[OSGeo-Conf] Conference_dev Digest, Vol 89, Issue 16

[Peter Mooney]

Hello again everyone,

An update on recent questions regarding the Workshops and Recording of
content in the Dublin FOSS4G 2016 proposal

*Workshops*

Our top one or two prospects are National College of Ireland and Trinity
College Dublin. They are shown on our web-based map. The greatest advantage
of both is their location(s). They are both very close to the CCD (walking)
and then naturally close to each other as a result. This allows delegates
to easily move between the locations if they are attending 1/2 day
workshops in different locations. Between both college and university
locations we can offer 10 computing laboratories. University College Dublin
(also shown on the map - at the south) can offer facilities. However
participants would need to take public transport (very frequent bus
service) between UCD and the other locations. We do not think that this is
ideal. Of course shuttle buses could also be arranged. Our preference is
NCI and TCD.

As we mentioned in the proposal we (the LOC) and MCI (our PCO) will also
see to involve several local companies in the workshops organisation.
Within walking distance of CCD they may offer space for "bring your own
device" type workshops. The Morgan Hotel in Dublin's Temple Bar - about 15
minutes walk from CCD can provide ample meeting room space for "bring your
own device" workshops. The hotel has exceptionally good meeting facilities
including linked presentation screens, excellent WiFi etc.

Overall we can assure the OSGeo committee and the broader community that we
have ample capacity here in the Dublin to host and manage the workshops
both lab-based university/college setting workshops and "bring your own
device".

Dr. Padraig Corcoran from University College Dublin shall be the workshop
chair and workshop manager. Padraig will be on hand early in the process to
help assess workshop IT needs and interface between our PCO, the computing
laboratories or other venues, me as Conference chair, and the folks
delivering the workshops. Given the importance of this task this will be
Padraig's main job for the conference!

*Recording content and making this content available.*

Myself, the LOC and our PCO all give a very big +1 to this concept. In our
spirit of "Open Doors" at FOSS4G 2016 it is very important to us that those
who cannot be with us in Dublin have an opportunity to learn from the
presentations and sessions delivered at the conference. In particular we
are mindful of those who are beginning to learn or use OSGeo but due to
various disadvantages cannot travel to FOSS4G 2016 and be with us in
person. Indeed even those who are with us - with up to potentially 9
parallel sessions - there will be some talks and presentations that will
clash. Overall making this content available is one of the key factors in
building the legacy of FOSS4G 2016 into the future and using the conference
as a vehicle to further the learning and education about OSGeo and FOSS4G.
We will of course look actively to previous FOSS4G global and regional
events for guidance on how best to capture the content. The CCD is
technically very well setup for the capture of video and audio during
speaker presentations. Combining a powerful social media experience "live"
with the conference and access to conference content promptly after the
conference the value of FOSS4G 2016 will be greatly enhanced.

Peter




On Tue, Feb 24, 2015 at 9:43 PM, <conference_dev-request at lists.osgeo.org>
wrote:

