We had a irc discussion on with the previous organizers on what things should be considered. Raw text attached here.
baris: hi |
baris: am I late? |
baris: i'm confused with timezones |
sanderd: baris: if I'm not mistaken, the meeting begins in 18 minutes |
baris: good |
srag: hey baris we still have 10 more minutes |
baris: hmm |
baris: . |
srag: hello every one, |
toscalix: how long the meeting will take? |
toscalix: ups hi first, sorry |
srag: toscalix, it is scheduled for an hour, |
srag: |
toscalix: ok |
srag: Hi again, |
srag: I have invited Agustin (toscalix), Baris, Dave Neary, Paul Cooper and Quim Gil |
srag: Dave couldn't attend today's meeting |
srag: and I havent' heard from Quim after the initial agreement, could be busy |
srag: Paul told, he will join us later in the meeting |
lucasr|work: heya |
srag: heya |
srag: so, the plan is this |
srag: we would have baris & toscalix talk about the following topics and at the end of the topic we would have a Q/A on them |
srag: * location (city) |
srag: * venue & number of rooms needed |
srag: * local team size |
srag: * how much time will it take to plan and run? |
srag: * what non-local resources are there |
srag: * sponsorship |
srag: * budget |
srag: * website |
srag: * agenda & speakers |
srag: * Call for Papers |
srag: * Conference Infrastructure |
baris: let me begin |
srag: thanks a lot Baris |
baris: First of all prospective experience for some of topics have changed apparantly after foundation hired stormy |
behdad: hi all |
stormy: The only thing that should have changed is approaching GNOME Foundation sponsors. |
srag: |
baris: stormy, I'll come to that |
baris: first of all for location, it should have a good public transportation |
baris: or organizers should be able to arrange this transportation. |
baris: in Istanbul public transportation was good to venue. |
OgMaciel: please keep accessibility in mind |
baris: so it wasn't a big hassle to organize transportation for conference, but keep in mind that you will still need transportation for events sometime (ie. FreeFA football etc.) |
baris: and having a touristic place is always plus, but it should be balances as it might mean less people attending sessions |
toscalix: A city with an international airport. Ideal: in a college (or a big place with good networking) placed downtown with hotels close to it. |
baris: but on the other hand you'll have more rock-stars at the conference, to be honest most of time like to travel interesting places than the conference. |
baris: those things indeed generic, but all I could say is budget is an important factor on city selection. some cities are expensive than people might expect |
baris: and plane ticket fees change interestingly from city to city in some countries. |
baris: less plane ticket means more people to come, also more people can be sponsored by foundation |
baris: and last but not the least is the volunteers. |
baris: cities that you could gather more volunteers is best and would save you a lot of problem during conference but not earlier |
baris: some other thing is municipalities and local government issues. If they can ease you job about conference that is a very *big* plus |
baris: so sometimes small cities are better places for conference than big cities, since big cities won't care about the conferences at all |
toscalix: related with the location: do we have any suggestion or proposal or we are defining the call for host? |
baris: (disclaimer: this is mostly valid for non-EU countries) |
baris: stormy? |
srag: toscalix, to some extend its defining from experience I would say |
toscalix: srag: ok |
stormy: baris, not sure what you are asking me? |
baris: stormy, tocalix' question |
baris: anyways |
baris: i'll pass to venue |
baris: venue is very important |
srag: baris, please wiat... |
srag: wait.. |
baris: ok |
srag: we probably would have a Q/A at the end of every topic |
srag: that makes it more effective than to keep it at thee nd |
stormy: and maybe toscalix has things to add? |
srag: Any questions to baris & toscalix ? |
srag: oops |
toscalix: I would add |
srag: toscalix, go ahead |
toscalix: that usually these kind of events take place at colleges |
toscalix: but they are usually uotside the cities |
toscalix: outside |
toscalix: so transportation is needed |
toscalix: the best is to find a college downtown or go to a smaller city |
toscalix: to avoid transportation |
toscalix: anothe thing to take in cosideration |
toscalix: is if there are hotels around |
toscalix: colleges usually have places to stay but no for everybody |
toscalix: GUADEC took place in the past in Dublin right? |
srag: toscalix, yep |
srag: I think so |
toscalix: in Trinity college |
