Web Mapping shootout - not strictly mandatory, but has been an ongoing and popular plenary session. This has traditionally been in the closing session but doesn't necessarily have to be. Need to allow 30-45 minutes for this (talk to whoever is organizing it).
 [[Category:FOSS4G2011]]
 [[Category:FOSS4G]]

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 With the size that FOSS4G has now reached, this is a LOT of effort, even with the community ranking system (which is a big help). Work out the "shape" of the program ahead of abstract submission closing - how many tracks you have, how many plenary sessions and how long they run, how much space for the academic track and tutorials, etc. You need to know all these things in order to know how many papers to select. Check for multiple paper submissions from the same person relatively early if possible and decide how to handle these situations. We decided that we would be open to multiple papers from the same person, but in general a maximum of two (maybe in exceptional circumstances three). We had a couple of people who submitted 5 presentations. One strategy we used was to ask the person to combine multiple presentations where this made sense (e.g. they had multiple abstracts on similar topics). Another was to see if some presentations could be given by someone else.
-=== Other Events ===
+=== Events that need to be scheduled ===
-In terms of scheduling surprises, we hadn't originally planned for the Birds of a Feather (BOF), OSGeo AGM, and various closing session presentations: Sol Katz award, next year FOSS4G introduction.  Plan for these early in the scheduling.
+There are several items that need to be included in the program in addition to the general presentations. We found out about some of these late in the day and it would have been easier to schedule them if we'd known about them up front. These include the following:
 [[Category:FOSS4G2011]]
 [[Category:FOSS4G]]