[FOSS4G-Oceania] Venue and dates for next conference

Mon Dec 3 16:59:00 PST 2018

+1.
This is the case with many others that set their dates relatively fixed, and allow for planning (e.g., ACM SIGSPATIAL, always 1st full week of Nov, GIScience/COSIT, alternating first half of Sept,…).
M>

From: Greg Lauer <gregory.lauer at gmail.com>
Date: Tuesday, 4 December 2018 at 11:55 am
To: Daniel Silk <dwsilk at gmail.com>
Cc: Martin Tomko <tomkom at unimelb.edu.au>, adam steer <adam.d.steer at gmail.com>, foss4g-oceania <foss4g-oceania at lists.osgeo.org>
Subject: Re: [FOSS4G-Oceania] Venue and dates for next conference

Awaiting reply from Fiji. but I think we are good that we lock in the third week of Nov.

Rather than us working around other conferences dates maybe we should make it clear that FOSS4G Oceania holds in conference on the 3rd week of November each year?

G.

On Tue, Dec 4, 2018 at 10:26 AM Daniel Silk <dwsilk at gmail.com<mailto:dwsilk at gmail.com>> wrote:
Thanks Martin, this is really helpful feedback.
Now that I have confirmed that ALGIM is early November, there is no ISCRAM (biennial) and there is no FOSS4G Asia (biennial), I'm feeling more comfortable about late November.

Greg - if you're able to confirm dates from the Pacific GIS & RS organisers, then I think we can ask VUW for availability with confidence that it'll all work out.

Cheers
Daniel

On Tue, Dec 4, 2018 at 12:11 PM Martin Tomko <tomkom at unimelb.edu.au<mailto:tomkom at unimelb.edu.au>> wrote:
Re venues: Depending on university and place, but in general you can ONLY get venues outside semesters. They usually end by end of October, and teaching resumes last week of Feb. Noone will deal with you in Feb, as all labs and teaching spaces are re-wamped, and who is not doing that, has either internal conferences, or is on leave or preparing teaching.

IN general, the usual conference calendar goes: June – July, Nov, and some spots in early September, and in mid semester breaks around Easter. You will always have clashes, there is no way to avoid it. But I also believe that we must do it in these slots. People will pick and chose, and we will never have them all. We must make a judgment who is a more important segment – government and CSIRO (Yes), SME (yes), Academics (Yes) , participants that would go to FOSS4G Asia ( I would say not, by numbers, this is an either or choice), ESRI customers (no), GIM, PGIS&RS – aspirationally.

Maybe look at the numbers, and taylor a date in November with main segments in mind (Data driven) for next year, weighted to NZ, and then we will see.
M.

From: Daniel Silk <dwsilk at gmail.com<mailto:dwsilk at gmail.com>>
Date: Tuesday, 4 December 2018 at 9:41 am
To: Martin Tomko <tomkom at unimelb.edu.au<mailto:tomkom at unimelb.edu.au>>
Cc: adam steer <adam.d.steer at gmail.com<mailto:adam.d.steer at gmail.com>>, Greg Lauer <gregory.lauer at gmail.com<mailto:gregory.lauer at gmail.com>>, foss4g-oceania <foss4g-oceania at lists.osgeo.org<mailto:foss4g-oceania at lists.osgeo.org>>
Subject: Re: [FOSS4G-Oceania] Venue and dates for next conference

Yep, but November looks like it will continue to be a minefield of clashes year upon year, where other times of the year this appears to be much less of a problem.

Is November considerably better than February for academic venues?

On Tue, Dec 4, 2018 at 11:22 AM Martin Tomko <tomkom at unimelb.edu.au<mailto:tomkom at unimelb.edu.au>> wrote:
I think there will always be clashes. We should settle on a regular slot, and in time ( may take some years) become THE first choice.
M.

From: FOSS4G-Oceania <foss4g-oceania-bounces at lists.osgeo.org<mailto:foss4g-oceania-bounces at lists.osgeo.org>> on behalf of adam steer <adam.d.steer at gmail.com<mailto:adam.d.steer at gmail.com>>
Date: Tuesday, 4 December 2018 at 8:32 am
To: Greg Lauer <gregory.lauer at gmail.com<mailto:gregory.lauer at gmail.com>>
Cc: foss4g-oceania <foss4g-oceania at lists.osgeo.org<mailto:foss4g-oceania at lists.osgeo.org>>
Subject: Re: [FOSS4G-Oceania] Venue and dates for next conference

Let’s also confirm FOSS4G Asia’s 2019 intentions (may need to wait till they’re done). I wondered if the first week of December might work out (after Pacific GIS & RS) - but clashing with FOSS4G Asia is also not great.

I don’t have any real thoughts otherwise - agree that it was pretty successful in spite of many clashes this year; but also know that choosing which event to attend from a limited travel budget is always tough.

On Mon, 3 Dec 2018 at 12:57, Greg Lauer <gregory.lauer at gmail.com<mailto:gregory.lauer at gmail.com>> wrote:
Agree that we don't want it same week as ALGIM, but also we don't wont it same week as Pacific Conference..

Daniel - can you reach out to ALGIM and see if they have a date in mind? I will reach out to the Pacific Conference and confirm the same. I am not sure that the SotM Asia event will have the same impact?

The other issue will be of course is weather local government will have funds to send someone to both conferences, or have even have the time to attend both? Maybe Simon Nitz can give us some insight into this as a long ALGIM attendee?

We also need to think what % NZ will make up of the conference (I suspect that it will close to 50/50) and how that will effect international visitors (including the Aussies!)

