<div dir="ltr"><div class="gmail_default" style="font-family:tahoma,sans-serif">This is obviously an important thread. The Boston Team will look forward to watching it further develop on the Conference Dev list and look forward to sharing our experiences and perspectives. Indeed we dealt deeply with costs, diversity, workshop equipment, date of conference as well as other topics not on this list such as AV and videotaping. I have attached a PDF of the briefing that we gave to the Board during the F2F which touches on some of our thoughts/findings as we headed into the conference on Monday evening. And indeed, we will also develop and share an after-action report with our biggest lessons learned <i>after </i>now having run the conference.</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif">On the AGM, we agree that scheduling it to not run alongside the regular program makes sense. And, in hindsight, I think we would have followed Maxi's suggestion and provided a room for the AGM during one of the 90 minute lunch break that were provided on Weds, or Thurs. It is not realistic to have the AGM run as the only session during the program (you would give up too many speaking slots as in our case we ran 11 rooms concurrently), but there should be time during lunch, or before, or after the main sessions on one of the three days.</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif">Sincerely,</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif">MT</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div></div><div class="gmail_extra"><br><div class="gmail_quote">On Mon, Aug 21, 2017 at 10:23 PM, Venka <span dir="ltr"><<a href="mailto:venka.osgeo@gmail.com" target="_blank">venka.osgeo@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div class="HOEnZb"><div class="h5">
<div text="#000000" bgcolor="#FFFFFF">
Hi Mike,
<br>
<br>
Thanks for summarizing the range of listed accommodations
<br>
at FOSS4G-Conferences.
<br>
<br>
I agree that increasing the range of options available to
<br>
be a very helpful for conference goers. Perhaps, this
<br>
could be mentioned in the FOSS4G-2019 RFP.
<br>
<br>
I am also forwarding this mail to the conference committee ML.
<br>
Changed the subject of the mail.
<br>
<br>
Best
<br>
<br>
Venka
<br>
<br>
On 2017/08/22 10:15, Michael Smith wrote:
<br>
<blockquote type="cite" style="color:#000000">This is what I came
up with:
<br>
<br>
<a class="m_9204154396413915225moz-txt-link-freetext" href="https://docs.google.com/spreadsheets/d/1vuzmHAxO-JInB7WGIm8S5C4ca1ezoaKigDN8" target="_blank">https://docs.google.com/<wbr>spreadsheets/d/1vuzmHAxO-<wbr>JInB7WGIm8S5C4ca1ezoaKigDN8</a>
<br>
vWDu3hs/edit?usp=sharing
<br>
<br>
I also included the range for each conference based on the listed
<br>
accommodations from the conference sites. Some of the years didn't
have a
<br>
conference hotel or a low cost option. I think this is something
that should
<br>
go into the RFP, that a range needs to be made available for the
conference
<br>
and listed on the web site. Having listed hostels or university
dorm
<br>
accommodations I think goes a long way. We don't need to be
making the
<br>
conference overall cheaper, we need to increase the range of
options
<br>
available to the conference goers (IMHO).
<br>
<br>
Mike
<br>
<br>
----
<br>
Michael Smith
<br>
OSGeo Foundation Treasurer
<br>
<a class="m_9204154396413915225moz-txt-link-abbreviated" href="mailto:treasurer@osgeo.org" target="_blank">treasurer@osgeo.org</a>
<br>
<br>
<br>
From: Board <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board-bounces@lists.osgeo.org" target="_blank"><board-bounces@lists.osgeo.<wbr>org></a>
on behalf of Jody Garnett
<br>
<a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:jody.garnett@gmail.com" target="_blank"><jody.garnett@gmail.com></a>
<br>
Date: Monday, August 21, 2017 at 7:34 PM
<br>
To: Michael Smith <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:michael.smith@erdc.dren.mil" target="_blank"><michael.smith@erdc.dren.mil></a>
<br>
Cc: <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board@lists.osgeo.org" target="_blank">"board@lists.osgeo.org"</a>
<a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board@lists.osgeo.org" target="_blank"><board@lists.osgeo.org></a>
<br>
Subject: Re: [Board] [Non-DoD Source] Re: f2f meeting follow up
<br>
<br>
<blockquote type="cite" style="color:#000000">No worries
Michael, I am not sure exactly when the deadline we were given
<br>
falls (not sure we took mins for the AGM).
<br>
<br>
--
<br>
Jody Garnett
<br>
<br>
On 21 August 2017 at 15:06, Smith, Michael ERDC-RDE-CRREL-NH CIV
<br>
<a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:Michael.Smith@erdc.dren.mil" target="_blank"><Michael.Smith@erdc.dren.mil></a>
wrote:
<br>
<blockquote type="cite" style="color:#000000">This is on my
list to do this week. I was going to get a list of FOSS4G
<br>
locations and the US State Dept per diem values as an index to
costs at each
<br>
location. I'll convert it all to 2017 dollars. Note that this
will be an
<br>
index, not exact costs.
