[OSGeo-Conf] Question: share attendee list ?

Cameron Shorter cameron.shorter at gmail.com
Tue Dec 20 11:30:55 PST 2016

I agree with Eli that we should write a best practice policy statement 
over use of email addresses. I suggest storing in the FOSS4G Cookbook 
rather than the RFP. Someone want to volunteer to write this section 
once this email thread completes?


On 21/12/2016 5:36 AM, Eli Adam wrote:
> Hi all,
> The email list which has been accumulated since 2007 or before has
> been one of the primary inputs that leads to annual success of FOSS4G.
> Each year it has been passed on. Boston should get the list from 2015
> if not 2016.  Also, let's change the 2019 RFP to include list
> continuity.
> On Tue, Dec 20, 2016 at 4:27 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.
> This page seems to allow contact by email as well as transfer.
> http://2016.foss4g.org/registration.html#tac
>> 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.
> The Bonn LOC can decide what to do but they should do whatever they
> can to pass on the list (or at the very least encourage people to
> re-subscribe).
>> 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.
> In 2014, we considered the annual global FOSS4G to be the same event
> as previous years and subsequent years.  We specify this in our policy
> making it entirely clear, "Your personal information is shared with
> future FOSS4G events and these are considered to be the same entity,
> even though they are run by a different committee.",
> http://2014.foss4g.org/about/privacy-policy/index.html
> I also consider 2016 to be the same global FOSS4G event.  The LOC was
> merely the caretaker for one year.
>> 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.
> Real changes will happen in the 2019 RFP.  We can ask things of BLOC
> but they are largely free to do what they want.
>> 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.
> I strongly disagree with this.  Global FOSS4G is the same event and
> people should be automatically signed up for information on the same
> event.  Email continuity from year to year for the same event.  If the
> Bonn LOC was running the conference again, surely the list would be
> reused since it is the same event.
> Yes, definitely on an easy and obvious optout/unsubscribe from every
> communication.  That is just basic good practice and probably the law
> in most places.
>> 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?
> Lots, :).  I think the fundamental discussion is whether the annual
> global FOSS4G event is the same event or not.  Determining this will
> help us decide on the path forward.  Once we decide, we can clarify in
> the RFP for future years.  What are your thoughts on whether it is the
> same event?  Separate from any obligations the Bonn LOC may have
> created for themselves and have to fulfill.
> Best regards, Eli
>> 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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Cameron Shorter
M +61 419 142 254

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