toscalix: that is the ideal related with the facilities |
baris: but it was very small back then |
toscalix: international airport, college in the city and many places to stay |
toscalix: go ahead |
OgMaciel: ok |
OgMaciel: this will tie in with the next topic, venue |
srag: OgMaciel, if so, we can finish the QA and jump to Venue |
OgMaciel: could you take into consideration that when looking for places to host the next guadec, having accessible accomodation and transportation for those who like me are disabled is important |
OgMaciel: srag: all done here |
srag: |
srag: OgMaciel, valid point. |
OgMaciel: thanks |
srag: questions to toscalix & baris ? |
srag: I think not, we can go to the next topic |
srag: * Venue and the number of rooms needed |
baris: toscalix, please you start first I'll add if needed |
toscalix: Number of rooms needed: |
toscalix: talk to hotels for a first number of 300 people sharing rooms |
toscalix: and, through registration, you can estimate if that numer is good or not |
toscalix: precious reservation is free, so it is not a real issue for hotels |
baris: toscalix, i think it's room for talks not room for accommodation, srag can correct me |
toscalix: ioh, sorry |
toscalix: rooms (for talks): |
srag: baris, you are right |
srag: its rooms in the venue, |
toscalix: at GCDS GUADEC took up to 4 rooms at the same time |
toscalix: venue is usually a college with a big hall/auditorium |
toscalix: for the keynotes |
toscalix: and the I would say 4 rooms from 50 to 100 |
baris: at GUADEC 2008, we had three rooms for talks, one room for volunteers and belongings of organization (ie boxes of t-shirts etc), one room for ad-hoc meetings |
baris: but we had a place for hackings so keep in mind that you'll need a good isolated place for hack sessions |
baris: I mean we didn't have a room but a place that people can sit and hack together |
toscalix: I would suggest to add one small room fro press at least some days |
baris: yes, to be honest we had zero need for that |
toscalix: and yes, hacking rooms (small ones better) |
baris: zero need for press, press can use a calm place in venue, they are very good at finding that anyways |
baris: if you don't have it, don't push it, but if you have chance to allocate a room for press that's a plus |
stormy: (now we have a press team) |
toscalix: they need a stable place to work |
toscalix: place camera to tape etc. |
toscalix: they usually have to upload many pictures (network reqirements) |
baris: s/things/thinks |
toscalix: yes |
toscalix: cafeteria is important |
srag: baris, I have it at the end 'Conference Infrastructure' |
baris: srag, ah sorry |
srag: np |
baris: can we jump to it after this topic, since I think they are very close topics |
srag: sure. |
srag: baris, toscalix shall we go for a Q/A ? |
toscalix: yes |
baris: some small things to add |
srag: go ahead baris |
baris: for venue having a big foyer is important |
baris: companies/sponsors would like to have stands there |
baris: and it feels more 'conference' with such a place |
baris: it makes it easy for registration as well. |
toscalix: I agree |
baris: if date for conference will summer, you can use outside with tents |
baris: because participants won't be interested in stands b/w talks, but either at the beginning or at the end of each day |
baris: and also about this foyer, think about people standing at stands |
baris: having a 'hide place' for them is good |
baris: we can move to q/a |
srag: cool |
srag: questions to Baris & toscalix ? |
srag: behdad, cosimoc gpoo lucasr|work OgMaciel reinouts sanderd sandy txenoo does this format is good ? |
srag: behdad, cosimoc gpoo lucasr|work OgMaciel reinouts sanderd sandy txenoo any questions, suggestions ? |
reinouts: well I'm just keeping an irc log |
gpoo: srag: I do not have any question. |
OgMaciel: it all sounds good so far |
srag: cool, if no questions we'll jump to 'Conference Infrastructure' |
srag: baris, you can start |
srag: baris, toscalix go ahead. |
toscalix: networking. I strongly recommend to have between 60-70 % wired and 40 - 50% wireless of the total numer of attendees. That is 120% connections. Be aware |
toscalix: that peolpe now needs 2 IP |
toscalix: one for the laptop and one for the phone |
toscalix: unless GUADEC takes place in a prepared auditorium or congress palace |
toscalix: only colleges are afordable |
toscalix: for these king of events |
toscalix: but in some rooms |
toscalix: some reinforcement |
toscalix: of the network will be needed |
toscalix: curent plugs are also a key part |
toscalix: current |
toscalix: the ideal is, at least 50% |
toscalix: that is hard to achieve in very big rooms sometimes |