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> Today's Topics:
>
>    1. Re: Conference_dev Digest, Vol 89, Issue 15 (Peter Mooney)
>    2. Re: Question Period: Bonn proposal (Till Adams)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Tue, 24 Feb 2015 20:12:57 +0000
> From: Peter Mooney <petermooney78 at gmail.com>
> To: conference_dev at lists.osgeo.org
> Subject: Re: [OSGeo-Conf] Conference_dev Digest, Vol 89, Issue 15
> Message-ID:
>         <
> CAKi0dWjo50WykeigHFzczQkyT7Epnaps8W_Nf8ZchJep459+qw at mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> Hello Jeff,
>
> Just to finish our response to your queries and questions. I've selected
> the two questions which are waiting for answers.
>
> - Section 7: I am not so sure the budget should assume 1,000 attendees
> only.  I would be good to also account for less, such as numbers for 600,
> 800, and 1000 attendees.  I do value your passion and goals for 1,000
> though.
>
> >> MCI (our PCO) will update our budget accordingly.
>
> *** MCI and I have worked on updating the budget as requested. I have
> emailed two variations of the budget to you Jeff which you can distribute
> to the OSGeo committee on my behalf ? one at 850 and one at 600 delegates.
> One of the key variables in managing the budgets under these circumstances
> is the room hire ? we plan to confirm space with the CCD for the numbers we
> know we can get, and hold options on the additional space that we hope to
> need. The auditorium is the best room for plenaries (seats 2,000) but if
> our numbers are below 900 then we can use Liffey B instead ? a room that is
> 50% cheaper to rent. As the numbers dip down towards 600, we move down into
> Liffey A, giving another saving on room hire. Thus we can scale the room
> hire to best match our likely numbers.
> We will need to asses previous meetings and their booking patterns (who
> books and when) as this will help us to negotiate this arrangement with the
> CCD.
>
> - I don't see any proposed expenses for Workshop machines (this is often a
> major expense).  I wonder if, as a worst case scenario, you could provide
> an estimated budget that includes costs for hosting the workshops at the
> CCD venue (will be very pricey, compared to a university setting, but you
> can later examine the university option). Or, outline costs for the
> university hosting the workshops and providing the machines and tech
> support.
>
> >> MCI (our PCO) will investigate this and revert quickly to you.
>
> **** To answer this question we shall provide a more clearer idea of our
> planning. Our intention is not to run the workshops in the CCD ? due to the
> cost of venue hire and the cost of the required infrastructure and
> machines.
>
> The CCD is within three minutes walk of the National College of Ireland
> (NCIRL) [you'll see it on the map http://peterm7.com/foss4g2016/], which
> has 6 labs with between 35 and 70 machines that are available to rent for
> rates in the region of ?500 to ?800 per day per lab. Obviously the
> technical requirements of the workshop may have an impact of the rental
> figures, but this is a good guide.
>
> Part of our overarching ethos of open doors and partnership is to bring in
> as many stakeholders as we can to the community ? so we are actively
> talking to NCIRL, University College Dublin (UCD), Trinity College Dublin
> (TCD) etc about becoming partners in the event so that we can either access
> internal staff rates for these labs or remove the cost entirely.
>
> Likewise, we intend to work with our commercial partners to identify lab
> space that we can access without cost in some of the many technology
> companies located near the CCD. This would be particularly useful for
> workshops which will be "bring your own device" workshops. This also
> integrates those companies into the very fabric of FOSS4G 2016.  All of
> these company locations are within easy walking distance of CCD allowing
> easy access for 1/2 day labs in different locations.
>
>
>
>
> On Tue, Feb 24, 2015 at 8:00 PM, <conference_dev-request at lists.osgeo.org>
> wrote:
>
> > Send Conference_dev mailing list submissions to
> >         conference_dev at lists.osgeo.org
> >
> > To subscribe or unsubscribe via the World Wide Web, visit
> >         http://lists.osgeo.org/mailman/listinfo/conference_dev
> > or, via email, send a message with subject or body 'help' to
> >         conference_dev-request at lists.osgeo.org
> >
> > You can reach the person managing the list at
> >         conference_dev-owner at lists.osgeo.org
> >
> > When replying, please edit your Subject line so it is more specific
> > than "Re: Contents of Conference_dev digest..."
> >
> >
> > Today's Topics:
> >
> >    1. Re: Conference_dev Digest, Vol 89, Issue 13 (Jeff McKenna)
> >
> >
> > ----------------------------------------------------------------------
> >
> > Message: 1
> > Date: Mon, 23 Feb 2015 20:27:11 -0400
