[OSGeo-Conf] Lessons learned 2014 & 2015

Andy Anderson aanderson at amherst.edu
Wed Nov 23 11:34:59 PST 2016

FYI, in the Wiki document I added headings to the groups of comments that naturally occur in Venka’s list.

We are moving forward on the academic track, anyone interested in participating in organizing the track and/or reviewing papers, please join the mailing list:


— Andy

On Sep 5, 2016, at 2:56 AM, till.adams at fossgis.de wrote:

> Dear Venka, @all,
> many thanks for your thoughts on the AT . I think very useful, as maybe LOc's and chairs are not familiar with the proceedings of the AT.
> I've c&p'd your notes into the WIKI [1] and linked them into the handbook [2].
> Maybe in general this topic should be discussed and if agreed, make that part of the handbook. Although some minor things went wrong in our 2016's AT, I think it 's more a general "howto on the AT".
> Till
> [1] https://wiki.osgeo.org/wiki/FOSS4G_Notes_on_Academic_Track
> [2] https://wiki.osgeo.org/wiki/FOSS4G_Handbook
> Am 2016-09-03 10:19, schrieb Venka:
>> Till, first of all congratulations to you and your team for
>> the very successful organization of FOSS4G-2016.
>> Based on my experience as Academic Track (AT) for FOSS4G-2015 and
>> my involvement in organization of Academic Tracks in other
>> FOSS4G events, I would like to suggest the following;
>> 1) Recruit an Academic Chair (and co-chair) who will manage
>> the AT in interaction with the AT Committee
>> 2) Have a dedicated mailing list for the AT committee to
>> interact regarding select of presentations and organization
>> of AT track.
>> 2) Make sure that the AT Chair and co-chair are physically present
>> at the FOSS4G event to ensure smooth conduct of the AT sessions
>> and also selection of presentations for OSGeo student awards.
>> 3) Academic chair must also ensure that AT sessions chair are
>> selected well in advance.
>> 4) Provide evaluation form to the AT session chairs, to
>> evaluate each presentation and give their recommendation for
>> selection of presentation for student award and also recommend
>> presentation for
>> publication in academic journals subsequent to the conference.
>> 5) Have the conference staff to collect the AT evaluation forms
>> and hand over to AT chair or co-chair for selection of
>> presentation for student award and journal publication.
>> 6) Have the AT chair organize a student awards selection committee
>> comprising of AT session chairs and have the committee
>> come up with the names of awardee at least one hour before
>> the student awards ceremony.
>> 6) Ensure that the AT Chair or co-chair interact with the LoC to
>> get high quality certificates for the student awards and get it
>> signed by the conference chair and OSGeo President at least 30
>> minutes before the awards distribution ceremony.
>> 7) Interact with the LoC during the event and arrange for the
>> cash prize for the OSGeo Student award to put in an nice envelope
>> with the OSGeo logo before handing it to the winning student.
>> 8) Have the AT Chair and co-chair take up the publication of a digital
>> AT track Proceedings based on full paper submission. Having a full
>> paper published in the AT track proceedings is important for students
>> and generally AT track presenters.
>> 9) Have the AT track chair and/or co-chair to have selected AT track
>> papers published in peer-reviewed journals within 6-8 months. The sample
>> copies of journal are displayed at the next FOSS4G event. (BTW, selected
>> papers from AT track at FOSS4G-2015 were published in multiple issues
>> of the "Spatial Information Research" [1] and sample copies were
>> displayed and distributed at FOSS4G-2016).
>> 10) Have more poster presentations. Poster presentation require only a
>> panel to mount the poster. Larger number of poster would ensure that
>> we will need to reject fewer presentation for the lack of time.
>> In a conference with 900 participants at a big convention center, the
>> poster session could easily accommodate 40-50 posters.
>> 11) Ensure that there is a "core time" for poster session when the
>> poster presenters are available in front of their posters to answer
>> questions.
>> 12) Also, have a Poster Session Chair/co-chair to assist in the
>> conduct of poster session and also provide evaluation of posters
>> for OSGeo Student Poster Award.
>> Best
>> Venka
>> On 2016/09/02 21:30, till.adams at fossgis.de wrote:
>>> Dear former chairs!
>>> While filling the WIKI page "lessions learned 2016" [1] I noticed, that
>>> there is no content from 2014 [2] and 2015 [3].
>>> Although your FOSS4G's are already some days ago, I guess, that future
>>> chairs/LOC's still are happy to have your advice.
>>> It would be great if you could put in at least some few thoughts you are
>>> still aware of.
>>> Regards, Till
>>> [1] https://wiki.osgeo.org/wiki/FOSS4G_2016_Lessons_Learned
>>> [2] https://wiki.osgeo.org/wiki/FOSS4G_2014_Lessons_Learned
>>> [3] https://wiki.osgeo.org/wiki/FOSS4G_2015_Lessons_Learned
>>> _______________________________________________
>>> Conference_dev mailing list
>>> Conference_dev at lists.osgeo.org
>>> http://lists.osgeo.org/mailman/listinfo/conference_dev
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