toscalix: registration area needs it own networking |
toscalix: so it do not collapse during registration process |
toscalix: network segmentation is very helpful |
toscalix: and the event's network must be separate from the venue network |
toscalix: due to security reasons |
toscalix: I think this is the most important point...the network and the plugs |
toscalix: current limits in the building must be taken in cosideration |
toscalix: sometimes they are not prepared for having hundreds of computers plugged in certain areas |
gmc: (hi) |
toscalix: one last thing |
toscalix: it is important to have a clear |
toscalix: place to put the schedule |
toscalix: so everybody see it |
toscalix: I'm done for now |
srag: any questions one the 'conference infrastructure' ? |
gpoo: yes |
srag: shoot! |
gpoo: how much has been paid by sponsors and how much was it get for free? |
gpoo: is it everything paid by sponsors? |
srag: baris, toscalix |
toscalix: related with networking? |
gpoo: yes, but also the other items |
toscalix: last year it was paid by the local Gov and the University |
toscalix: everything related with networking |
toscalix: and the LUG also collaborated |
toscalix: and the local companies involved in the local team |
toscalix: put money for it |
toscalix: it is assumed that the infraestructure is part of the local team responsability |
toscalix: last year at least |
srag: any more questions ? |
toscalix: we will talk about budget later |
toscalix: right? |
srag: yep toscalix |
srag: we can then move to 'local team size' |
srag: baris, toscalix go ahead; |
toscalix: me? |
toscalix: last year was a special year |
toscalix: we had 54 people + gnome and kde volunteers |
toscalix: I've been doing some numbers |
toscalix: and I have that 20 people is a good number |
toscalix: plus volunteers |
srag: baris, ? |
toscalix: it depends on this: if the venue already have the networking or notnetworking |
toscalix: sorry...or not |
toscalix: if it does...20. If it doesn't you will need more people, as it happened to us last year |
toscalix: last year we divided the local team in several groups and it worked quiet well |
toscalix: 4 teams are needed: website team, network team, ergistration/infodesk and the people that organice extra activities/hotels etc |
toscalix: this division is important to manage the picks of work |
toscalix: specially the month before the event |
toscalix: during the event...everybody work at 100% |
toscalix: |
srag: |
gmc: not 200%? |
toscalix: one coordinator per team is needed and one link between the local team and the community/GNOME board |
toscalix: ah |
srag: baris, you can add more to this |
toscalix: and one local person in charge of bills/expenses in direct contact with stormy and also in charge of the material sent by sponsors |
toscalix: I'm done I think |
srag: baris, please go ahead |
srag: any question to toscalix baris on 'local team size' ? |
gmc: yes |
srag: go ahead gmc |
gmc: i am wondering about the distribution over time.. eg, 20 people seems like quite a lot for a smaller conference like guadec in the initial months (one year to 3 months before the event) |
gmc: how much time would these 20 people typically spend eg 9 months before, 6 monhts before, 3 months before? |
toscalix: 20 is the total number. Initially you only need 5 or 6, but the week before you probably will have 20 people working |
toscalix: distribution: |
toscalix: ther are a couple of important milestones |
toscalix: 1.- Registation opening |
toscalix: that is a big one for the website team and the people in charge of local activities/hotels |
toscalix: that is probably 4-5 months before the event |
toscalix: 2.- call for papers |
baris: sorry been afk |
toscalix: 3.- make the schedule available |
toscalix: usually 2-4 weeks before the event |
toscalix: and the last month you prepare the location |
baris: ok |
baris: volunteers are important. |
baris: for guadec 2008 we had ~30 ppl in volunteer team, and only 6 of them was from gnome community |
srag: stormy, post your question once baris is done |
baris: as toscalix told rush hours are the times that you would need more people. for rest of times you'll need less people |
baris: but having assigned volunteers at each room is important. |
stormy: I think my questions has been answered. toscalix had said 20 people plus volunteers. |
baris: and also more people you have pledged to work, more relaxed you would feel to delegate things |
stormy: I wanted to verify that the 20 people were volunteers and to see how many more volunteers were needed later. |
baris: 20 is fair number |
baris: but that's during conference |
baris: before you won't need many |
baris: you would need few but more hard working volunteers |
