[OSGeo-Conf] Question: share attendee list ?

Eli Adam eadam at co.lincoln.or.us
Tue Dec 20 10:52:47 PST 2016

On Tue, Dec 20, 2016 at 6:14 AM, Michael Terner <mgt at appgeo.com> wrote:
> + Boston LOC list
> Till & Steven:
> Thanks for taking our request seriously. We understand, and absolutely
> respect the personal data and privacy issues associated with email and
> registration lists. And we will accept and appreciate whatever you feel you
> are able to do in this regard. We just wanted to update you and the list
> with several things we're planning and doing already and that pertain to
> this topic:
> We have secured a paid MailChimp account for FOSS4G 2017. We received access
> to the Bonn MailChimp account through the marketing team (Marc, Gert) and
> have successfully imported the several thousand email that were assembled
> through various opt-ins over the years.
> MailChimp has explicit rules about how to use their service, and they do not
> want to be known as a SPAM platform (they'd probably say a "keeping in touch
> platform"). These include providing a good, working unsubscribe on all
> correspondence and tracking the opt-outs. We will absolutely follow their
> rules.
> As of last night, we did our first outbound message to that list (with an
> unfortunate type-o in our attribution block that has now been corrected in
> our template [and that Venka alerted us to]). Among other things this is the
> first announcement that Richard Stallman is one of our keynotes; and this
> message includes the clear MailChimp unsubscribe.
> We have also assembled a supplementary list from a variety of sources -
> e.g., other conference and trade organization lists; Open Source project
> members; etc. - and we will be doing a single, outbound message to these
> people. Unlike the message in #3, this message to this list will include
> only a request for an explicit "opt-in" (e.g., click here to join our list)
> and those people who opt-in will be added to the master MailChimp list.
> Those who do not opt-in, will not hear from us again.
> We strongly support Till's proposed approach of having the Bonn Team send a
> "farewell notice" that includes the opportunity to "opt in" to the Boston
> mailing list. That sounds like a perfect solution and we'd be pleased to
> provide you the opt-in link (which is already on our web-site, and points to
> this location on the OSGeo web-site) or anything else you need from us.


Do you really want to run your promotions through mailman?  MailChimp
(or similar) seems like a better option.

> Steven's suggestions for our own registration page make good sense, i.e.,
> let registrants "opt-in" to correspondence from future conferences during
> registration. We will work with our PCO to make sure their registration
> system can support that.

If it is the same event, I think defaulting to already opted-in is better.

Best regards, Eli

> Ultimately, we believe that most of the people who attended Bonn are on the
> "already opted in" master MailChimp list. One of our interests in the
> registration list is just tracking things like people who have
> attended/registered for both conferences in an effort to fully understand
> the attendee base (i.e., it's not just for sending outbound email).
> Thanks again for your support...
> MT
> On Tue, Dec 20, 2016 at 7:27 AM, <till.adams at fossgis.de> wrote:
>> 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
>> information/advertising/whatever-spam.
>> I prefer the other way around: If people do nothing, they do not get
>> anything.
>> So for the general proceeding on this topic I would propose the following:
>> 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 optout.
>> 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
>> event.
>> 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
>>>> _______________________________________________
>>>> Conference_dev mailing list
>>>> Conference_dev at lists.osgeo.org [2]
>>>> http://lists.osgeo.org/mailman/listinfo/conference_dev
>>> Links:
>>> ------
>>> [1] mailto:till.adams at fossgis.de
>>> [2] mailto:Conference_dev at lists.osgeo.org
> --
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