[OSGeo-Conf] Lessons learned 2014 & 2015

till.adams at fossgis.de till.adams at fossgis.de
Sun Sep 4 23:56:06 PDT 2016

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".


[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
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