toscalix: 4.- extra activities/parties. eventhough you can wait to prepare them, they are usually sponsored, so you have to ask for budgets a couple of months before the event so sponsors have time to check them |
toscalix: the whole point is to have around 20 people involved as soon as possible so, when the rush comes, they already know what t do, how to coordinate, etc |
toscalix: the core team |
toscalix: GNOME volunteers helped a lot last year in the registration/infodesk |
toscalix: they have a lot of experience |
toscalix: and also selling merchandaising txenoo did that |
toscalix: they helped the local team a lot |
toscalix: I suggest to send to the GUADEC location |
toscalix: one of them 3 or 4 days before the event to help prepare the registation process |
toscalix: last year we had a KDE person a week before and was really helpful |
toscalix: since the local team usually have no previous iexperience in registering a lot of people in a short period |
toscalix: txenoo: did a great job also last year |
txenoo: we run out of all gnome merchandising in the infodesk after two days, from GCDS we get 6000€ that after paying the provider where around 1200€ |
txenoo: the sales are not for a big profit |
toscalix: it gives you cash if needed |
srag: toscalix, once done, we can go to the next topic "what non-local resources are there" , baris you can start this time. |
srag: toscalix, think baris is afk again, you can start then |
toscalix: non-local..... |
toscalix: contents is something that a specific team from the GNOME community have to take care of |
toscalix: a person to get in contact with special invited people |
toscalix: I assume stormy will be in charge of the sponsors |
toscalix: a graphic designer was needed last year |
toscalix: it alwasy helps |
stormy: It would help to have a local person also involved. |
toscalix: and somebody to coordinate press announcements |
stormy: Like you had someone who helped with parties. |
stormy: It would also help to have someone help with sponsor banners, badges, etc. |
baris: a community guy would leave you in the middle of road |
baris: a pro-designer can always use community supplied graphics |
toscalix: yes, you definetly need a person in charge of extra activities: parties, etc |
toscalix: but should be local |
toscalix: non local: press, sponsors, contents, special speakers invotations, |
toscalix: graphics |
toscalix: invitations, sorry |
toscalix: and ... thinkng |
toscalix: ah, of course |
toscalix: during the event is much better that somebody relevant from the community get in charge of attending special guests |
toscalix: the local team is usually too busy for that |
srag: toscalix, baris anything more to add ?, if not we can leave it for questions |
toscalix: done |
srag: Questions to baris & toscalix on this topic ? |
gmc: yes |
srag: go ahead gmc |
gmc: i was wondering about sponsoring, i would expect you have international regulars that stormy would handle contact with, but for local sponsors you would use the local teams networks? |
gmc: or did you have this all go through stormy? |
toscalix: local networks |
stormy: It's better to ask in person and in the native language whenever possible. |
toscalix: well I suggest that, if you have a local sponsor that want to put money...route it to stormy |
gmc: furthermore, but this is probably something that goes under budget, i'd be curious what the numbers are regarding the regular sponsors |
toscalix: then make it buy what you need. Last year we have the regular sponsors and the local sponsors in two different sections |
gmc: and finally (sorry that is 3 questions already |
toscalix: local sponsors usually do not put as many manoy as a regular sponsor |
toscalix: nice question...I have that here as something you have to decide |
toscalix: if the event is in europe |
toscalix: due to tax and legal reasons...I recommend to use a local association or company |
stormy: if the local organization is going to collect money, than please please make sure you are set up appropriately (as a nonprofit or whatever is appropriate) before hand. |
toscalix: "as a legal organicer" |
stormy: We can collect all money through the GNOME Foundation. |
toscalix: yes, and then transfer to a local account |
gmc: you would probably lose a lot transferring money from europe to the us and back |
toscalix: the money neeeded for local expenses |
toscalix: yes |
gmc: twice the currency conversion, etc.. |
toscalix: you loose a little money |
stormy: but money transfered ot the local acct can count as income, so if the local organization needs money, it needs to be set up correctly. |
stormy: (or there are tax issues) |