<br>
<br>
Mike
<br>
<br>
Michael Smith
<br>
OSGeo Foundation Treasurer
<br>
<a class="m_9204154396413915225moz-txt-link-abbreviated" href="mailto:treasurer@osgeo.org" target="_blank">treasurer@osgeo.org</a>
<br>
<br>
From: Board <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board-bounces@lists.osgeo.org" target="_blank"><board-bounces@lists.osgeo.<wbr>org></a>
on behalf of Jody Garnett
<br>
<a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:jody.garnett@gmail.com" target="_blank"><jody.garnett@gmail.com></a>
<br>
Date: Monday, August 21, 2017 at 2:23 PM
<br>
To: <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board@lists.osgeo.org" target="_blank">"board@lists.osgeo.org"</a>
<a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:board@lists.osgeo.org" target="_blank"><board@lists.osgeo.org></a>
<br>
Subject: [Non-DoD Source] Re: [Board] f2f meeting follow up
<br>
Resent-From: Michael Smith <a class="m_9204154396413915225moz-txt-link-rfc2396E" href="mailto:michael.smith@usace.army.mil" target="_blank"><michael.smith@usace.army.mil></a>
<br>
<br>
<blockquote type="cite" style="color:#000000">I saw this
thread get into the details of the RFP - for that we have
<br>
volunteers on the conference committee. My goal as a board
member is to work
<br>
on strategy, as the conference committee knows best about
the RFP wording
<br>
and process.
<br>
<br>
Q: Based on the affordability report, and resulting
discussion, did we as
<br>
the board have any direction to ask the conference committee
to steer in?
<br>
<br>
My own feedback:
<br>
<br>
1) I was pleasantly surprised that the ticket cost of foss4g
has not changed
<br>
significantly over the course of the events (indeed our most
expensive event
<br>
was Sydney and our cheapest Korea).
<br>
<br>
I do not see any guidance to provide here (this was
surprising to me).
<br>
<br>
2) Attendance continues to increase limiting appropriate
venues
<br>
<br>
I do not see any guidence to provide here, our community and
event is
<br>
growing. I think once we get around 3000 people we may be
forced to settle
<br>
down to consider a fixed location, but at 1000-2000 we can
still move it
<br>
around.
<br>
<br>
3) regional events are killing it
<br>
<br>
I do not see any guidence to provide here, our community and
events is
<br>
growing.
<br>
The hope is this takes some of the strain from the global
event, allowing it
<br>
to focus on outreach and advocacy more.
<br>
<br>
4) hard for students to attend (also journal, etc...)
<br>
<br>
There was a strong hope that travel grant program could help
out a lot here,
<br>
that would make me sad as this was intended to work towards
diversity.
<br>
<br>
While there may be guidance here I am not close enough to
the academic world
<br>
to provide useful direction.
<br>
<br>
5) diversity
<br>
The original intention of the travel grant was to bring
diversity awareness
<br>
to our osgeo events (to apply regional events are asked to
set a diversity
<br>
target which travel grant can help towards). During foss4g I
attended a
<br>
diversity presentation that advocated creating a safe space.
<br>
<br>
Guidance: Trial the use of providing a safe space in the
2018 bid.
<br>
<br>
Similar recommendations online include:
<br>
- make female speakers a priority (not just in selection,
but before hand in
<br>
promotion, one-on-one mentoring etc...).
<br>
- providing child care (this helps families attend)
<br>
<br>
Since these haver not been advocated by members of our
community I am only
<br>
comfortable providing guidance on providing a safe space.
Perhaps some of
<br>
these ideas can be tried out at regional conferences first.
<br>
<br>
6) time of year
<br>
<br>
The events have moved from September/October to August
placing it in the way
<br>
of European holidays. With the bulk of our contributors in
Europe this has
<br>
affected how many of our contributors can attend.
<br>
<br>
Guidance: Request September / October event (to maximize
contributors who
<br>
can attend).
<br>
<br>
I understand next years event has plans to turn this into a
holiday for
<br>
families which is a cunning plan.
<br>
<br>
7) travel / accommodation
<br>
<br>
I would like to avoid prime tourist season to avoid asking
attendees pay
<br>
high airfair and accommodation costs. We did not have the
number in the
<br>
affordability report to back this up (but Michael Smith was
going to look
<br>
things up).
<br>
<br>
Guidance: Request September / October event (to avoid peak
tourist season).
<br>
<br>
<br>
<br>
<br>
--
<br>
Jody Garnett
<br>
<br>
<br>
</blockquote>
</blockquote>
</blockquote>
<br>
______________________________<wbr>_________________
<br>
Board mailing list
<br>
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<br>
<a class="m_9204154396413915225moz-txt-link-freetext" href="https://lists.osgeo.org/mailman/listinfo/board" target="_blank">https://lists.osgeo.org/<wbr>mailman/listinfo/board</a>
<br>
</blockquote>
<br>
<br>
</div>
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