> > From: Jeff McKenna <jmckenna at gatewaygeomatics.com>
> > To: conference_dev at lists.osgeo.org
> > Subject: Re: [OSGeo-Conf] Conference_dev Digest, Vol 89, Issue 13
> > Message-ID: <54EBC55F.7080808 at gatewaygeomatics.com>
> > Content-Type: text/plain; charset=windows-1252; format=flowed
> >
> > On 2015-02-23 5:51 PM, Peter Mooney wrote:
> > > Hello Jeff
> > >
> > > The answers to some of your questions and queries. We have a little
> work
> > > to do to answer two of the questions.
> > >
> > > - Section 2: Interesting to read about the Health Atlas Ireland (I
> tried
> > > to actually see it in action, but every link I tried required a login).
> > >
> > >  >> This link is really just to show the existence of the Health Atlas
> > > Ireland. Most of the services use sensitive patient/health data so this
> > > is why there is a logon needed. If you need screenshots I can try to
> ask
> > > my links there for some?
> >
> > No need at all, I understand.  It's great that it is based on open tools.
> >
> > >
> > >     - the CCD venue looks to be a wonderful location to host FOSS4G.
> Did
> > > you have any direct discussions with the CCD staff (such as about our
> > > tech requirements), or visit the venue in person?
> > >
> > >  >> Yes we have had discussions and visits. As early as November 2014 I
> > > completed a full site visit (from basement to roof). Myself and many
> > > Irish-based members of the LOC have presented there as part of
> > > conferences and meetings in the past. Our PCO (MCI) also conducted a
> > > FOSS4G-specific site visit in February 2015. MCI have been involved in
> > > conference organisation in CCD in the past. We both discussed the
> > > technical requirements for FOSS4G 2016. We explained that Internet
> > > connectivity and bandwidth are absolutely crucial for the success of
> the
> > > conference. In particular as developers will announce new or updated
> > > software releases there will be intense spikes of activity.
> > >
> > > We also discussed the need to ensure that there was completely open
> > > Internet - access to FTP, SVN, GitHub, etc.
> > >
> > > Overall the CCD have the capability of offering 12,000 simultaneous
> > > connections. The CCD have hosted other software conferences where like
> > > FOSS4G 2016 there are most delegates using at least two devices
> (laptop,
> > > smartphone)
> >
> > Thanks for this explanation about the venue, it sounds like you and MCI
> > know it very well.
> >
> > >
> > >     - wow I love seeing a map of the locations (we are geospatial right
> > > ha), instead of me having to try to figure out that myself.  And a
> > > working mapping application showing the locations!
> > > http://www.peterm7.com/foss4g2016/ (I had to turn on the OSM layer to
> > > see building names)
> > >
> > >  >> Apologies - I had uploaded the wrong version. The map now has nice
> > > popups to help with understanding the location of venues for FOSS4G
> 2016
> > >
> >
> > great!
> >
> > >     - I worry that the local committee doesn't have enough
> representation
> > > from SME / industry. You mention the OpenApp team, and I am surprised
> > > that no one from their team is included in the local committee
> > >
> > >  >> No need to worry :-) I have a number of SME/Industry colleagues who
> > > have offered their assistance with the LOC. However they had asked to
> > > hold back their names and details until a later stage. I will revert to
> > > them regarding this. At minimum I will send their details to you (Jeff)
> > > and the board as a private email.
> >
> > Ah ok, thanks.
> >
> > >
> > >
> > > - Section 7: I am not so sure the budget should assume 1,000 attendees
> > > only.  I would be good to also account for less, such as numbers for
> > > 600, 800, and 1000 attendees.  I do value your passion and goals for
> > > 1,000 though.
> > >
> > >  >> MCI (our PCO) will update our budget accordingly.
> >
> > Thanks, and sorry to cause more work for your team.  I think the
> > Conference Committee members will appreciate this update though.
> >
> > >
> > >     - I don't see any proposed expenses for Workshop machines (this is
> > > often a major expense).  I wonder if, as a worst case scenario, you
> > > could provide an estimated budget that includes costs for hosting the
> > > workshops at the CCD venue (will be very pricey, compared to a
> > > university setting, but you can later examine the university option).
> > > Or, outline costs for the university hosting the workshops and
> providing
> > > the machines and tech support.
> > >
> > >  >> MCI (our PCO) will investigate this and revert quickly to you.
> > >
> > >
> > thanks again Peter.
> >
> > -jeff
> >
> >
> >
> >
> >
> > ------------------------------
> >
> > _______________________________________________
> > Conference_dev mailing list
> > Conference_dev at lists.osgeo.org
