FOSS4G'13

The working site for the conference committee of FOSS4G 2013

F2F Meeting 6th Sept 2013 - Minutes

Last saved by Barend Köbben on September 12, 2012

Attending:

SF/IH/AS/JM/SA/MI/AP/BR/CH/JC/RH/MW/MS (to be used as initials for actions, should be obvious who you are!!)


Contract:

Final contract docs will come from CH asap and will be sent to OSGeo.
Deposit is 50% (10% now then rest later.....)min numbers 400, rough costing is ~

WiFi issues are a worry, uni has suggested that a member of LOCliases directly with Uni IT group. Issues are


**ACTION** MI to be internet connectivity liason and discuss this before contract signed, this has to be factored into the contract as it is integral to the event.


WiFi registration to protect against abuse


ITcommuniction in info pack, anyone with an EDUroam should try to use this.


ALL QUESTIONS ABOUT LOGISTICS FROM LOC MUST GO THRU CH......(does this include MI and questions about wifi?)

Labs


How many labs (concurrent) do we need?





Tent


biggest tent will be 25mx25m this is about 350 seated and 900 standing so it is absolutely massive.


**ACTION** CH to pass details of tent.


**ACTION** MI to think about power/lighting and IT in tent.(pass questions thru CH)

Budget

Has anything changed on the budget?


Other budget issues/suggestions:

Agreed that MS and AS will take on budget/financial control role, and work with Alan at AGI to ensure procedures are in place to control spending. Proposal for procedures and expenditure authorisation to be drawn up (MS/AS). Regular monitoring will take place.


 

Website

Comms group (Jo/RH/AS/SA)

Site update:

FOSS4G COOKBOOK?

**ACTION** For ALL- think about what content we need on the website and when it needs to go live. 

**ACTION** RH to add others to the admin and they will monitor the account and retweet others that are using the #hashtag DONE (shared login details: https://basecamp.com/1920286/projects/762306-foss4g-13/documents/1027329-communications)

**ACTION** JC and BR to amplify things on the many mailing lists (discuss/conf lists) frequency around 2-3 times a month.

JM suggests getting the registration form up asap (CH said she can get this done once we have contract signed and a good idea of the costing), 

Pledge Page/Volunteering


We need extra help so need to get in contact with those on the pledge page and say we have a job for them and will get back to them.


**ACTION** JM to be the volunteer coordinator


Marketing List -


Just saying who we contact - 

If you have a suggestion, send it to the comms group. The comms group will then sort it or delegate it back to someone.

 Workshops and Hacks

3 things this group are responsible for:

JC is concerned that we dont loose focus that this is OSGeo event and is meeting of the tribes. We dont want to disenfranchise the core OSGeo coders.

AS reminding us about the 4 key groups that we are trying to reach out to in addition to the core OSGeo group:

**ACTION** MW/MI/IH call for workshops is separate to call for papers, perhaps ahead of CfP. Submission should be short (500words) and cover the following:


LOC Composition

Steven proposed that Barend Köbben as one of the chairs of the Academic Track should be coopted onto the LOC if he was willing. This was agreed (and he was).


Program ideas - Rollo


3 days with 9 streams (80 talks a day) ~ 240 talks

* Overarching theme: Freedom (to..., from...)

            ** topics

                        *** streams


So we would be defining the broad theme, encouraging submissions around a list of topics (but not precluding others), this forms the CfP.  The papers then get shuffled into the paralell streams, which will emerge from the selected papers.

JC - caution needed that the themes do not to disenfranchise sponsors such as ESRI. 


**ACTION** RH tie down theme, draft list of topics, and draft CfP.


Review - blind abstract review ranking by comittee, then marked by the crowd and bingo. But leaves a bit of wiggle room to make the streams hang together.


Keynote Speakers

**ACTION** ALL - new list for keynote speakers added to basecamp, stick some suggestions down or even "someone from organisation/sector X to tak on Y"

 

Paper Submission


Sponsorship

We will delay confirming prices if possible until we have some idea about level of sponsorship. Plentiful sponsorship could also be used to eg fund more bursaries.
Steven has drafted sponsorship package - this was discussed in detail, and some changes/rationalisations made. Apart from the lowest level, all packages include exhibition space.
We already have an offer of £25k - this will be Diamond.
Can we recognise differing contributions of small and large, commercial and non-commercial  organisations? We will need to make clear that we will provide some flexibility to recognise contributions of smaller and non-profit organisations, for example if they don't want to exhibit.
We should recognise contributions in kind through exposure of logos in publicity,  slides, website pages.
Noted that OSGeo will need space.
Package to be finalised by end Sept.
Publishable version (web and paper) needed by mid Oct, even in basic form, for diseemination at conferences.
Offers from potential sponsors were discussed, agreed that SF will contact.

**ACTION** SF - publish proposal for sponsorship packages for final review and comments.


Accomodation and Entertainment

Numbers for evening entertainment, and for accomodation eg in hotel), need to be provisionally fixed. Provisional numbers were agreed, CH has details.

**ACTION** SF/CH to agree.


LOC Planning Timeline

A detailed timeline with deadlines and milestones was discussed and recorded in a Google Spreadsheet. This will also be populated with allocation of tasks to people, and key dates published on website.

**ACTION** SF - complete GSS, share


Further Meetings/Calls

F2F will be needed in April (around 15th) to review papers. Until then, at least monthly calls to be held on Friday mornings, probably on WebEx.

**ACTION** SF - set schedule of calls, AS set up Webex appointments.


Academic Track (more in the academic doc)

what are we trying to achieve? 

How is this different to previous FOSS4G's

 

 

So what are we planning?

* 20-25 papers to fill 1 track

            * Best 8-10 papers invited to submitt to special edition TransGIS

                        * Rest of papers into conference proceedings (we + friends(old gaurd)) would be the editorial team. Or we can look at open access journals such as Journal of Spatial Info Science

 

Dates:

 

Submission system -

*ACTION* BK to look at these platforms by the 13th October

 

Reviewers:


Themes:












Comments

Antony Scott on September 7, 2012:

Addy

Have dropped my bits of the minutes into this doc.