[Board] [FOSS4G-2019 RFP] Re: f2f meeting follow up

Tue Aug 22 08:35:02 PDT 2017

Thanks Michael:

The combination of the brief, and the extensive research on past events,
made me much more comfortable on this topic.
I hope we can share this information with our membership to address any
concerns raised and further discussion.

--
Jody Garnett

On 22 August 2017 at 05:47, Michael Terner <mgt at appgeo.com> wrote:

> 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 *after *now having run the conference.
>
> 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.
>
> Sincerely,
>
> MT
>
>
> On Mon, Aug 21, 2017 at 10:23 PM, Venka <venka.osgeo at gmail.com> wrote:
>
>> Hi Mike,
>>
>> Thanks for summarizing the range of listed accommodations
>> at FOSS4G-Conferences.
>>
>> I agree that increasing the range of options available to
>> be a very helpful for conference goers. Perhaps, this
>> could be mentioned in the FOSS4G-2019 RFP.
>>
>> I am also forwarding this mail to the conference committee ML.
>> Changed the subject of the mail.
>>
>> Best
>>
>> Venka
>>
>> On 2017/08/22 10:15, Michael Smith wrote:
>>
>> This is what I came up with:
>>
>> https://docs.google.com/spreadsheets/d/1vuzmHAxO-JInB7WGIm8S
>> 5C4ca1ezoaKigDN8
>> vWDu3hs/edit?usp=sharing
>>
>> I also included the range for each conference based on the listed
>> accommodations from the conference sites. Some of the years didn't have a
>> conference hotel or a low cost option. I think this is something that
>> should
>> go into the RFP, that a range needs to be made available for the
>> conference
>> and listed on the web site. Having listed hostels or university dorm
>> accommodations  I think goes a long way. We don't need to be making the
>> conference overall cheaper, we need to increase the range of options
>> available to the conference goers (IMHO).
>>
>> Mike
>>
>> ----
>> Michael Smith
>> OSGeo Foundation Treasurer
>> treasurer at osgeo.org
>>
>>
>> From:  Board <board-bounces at lists.osgeo.org>
>> <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
>> <jody.garnett at gmail.com> <jody.garnett at gmail.com>
>> Date:  Monday, August 21, 2017 at 7:34 PM
>> To:  Michael Smith <michael.smith at erdc.dren.mil>
>> <michael.smith at erdc.dren.mil>
>> Cc:  "board at lists.osgeo.org" <board at lists.osgeo.org>
>> <board at lists.osgeo.org> <board at lists.osgeo.org>
>> Subject:  Re: [Board] [Non-DoD Source] Re:  f2f meeting follow up
>>
>> No worries Michael, I am not sure exactly when the deadline we were given
>> falls (not sure we took mins for the AGM).
>>
>> --
>> Jody Garnett
>>
>> On 21 August 2017 at 15:06, Smith, Michael ERDC-RDE-CRREL-NH CIV
>> <Michael.Smith at erdc.dren.mil> <Michael.Smith at erdc.dren.mil> wrote:
>>
>> This is on my list to do this week. I was going to get a list of FOSS4G
>> locations and the US State Dept per diem values as an index to costs at
>> each
>> location. I'll convert it all to 2017 dollars. Note that this will be an
>> index, not exact costs.
>>
>> Mike
>>
>> Michael Smith
>> OSGeo Foundation Treasurer
>> treasurer at osgeo.org
>>
>> From: Board <board-bounces at lists.osgeo.org>
>> <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
>> <jody.garnett at gmail.com> <jody.garnett at gmail.com>
>> Date: Monday, August 21, 2017 at 2:23 PM
>> To: "board at lists.osgeo.org" <board at lists.osgeo.org>
>> <board at lists.osgeo.org> <board at lists.osgeo.org>
>> Subject: [Non-DoD Source] Re: [Board] f2f meeting follow up
>> Resent-From: Michael Smith <michael.smith at usace.army.mil>
>> <michael.smith at usace.army.mil>
>>
>> I saw this thread get into the details of the RFP - for that we have
>> volunteers on the conference committee. My goal as a board member is to
>> work
>> on strategy, as the conference committee knows best about the RFP wording
>> and process.
>>
>> Q: Based on the affordability report, and resulting discussion, did we as
>> the board have any direction to ask the conference committee to steer in?
>>
>> My own feedback:
>>
>> 1) I was pleasantly surprised that the ticket cost of foss4g has not
>> changed
>> significantly over the course of the events (indeed our most expensive
>> event
>> was Sydney and our cheapest Korea).
>>
>> I do not see any guidance to provide here (this was surprising to me).
>>
>> 2) Attendance continues to increase limiting appropriate venues
>>
>> I do not see any guidence to provide here, our community and event is
>> growing. I think once we get around 3000 people we may be forced to
>> settle
>> down to consider a fixed location, but at 1000-2000 we can still move it
>> around.
>>
>> 3) regional events are killing it
>>
>> I do not see any guidence to provide here, our community and events is
>> growing.
>> The hope is this takes some of the strain from the global event, allowing
>> it
>> to focus on outreach and advocacy more.
>>
>> 4) hard for students to attend (also journal, etc...)
>>
>> There was a strong hope that travel grant program could help out a lot
>> here,
>> that would make me sad as this was intended to work towards diversity.
>>
>> While there may be guidance here I am not close enough to the academic
>> world
>> to provide useful direction.
>>
>> 5) diversity
>>   The original intention of the travel grant was to bring diversity
>> awareness
>> to our osgeo events (to apply regional events are asked to set a
>> diversity
>> target which travel grant can help towards). During foss4g I attended a
>> diversity presentation that advocated creating a safe space.
>>
>> Guidance: Trial the use of providing a safe space in the 2018 bid.
>>
>> Similar recommendations online include:
>> - make female speakers a priority (not just in selection, but before hand
>> in
>> promotion, one-on-one mentoring etc...).
>> - providing child care (this helps families attend)
>>
>> Since these haver not been advocated by members of our community I am
>> only
>> comfortable providing guidance on providing a safe space. Perhaps some of
>> these ideas can be tried out at regional conferences first.
>>
>> 6) time of year
>>
>> The events have moved from September/October to August placing it in the
>> way
>> of European holidays. With the bulk of our contributors in Europe this
>> has
>> affected how many of our contributors can attend.
>>
>> Guidance: Request September / October event (to maximize contributors who
>> can attend).
>>
>> I understand next years event has plans to turn this into a holiday for
>> families which is a cunning plan.
>>
>> 7) travel / accommodation
>>
>> I would like to avoid prime tourist season to avoid asking attendees pay
>> high airfair and accommodation costs. We did not have the number in the
>> affordability report to back this up (but Michael Smith was going to look
>> things up).
>>
>> Guidance: Request September / October event (to avoid peak tourist
>> season).
>>
>>
>>
>>
>> --
>> Jody Garnett
>>
>>
>>
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>>
>>
>>
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>
>
>
> --
> *Michael Terner*
> *Executive Vice President*
> 617-447-2468 <(617)%20447-2468> Direct | 617-447-2400 <(617)%20447-2400>
> Main
> Applied Geographics, Inc.
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> www.AppGeo.com
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