> > http://lists.osgeo.org/mailman/listinfo/conference_dev
> >
> > End of Conference_dev Digest, Vol 89, Issue 15
> > **********************************************
> >
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> Message: 2
> Date: Tue, 24 Feb 2015 22:43:26 +0100
> From: Till Adams <till.adams at fossgis.de>
> To: conference <conference_dev at lists.osgeo.org>
> Subject: Re: [OSGeo-Conf] Question Period: Bonn proposal
> Message-ID: <54ECF07E.4080309 at fossgis.de>
> Content-Type: text/plain; charset=ISO-8859-1; format=flowed
>
> Dear Jeff (and hello conference-list),
>
> thanks for your detailed review of our proposal. We reduce our answers
> to where you really asked a question. First we cited your question, then
> answered, marked with a "->"
>
>
> - Section 1.4.2: I agree on the importance of social events.  I have
> noticed a negative effect however on charging in advance for these
> social events, especially for such things as ice breakers and closing
> parties (attendees just want to know where to go, to buy a beer and
> network, and I've received many many complaints about charging for
> tickets for things like ice breakers over the years) Especially as so
> many travel for FOSS4G, and the first day ice breaker many haven't
> thought of 'tickets' and just want to see friends/peers.  I find that
> these extra 'tickets' can separate the community (half goes to the paid
>   event, and the other half doesn't want to pay the ticket and is
> scattered around the city).
>
> -> Okay, understood, the effect you describe is definitely not what we
> want.On the other hand, we need a planning base for the Ice Breaker.
> Might be we can include Ice Breaker in the conference fees, if any of
> our possibilities to save money comes up.
>
>
> - Section 1.4.5: I like this term "Pub Race", finally after all these
> years we have a name for why we are so tired after 6 nights of a FOSS4G
>   event, from "racing" ha.
>
> -> The term is Free for use. No copyright on that ;-)
>
>
> - Section 1.6: I really like your plan for an information session for
> the "FOSS-uneducated", as you said, it was super-successful in Denver.
> You suggest a half day session, but I can't find it mentioned anywhere
> else, such as in the proposed program.  Would it likely happen on the
> second workshop day (the day before the sessions begin)?  Would there be
>   any additional costs associated with it?  (I'm very for this, but I
> just  want to make sure you catch these costs in your proposed budget
> and program)
>
> -> That's true, we did not mark this in the program draft, as we did not
> want to do too much plannings in advance. We think there are at least
> two possibilities, either to let one workshop track be kind of
> "Introduction"-Workshops with a more general focus and maybe successive.
> Also or as an alternative there is definitely the chance to rent another
> room or to get a lecture theatre inside university, depending on where
> the workshops will be.
>
>
> - Section 2.3.5: Recording of presentations is very important, and then
>   of course archiving them on the website.  Portland team raised the bar
> by live streaming FOSS4G talks, are you also considering this?
>
> -> I guess WCCB told us, that the technique for that is available in all
> rooms. In case that does not work, we as FOSSGIS have some contacts, as
> we are also recording all FOSSGIS tracks.
>
>
> - Section 4.1: My own opinion is that of course workshops would make
> more sense offsite at the university (and not in the expensive WCCB
> venue).  But as it is a few kms away, I would suggest providing
> transportation from WCCB to workshop site (many FOSS4Gs did provide this
> transportation free of charge to attendees).
>
> -> Of course, the spatial seperation makes sense from the cost view. If
> we get rooms for that offsite and if they are really too far, we can
> count onour PCO, whoalready provided such a shuttle service for another
> conference before.
>
>
> - Section 5.4: in your budget I don't seem to see any costs for the Code
>   Sprint (such as venue and catering).
>
> -> We have several possibilities for code Sprint inside university,
> which will not cause extra costs for room rent. We have finally to
> decide, where we go. For the catering I am sure to find a sponsor (at
> least my own company ;-)). So we do not see extra costs coming up here.
>
>
> So far, if anything still remains as an open issue, please don't
> hesitate ask!
>
> Best regards, for the Bonn team,
>
> Till
>
>
>
>
>
>
> Am 21.02.2015 22:48, schrieb Jeff McKenna:
> > Hello Till and Bonn team,
> >
> > Thanks for your detailed proposal, here are my questions and comments
> > on your full proposal:
> >
> > - your proposal is easy to follow, as it closely follows the RFP
> > "Requirements" section (that's page 9 and 10, for OSGeo conference
> > committee members reading this)
> >
> > - Section 1.4: thank you for putting OSGeo into the focus.  As you