stormy: But many people can help. Past organizers, the FSFE, etc. |
gmc: stormy: point taken, there's a whole lot of tax issues, also with us organisations operating in eg .nl |
toscalix: last year that wasn't a real issue once the correct decisions were made |
toscalix: in advance |
gmc: something to have a professional look at, this is quite complicated stuff actually |
dneary: Hi |
dneary: Meeting still on? |
srag: dneary, very much |
dneary: I'll be back in a sec |
gmc: ok, my questions have been answered for now, let's move on |
srag: we 'll move to 'Sponsorships'. baris you can start. |
baris: ok |
baris: well stormy handles most of things now |
stormy: Local team still needs to help decide sponsorship levels. |
stormy: How much they cost and what they provide. |
baris: and she's doing a great job, it is a really big task and searching for them should be started as early as possible |
stormy: I can then approach sponsors. |
stormy: Then I need a local person to work with on things like parties, banners, ... |
stormy: logos (on badges or tshirts) |
stormy: etc |
toscalix: the budget person |
baris: some sponsors take a lot more time than you others |
baris: be careful about them |
stormy: And we need a brochure - so an art person too |
toscalix: +1 |
stormy: baris, for last year we created a written agreement we had them sign and fax in. |
toscalix: I suggest to sign contrats with locations |
toscalix: it is more work, but helps in cases of conflict |
srag: dneary, you have something to add to 'Sponsorships' ? |
srag: dneary, the format is we have the previous organizers speak on the topic and at the end of every topic we have a q/a from the audience |
toscalix: i need to go in a few minutes |
baris: stormy, we had it previous year as well |
srag: toscalix, just cover budget, it is an imp item which is next |
baris: stormy, all sponsors have it signed (iirc apart from li-fo) |
dneary: just back |
dneary: catching up |
toscalix: ok |
dneary: One important element is institutional support |
dneary: We could give more recognition |
dneary: I'm thinking of the region of Catalunya, or the Cabildo, or even OpenAdvantage in Birmingham |
dneary: Often the host is our biggest sponsor |
dneary: And it's probably something that needs to be discussed while preparing a bid |
toscalix: yes |
srag: if done, we can questions on this topic |
baris: yes, having a venue sponsor is most valuable one |
dneary: And we could do a better job going beyond our traditional supporters, looking for companies like Adobe, or perhaps the Eclipse Foundation |
dneary: But no other major additions |
dneary: Like others I have to go in a few minutes |
dneary: Are there any issues where people specifically wanted my input? |
srag: dneary, budget would be an important item |
srag: which is next |
srag: any questions on 'Sponsorships' ? |
gmc: yes (i'm sorry to be the one asking all the questions, it is just that i see this as a good opportunity to have some things cleared up) |
srag: gmc, no worries, shoot |
gmc: quick one: i've worked on cons where sponsorship was very low-profile, basically shunning every suggestion of commerce, others where sponsors vcould go all out |
stormy: (and your questions will help others - the transcript will be posted) |
dneary: Conference content, maybe? On budget, anyoe who's read the budgets for the last 5 GUADECs knows as much as me |
gmc: ist here a 'limit' to what sponsors can be promised? |
gmc: dneary: those are online? |
dneary: gmc: No talks or keynotes for sponsors |
dneary: That's a hard & fast rule I've always abided by |
stormy: Traditionally we've given sponsors "ad space" - banners at the show, in the conference room, on the website, ... |
stormy: And given them credit for parties or lodging. |
dneary: Aside from that, everything's open to discussion as far as I'm concerned (Stormy, is that your opinion too?) |
toscalix: merchandaising |
stormy: dneary: I agree |
dneary: gmc: Let me think... something went up for Stuttgart, I'm pretty sure. Villanova went to the board for sure, not sure if it was publised to membership |
dneary: Birmingham too |
dneary: Istanbul's not quite finalised yet, I think. |
gmc: ok, i will look for them later |
srag: dneary, toscalix baris on to 'Budget' topic now. |
toscalix: me? |
srag: toscalix, you can go first |
toscalix: there is a budget |
toscalix: that is somehow (with limits) determined by the local team |
toscalix: and another one related directly with the GNOMME foundation |
toscalix: related to the local team one... |
toscalix: Registration infodesk |
toscalix: domain+hosting |
toscalix: previous visit to the location |
toscalix: banners |
toscalix: parties |
toscalix: Merchandaising |
