[OSGeo-Conf] Question: share attendee list ?

till.adams at fossgis.de till.adams at fossgis.de
Tue Dec 20 04:27:30 PST 2016

Hi Steven, ConfComm, @Boston-team,

(I included BLOC, as they are the directly affected)

@Steven, thanks to jump in here. I digged a little deeper and although 
the system we used for registration is not available any more, I am 
quite sure (and found some text drafts for this), that we declared not 
to hand over the personal data for registration to anybody else. So this 
excludes your proposed first option and also to hand over the full list 
to Boston. Sorry for that.

I think we could do the following:
We, Bonn team,  will write one last email, reaching out all the 
attendees, give them some last facts about F4G'16, include links on 
articles about F4G 2016 on several platforms, attach a few selected but 
really nice pictures and thank them all for their attendance. In this 
email we will hint the people to Boston and the possibility to actively 
ask for news about F4G'17. So people can actively get in touch with the 
Boston team and request for further information about F4G'17.

Personally I do not like the platforms, where I have to un-check the 
pre-checked box "Please send me advertising and further information", 
even if you have the opportunity to optout. The end of the story is:
You have to be aware and active, otherwise you get the 
I prefer the other way around: If people do nothing, they do not get 

So for the general proceeding on this topic I would propose the 
First, I would ask BLOC (I like this and really wonder, why we did not 
have this idea before ;-)) to deliver an "optin" link and leave the 
technical proceeding on this to them.
Second we can ask BLOC to include a(n un-)checked checkbox in their 
registration form "Keep me up to date about upcoming F4G events" which 
includes to at least pass over their email-adress to future teams. In 
any information any future F4G team send out, people get the chance to 

For the technical stuff I see the problem you lined out. That should be 
solved in either way.... just some thoughts on this:
The mailchimp also needs kind of "administrator" ....
A perhaps not perfect but very easy and easy-to-realize solution would 
be to create a new mailing list "FOSS4G News" and ask people to 
register, if they want get the news-feed.
So every future team can use this address to post their news on their 

Any comments?

Regards, Till

Am 2016-12-20 12:11, schrieb Steven Feldman:
> We went through this discussion last year and I’m not sure whether
> we reached a conclusion.
> I am in favour of passing 2016 names to 2017 team but I recognise 
> that
> data protection rules are a constraint. I see 2 options (others may
> chip in with more)
> 	* Provide the names of all people that ‘ticked the box’ in 2016 -
> possibly Boston team should send their first mail to this group with
> an explanation of why they are receiving the mail and an optout
> 	* Send one mail to all of the 2016 names saying that we would like 
> to
> pass their details to Boston team and giving them the option to opt
> out by replying ‘unsubscribe’ plus they will always have the
> option to opt out in the future
> It would be much easier if OSGeo had a mailchimp or equivalent 
> service
> that could handle lists and opt outs etc and track mailings, the
> service could be used by all our global and regional events. A mail
> chimp account would cost $50/month for up to 5,000 mail recipients (<
> 2,000 is free)
>  ______
> Steven
>> On 20 Dec 2016, at 10:21, till.adams at fossgis.de [1] wrote:
>> Dear ConfComm,
>> I want to discuss and listen to your opinions regarding the
>> following issue:
>> Boston asked me to share our attendee list with them, so they can
>> contact our attendees and deliver their news to them.
>> As all non-americans among us might know, we have strict privacy
>> laws here in Europe. So this is one point and another one is, that
>> we do not know, whether participants of F4G 2016 are happy to get
>> contacted by the Boston team. Some of them may, some not. It's even
>> unsure that those, that registered for Bonn and checked the box,
>> that they want to get updates from us really like to get contacted
>> from the next team.
>> And - as said - I am kind of unsure, how the legal position is, when
>> I pass the list over...
>> Do not understand me wrong: I support the Boston team on all
>> questions and I am happy to help them, but before passing over the
>> list, I'd like to know about your positions.
>> Perhaps we also can derive some rules on how to proceed with the
>> attendees lists in the following years?
>> Kind regards & happy Chrismas to everybody,
>> Till
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