> > mention later, this could be by highlighting the AGM, and even little
> > things (yet so important) such as OSGeo logos and banners on all venue
> > stages, signs, and websites.
> >
> > - Section 1.4.2: I agree on the importance of social events.  I have
> > noticed a negative effect however on charging in advance for these
> > social events, especially for such things as ice breakers and closing
> > parties (attendees just want to know where to go, to buy a beer and
> > network, and I've received many many complaints about charging for
> > tickets for things like ice breakers over the years)  Especially as so
> > many travel for FOSS4G, and the first day ice breaker many haven't
> > thought of 'tickets' and just want to see friends/peers.  I find that
> > these extra 'tickets' can separate the community (half goes to the
> > paid event, and the other half doesn't want to pay the ticket and is
> > scattered around the city).
> >
> > - Section 1.4.5: I like this term "Pub Race", finally after all these
> > years we have a name for why we are so tired after 6 nights of a
> > FOSS4G event, from "racing" ha.
> >
> > - Section 1.5: I think it's wonderful that you put focus on the
> > GeoForAll education initiative.
> >
> > - Section 1.6: I really like your plan for an information session for
> > the "FOSS-uneducated", as you said, it was super-successful in Denver.
> > You suggest a half day session, but I can't find it mentioned anywhere
> > else, such as in the proposed program.  Would it likely happen on the
> > second workshop day (the day before the sessions begin)?  Would there
> > be any additional costs associated with it?  (I'm very for this, but I
> > just want to make sure you catch these costs in your proposed budget
> > and program)
> >
> > - Section 2.3.3: indeed the parliamentary plenary hall looks beautiful
> > and unique.
> >
> > - Section 2.3.4: Pat on the back for already meeting with WCCB staff.
> > Your tech requirements listed show that your team understands the
> > demands of FOSS4G attendees.
> >
> > - Section 2.3.5: Recording of presentations is very important, and
> > then of course archiving them on the website.  Portland team raised
> > the bar by live streaming FOSS4G talks, are you also considering this?
> >
> > - Section 2.5: Free public transportation ticket for the stay is
> > wonderful.
> >
> > - Section 3.2: Thank you for addressing my concerns of multiple
> > conference chairs.  Overall I am impressed with the proposed local
> > committee.  And how nice it is to see someone already tasked with
> > conference bags, shirts, etc.
> >
> > - Section 4.1: My own opinion is that of course workshops would make
> > more sense offsite at the university (and not in the expensive WCCB
> > venue).  But as it is a few kms away, I would suggest providing
> > transportation from WCCB to workshop site (many FOSS4Gs did provide
> > this transportation free of charge to attendees).
> >
> >   - having FOSSGIS e.V. as organizer and using its reduced VAT rate as
> > charitable organization should definitely be examined.
> >
> >   - My opinion is that the gala event should be included in the
> > conference fees.  Networking is one of the biggest benefits of a
> > FOSS4G event, and as I said earlier, these extra 'tickets' cause
> > negative impressions on FOSS4G attendees.
> >
> > - Section 4.2: I was at first a little surprised at how only
> > Netherlands was mentioned as part of the community (in the first
> > sections of your proposal), so it is good to see here that your team
> > realizes the importance of the whole European community.
> >
> > - Section 5.4: in your budget I don't seem to see any costs for the
> > Code Sprint (such as venue and catering).
> >
> > - Section 5.6: I don't see any issues of the proposed end of August
> > timing.
> >
> > - Section 5.8: Thank you for explaining the relationship between
> > FOSSGIS and FOSS4G (as well as language).  I agree with your proposed
> > plan to keep the events separate.
> >
> > - Section 5.9: Connecting the EARSel remote sensing network with
> > FOSS4G could be wonderful indeed (and in full support from the mayor
> > and university).  Not to mention a possible reduction in venue costs
> > (90% ?!).
> >
> > - Section 6.2: Nice to see that you have already selected a PCO, so
> > the conference committee can learn about the PCO beforehand.
> >
> > - Section 6.3: I like the draft logos (second option, ha).
> >
> >
> > Thanks again for this proposal.
> >
> >
> > -jeff
> >
> >
> >
> >
> >
> >
> >
> > _______________________________________________
> > Conference_dev mailing list
> > Conference_dev at lists.osgeo.org
> > http://lists.osgeo.org/mailman/listinfo/conference_dev
>
>
>
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> End of Conference_dev Digest, Vol 89, Issue 16
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