toscalix: local team expenses during the event (water, food, etc.) |
toscalix: taping the talks |
toscalix: these are the major concepts |
toscalix: (maybe I miss one or two) |
gmc: insurance? |
dneary: When constructing a budget, you start from the basic biggest costs - venue + social occasions + equipment + (if that's the case) labour costs + (as you say) multimedia, drinks & food, etc |
toscalix: regiatration infodesk means lanyards, etc |
toscalix: we had two different insurances las year |
toscalix: sorry 3 |
stormy: I think all parties were paid for by sponsors last year. |
toscalix: one related to each location |
dneary: And then you figure out how much money you can bring in in sponsorship (aiming for ~€150K is good) |
toscalix: stormy: yes |
dneary: And then figure out how much of a surplus the foundation would like to have |
dneary: And the rest is your travel budget |
stormy: and travel budget is handled by the travel committee now |
stormy: which is one less thing the GUADEC planners need to do |
dneary: Yes, but they still need to be told how much they have at their disposal |
stormy: yes |
srag: baris, you have somethings to add ? |
srag: if done on 'budget', we can have questions |
srag: Any question on here ? |
gmc: yes, quick q again: i understood there was seperate travel budget, but i see now it is in the guadec budget itself |
gpoo: gmc: guadec is a self-funded event. |
gpoo: I am willing to help anybody to handle the budget |
gmc: ok, so it is not like eg the freebsd foundation, where the foundation has a yearly budget to bring devs to cons |
stormy: GUADEC actually makes the Foundation money every year. |
stormy: It's essential to help us fund travel for developers to other events. |
gmc: ack.. i was drafting our budget already, so this is important info |
srag: cool. |
srag: so, we have 3 more topics 'website', 'agenda/speakers' and 'call for papers' |
stormy: I think it makes between $20-30K/year. |
srag: but we have spend nearly 2 hours.. if we can spare 10 more mins we can try to finish... or we can take it all together at one shot... any suggestions ? |
srag: dneary, toscalix baris stormy audience ? |
stormy: I have 15 more minutes and then I *must* go. |
gmc: i can spare more time |
dneary: I'm afraid I have to go already |
toscalix: I can stay a few more minutes |
gmc: (i actuall thought we'd start 10 minutes ago instead of 2:10 ago, which is why i was late) |
dneary: One thing: Call for papers - we should have software infrastructure to have papers submitted in a website |
srag: dneary, if you can put down your thoughts on the three items, it will be great, before you go |
srag: toscalix, thanks |
dneary: And there are options - Drupal + the conference module, for example |
gmc: there is also pentabarf |
dneary: Only issue is we need a different drupal instance every year (and apparently we don't have any sysadmins to install things for us) |
dneary: Yes, there is pentabarf |
dneary: There are others too - SCALE have published the software they use to run their conference |
toscalix: we had the same disscussion last year between pentabarf and drupal + registration module |
toscalix: I recommend to analice both carefully and decide |
dneary: And ended up accepting papers over email |
gmc: |
toscalix: based on how much effort technicians will have to put |
dneary: That was partly an issue with KDE & GNOME not talking about this enough - I got the impression that the KDE guys had no intention of changing the way they handled paper submission |
toscalix: the registration module is a really helpful tool |
gmc: this is a meta-issue i think, not something the local team will decide once and for all, but something the community has to think about |
dneary: Something that GNOME should supply to the local team each year |
dneary: A fresh Drupal instance with all the necessary modules installed |
srag: we should have/try to have uniform scheme every year and the prev year archived |
dneary: We have lost Villanova GUADEC's website |
toscalix: srag: I agree |
dneary: Call for papers - decide the format you want first, and then choose the number of papers which that gives you |
dneary: I encourage fewer threads, with long lunch breaks. I'm not a huge fan of the 40 minute session length, 30 mins is enough. |
toscalix: it is a good thing to know exactly the rooms available when you plan the Call for papers so you know what are you looking for |
dneary: A suggestion I have from being at other conferences: have streams, where one person is the chair of the stream for a half day, and is always in the room. He takes care of introducing speakers, signaling when you're going out of time, and handles Q&A after the presentation. |
