[OSGeo-Conf] Lessons learned 2014 & 2015

Michael Terner mgt at appgeo.com
Mon Sep 5 11:01:24 PDT 2016

+1 This is *great* advice and a handy cook book for a strong academic track
within the global FOSS4G conference.

Thanks to Till for adding it to the Wiki.

The Boston team believes there is the potential for a very strong and
rigorous academic track as part of 2017 as we already have Harvard, MIT,
Tufts and Amherst College directly participating in our LOC. And we've
communicated with, and have interesting in supporting from UMASS and Smith
College people as well, and hopefully Helena will consider working with us
as she and I discussed at FOSS4G NA in Raleigh. In addition, Andy Anderson
(cc'ed) of Amherst is Chair of our Program Committee. We will look forward
to applying this advice and also potentially gathering an academic track
advisory committee for 2017.

Thanks again to both Till and Venka for putting this in play...


On Mon, 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
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