On Mon, Dec 3, 2018 at 11:42 AM Alex Leith <alexgleith at gmail.com<mailto:alexgleith at gmail.com>> wrote:
Maybe we need to reach out to those three events, ALGIM, Pacific GIS and RS and SotM A and try to work out a way to schedule... if we're avoiding dates based on last year's (this year's) dates, then it's a bit fuzzy...

We probably could run at the same time as the PGIS&RS or SotM conference, but I agree that avoiding the IT event is important.

The venue sounds great!

On Mon, 3 Dec 2018 at 12:32 Daniel Silk <dwsilk at gmail.com<mailto:dwsilk at gmail.com>> wrote:
I don't think we can clash with ALGIM while we're in New Zealand.
It's a large local government ICT conference, includes geospatial - if we clash we basically lose local government and vendors that work with local government.
Lots of potential sponsor overlap - their sponsors this year included HERE, Eagle (Esri NZ), AWS, Catalyst IT and TechnologyOne.

If we go a week later to avoid ALGIM, we clash with the Pacific GIS & RS Conference, if we go a week earlier we clash with State of the Map Asia ...

On Mon, Dec 3, 2018 at 2:07 PM Sarah Goodwin <sarah.goodwin at monash.edu<mailto:sarah.goodwin at monash.edu>> wrote:
+1

Venue option sounds ideal. Nice work on checking it out early!
As it was 'promoted' as 2019 it would be nice to keep it in the year... I agree Nov is good for Uni timetables too.  This year we had clashes and still so many people came so I don't know if any of those potential clashes in Nov will reduce numbers too much.

On Mon., 3 Dec. 2018, 12:01 Martin Tomko <tomkom at unimelb.edu.au<mailto:tomkom at unimelb.edu.au> wrote:
I agree with Greg, and +1 for me for a ~ similar timeslot as this year.
This is a period where universities have free capacity, and none of the potential clashes in the calendar outlined matter much.
M.
From: FOSS4G-Oceania <foss4g-oceania-bounces at lists.osgeo.org<mailto:foss4g-oceania-bounces at lists.osgeo.org>> on behalf of Greg Lauer <gregory.lauer at gmail.com<mailto:gregory.lauer at gmail.com>>
Date: Monday, 3 December 2018 at 11:49 am
To: Daniel Silk <dwsilk at gmail.com<mailto:dwsilk at gmail.com>>
Cc: foss4g-oceania <foss4g-oceania at lists.osgeo.org<mailto:foss4g-oceania at lists.osgeo.org>>
Subject: Re: [FOSS4G-Oceania] Venue and dates for next conference

Although it is a busy time of year I think the third week of November is suitable

- Uni term is finished
- Dovetails into the South Pacific GIS and RS conference
- Wellington weather!

As most of the other conferences have not confirmed 2019 dates then we should take the lead.

We can ignore Ozri, and the SSSI conferences are regional, so don't think there is much conflict. We may struggle with 'competing funds' to attend conferences but I don't think time of year will matter for that.

I think it is important that we lock in the dates now, especially as attendees may need to add to next years budgets, international travel etc. For some international travel budgets may be more difficult to manage.

I think the venue would work well - central location and enough space - do we have any idea of costs?

Greg

On Mon, Dec 3, 2018 at 10:06 AM Daniel Silk <dwsilk at gmail.com<mailto:dwsilk at gmail.com>> wrote:
Hi all

Sorry I missed most of Friday's meeting due to a fire alarm in our building (which was set off by a water leak?!).

This may seem a little premature without having sorted the governance arragements, but venues are filling up fast so I'd like your thoughts.

I've been working on a 2019 Events calendar: https://docs.google.com/spreadsheets/d/1-bueIooYwUH6q8PQIH0J0Ou_KOpWhmJQl9Qa690z_Ao/edit#gid=57941525<https://docs.google.com/spreadsheets/d/1-bueIooYwUH6q8PQIH0J0Ou_KOpWhmJQl9Qa690z_Ao/edit#gid=57941525>

November is the busiest time of the year.

I am wondering about two options:
1. Second half of October - but all of Oct is an exam period at VUW so maybe we can't get any of the seminar rooms during that time. Still possibly too close to every else that is happening in November?
2. Second half of February 2020 - I know, I know, it's too far away and not in 2019, but it seems way more of a gap in the current events calendar.

It would be great to hear some input on these.

Also, on venue, I met with Victoria University of Wellington last week and they are keen to assist in helping us host, under a similar arrangement to University of Melbourne this year.

Their proposed venue is Rutherford House in their Pipitea Campus: https://goo.gl/maps/6Btd98ZGp492<https://goo.gl/maps/6Btd98ZGp492>

It has a 300 seat lecture theatre, a 150 seat lecture theatre, a 60 seat lecture theatre and a large number of seminar rooms (like 20 split across four levels??) that would suit for workshops. A few of the seminar rooms also have partition walls that can be removed and would allow a third, larger-than-60-seat space if we had 3 streams again.

These rooms are accessed off a large foyer area on a mezzanine level that would be suitable for lunch and sponsor stands. The building was recently upgraded and has large windows wrapping all the way around, with views out over the historic Old Government Buildings and the Beehive (the executive wing of our Parliament). The main Wellington bus terminal is on one side of the building and the main Wellington railway station on the other side, so super convenient. It's about a 4 minute walk to the waterfront.

They need some date ranges as soon as we can provide them in order to book us in.

Thanks
Daniel

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