dneary: One person can chair a half day in one room |
dneary: Another suggestion - make sure that someone from the conference organising committee has talked to the A/V guy and is clear on what's happening |
dneary: Explain what the lightning talk format is, for example |
dneary: So that you don't have comedy like we did this year |
srag: any thing on 'agenda & speakers' thatz the only thing left |
dneary: And one last thing - you need to babysit keynotes, meet them at the airport, bring them to the hotel, and make sure someone is with them before their presentation & brings them to where they have to be, 10 mins before time |
srag: baris, you have anything to add ? |
dneary: Inviting keynotes is pretty easy - you draw up your dream list, and work down it until someone says yes |
dneary: Email followed by phone call works best |
dneary: You just need to make sure that they're not all the same type of speaker |
dneary: (anyway - sorry to monopolise - that's my bit said, I'm off now) |
dneary: Night all |
gmc: tnx dneary ! |
gmc: nn |
srag: thanks dneary for your time... |
toscalix: bye dneary |
srag: I know we rushed through the last 3 topics. |
srag: baris, toscalix anything more to add to it ? |
srag: baris, ? |
srag: toscalix, you have more to add to 'agenda/speakers' |
toscalix: About the tool...last year's job is available in a git..I think |
toscalix: last year the registration module was migrated from drupal 5 to 6 |
toscalix: exrta coding was done |
toscalix: and more stuff |
toscalix: there was a website coordinator: cristo cristo@foton.es |
toscalix: contact him for questions about technical issues |
stormy: Note that lots of people will have input for the website. |
stormy: So it's probably best to have a person in charge and to make it easy for lots of others to update the website directly. |
toscalix: yes |
toscalix: in fact, we divided last year the website team in two. The tech team and the content team |
gmc: rather sounds like a (possibly partially locked down) wiki concept |
toscalix: we had an english speaking person and a proffesional translator |
stormy: I think a pretty open wiki would help a lot. |
toscalix: in the content team |
toscalix: an open wiki is needed, but a closed section probably is also good |
toscalix: specially for official info |
toscalix: the website team also was rspnsable last year for |
toscalix: developing a simple tool for the registration proccess, enganged with the registration module |
toscalix: bye stormy |
srag: bye |
srag: bye stormy |
gmc: bye stormy , tnx ! |
srag: toscalix, anything more to add? baris ? |
toscalix: no for now |
srag: any questions on 'website', 'agenda/speakers' and 'call for papers' ? |
toscalix: gerente@asolif.org that is my e-mail |
toscalix: if you have more questions |
toscalix: later on |
srag: any other general questions you want to ask on topics that are missed ? |
gmc: not from me, one general question |
srag: sure gmc |
gmc: what is the procedure from now? when are bids due, how long between that and the final decision? how is it decided? |
srag: gmc, the bids are due October 10 |
srag: october 10 is the last date |
srag: after that the board sits to decide on the bids posted |
srag: I have never been part of the discussion before, but |
toscalix: I have one more thing to say ... |
toscalix: it is about dates |
srag: but the board considers quite a few aspects like, city, accessibility, GNOME support in the city/country, budget etc etc |
srag: toscalix, sure |
toscalix: avoid august |
toscalix: flight tickets |
toscalix: and hotels are more expensive |
toscalix: specially in nother countries and touristic places |
toscalix: nothern |
toscalix: specially in historic capitals |
toscalix: and also be aware if there is an important event in the place |
toscalix: during the event |
toscalix: for example |
toscalix: during akadmy 2006 in dublin...ryder cup was going on there, so hotels were very expensive |
toscalix: that's all |
srag: gmc, others any more questions ? |
gmc: well, my question on how long between bid deadline and final decision is still unanswered, nothinh else though |
srag: gmc, I dont have an answer for that, but I'll find out and add it to the logs before I post it out |
gmc: ok excellent |
srag: stormy, or vuntz or any other previous board member may have an idea |
srag: thanks a lot toscalix baris dneary for your time, I'm sorry to go bad on time planning. it spanned for 2.30 hours... but it was a great meeting and the logs are gonna be very useful infuture |
toscalix: bye |
srag: thanks again to all the attendees |
gmc: thanks all, it was a very useful session! |
srag: bye toscalix baris gmc stormy dneary |
gmc: byebye |