FOSS4G'13: October Team Call

October Team Call

Last saved by Jo Cook on October 26, 2012

Agenda

Update from Academic Track team

Call for Papers - ready to go out: https://basecamp.com/1920286/projects/762306-foss4g-13/documents/1334772-academic-cfp-themes [Science for OS etc, 1st call now, 2nd call with sub procedures (needs system), deadline 1st Feb. TGIS will take 8-10 papers, published online by conf. OSGeo journal similar agreement, not as clear cut, Barend will prepare web and pdf version of CfP asap, More contacts for reviewing committee to be added by all. Decision needed on paper management system. Website currently not robust enough for system? Late 2012 we should be up and running. Confirmed that academic and general paper systems will be separate all through. OSGeo servers will be best if this is possible. BK to carry on.]
Paper management system - update by Barry R.? - can it be online end Nov?
Publication - agreed:
top 8-10 to TGIS, agreed with John Wilson
others in OSGEO Journal, agreed with Mike Landon -- some unclarity on
editing: we do it, or funding for their editor (approx $3000)?

Reviewing committee: Anyone invited to add suggestions to https://basecamp.com/1920286/projects/762306-foss4g-13/documents/1360454-academic-track-list.

Update from Communications Team
Logo > voting in progress (should be complete by time of meeting) [Target wins, RH to contact Naomi Gale. Designer will rework. Abstract review is most complex. Comms group to review this week and recommend - hosting, design, platform. BK to upload CfP to Basecamp]

Website > Barry K has drafted new design, feedback needed. Should be implementable quickly
Mail lists
Other media and publicity
Publication of CfP > timeline and process
Marketing collateral > list and role/resource allocation needed
Website publication milestones > review

Update on Venue Stuff

Contract -we have a draft from venue, needs more negotiation but broadly ok. Key issue is venue numbers. I have posted a Google spreadsheet so that we can play around with delegate numbers and requirements for each day at https://docs.google.com/spreadsheet/ccc?key=0AmwShPAd7pU4dEpIVVhtSVptakwwWm9QNU1Ldy1iZ2c#gid=0 [Workshops Tue and Wed? Code sprint to be on Mon, or following Sun? Dependant on venue availability. SF to check. Not seen as part of conference, and is largely self-organised - just a venue needed. Quick decision needed. SF to complete Google Doc and arrange call to discuss and tie down. F2F needed for WiFi ]
Marquee booking
Internet
Other

Update on Sponsorship

Feedback on sponsorship packages. [Lowest level to be reduced to £1k. Prominent speaking slot? Would not be keynote. Some discomfort, but we will try to control! ]
Target sponsor list
Eclipse
Other

Update on Programme

Themes and strap line (Geo for All). Topic 'days' and Sub-streams
Call for Papers (open: 14th Jan. close: 16th April)
CfP system: 'geocommunity' approach: submit abstract against a topic/stream. Open to community-review (annon/non-binding). Final paper selection meeting 29 Apr.
Paper submission: Early August?
Anonymous selection: fist filter = yes (community)/ final sanity check = no (committee)
Other: best paper prize?

Volunteers

Beyond "hello, thanks for offering", what help do we need now from volunteers?
Ask for a volunteer to extract a mail list from the posterous site
Mail volunteers to say hi and post on osgeo lists to gather more volunteers
Seek a volunteer to make a shiny sponsorship pdf [JC to ask William]

LOC Meetings

Schedule for F2F and online meetings [2 weekly, Doodle please]
Who gets access to what?
Invites to more people - Ian Edwards, Franz Joseph proposed by SF, seconded by JM

Brief notes from teams could be inserted here ...
Have added some note to Comms update item above.
Also - now we are bedded in it might we worth each group reviewing membership (in or out), so we have the right distribution of resources. (AS)

Minutes could be captured and pasted in here and then posted to the wiki ...

Comments

Steven Feldman on October 5, 2012:

Hi all

I have created this doc for our first monthly team call with a rough agenda and spaces for teams to possibly post some very brief notes for us all to read before the call. If you think I have missed something or you can think of a better way to manage the call feel free to suggest.

If the teams updating the LOC can post some brief stuff to this doc beforehand and highlight any questions or decisions that we need to take we can probs keep the call to an hour which I think we would all appreciate.

So the question is when? My ideal would be at about 10am on Friday 12th although I could do a bit later in the morning. Alternative for me is Monday 15th late afternoon or any time on 16th. I have set up a doodle at http://www.doodle.com/8tp3sg3wiw8g4az5 so chip in with as many availabilities as possible.

Mark Iliffe on October 8, 2012:

Can we do afternoons? Not really liking a timezoned 5am conference call.

Steven Feldman on October 8, 2012:

Currently 3-4pm on Tuesday 16th is the favourite although some have not voted yet.
I'm going to close the poll at the end of today so if you haven't voted please do so soon

Steven Feldman on October 9, 2012:

A late rush gave us a preference for Monday 15th at 3.30-4.30, we have 10 people saying yes and 1 saying if I must - great stuff everyone. I have sent out a calendar invite.

Antony can you set up the webex please.

Teams can you try to put some brief notes into the doc above so that we can focus on decisions/actions rather than trying to all report on progress in the call.

Speak on Monday

Barry Rowlingson on October 9, 2012:

Your calendar invite has gone out for Tuesday... Are we doing Tuesday or
Monday?

Steven Feldman on October 9, 2012:

Apologies - multitasking seems to be more difficult for men over 60 :(

Call is on MONDAY 15th at 3.30 and invite has been resent

S

Antony Scott on October 10, 2012:

All, have added some notes to the Comms item in Steven's agenda. Please check and add/edit as appropriate.

Steven Feldman on October 15, 2012:

I have posted a google doc to help us estimate delegate numbers per day and requirements so that we can firm up contract with venue.
Have a look at https://docs.google.com/spreadsheet/ccc?key=0AmwShPAd7pU4dEpIVVhtSVptakwwWm9QNU1Ldy1iZ2c#gid=0 before the meeting if you can

Steven Feldman on October 17, 2012:

Could Jo or Antony upload notes so brilliantly captured by Antony (big thanks) to FOSS4G 2013 wiki?

A little clean up would be nice but not essential

Could Barry post something to list

Antony Scott on October 17, 2012:

Jo, let me know if you want me to do this (probably tomorrow), would need the login.

Antony

Jo Cook on October 17, 2012:

Hi Antony,

I should squeeze in time for that- it's OK, thanks for offering though :-)

Jo