[FOSS4G-Oceania] What is our upper limit of registrations?

[Edoardo Neerhut]

+0 to raising the cap.

I think our focus should be deliver a smooth, enjoyable conference for
attendees that creates a solid foundation in the region for both the FOSS4G
and OSM communities. I think the risk associated with the event also
increases the higher our registration limit.

John and Alex probably have the best perspective on the venue, so my
question to you is *what is the limit to ensure a comfortable
environment?* Comfortable
in the sense logistics are work relatively easily and people can walk
around freely.

On Thu, 27 Sep 2018 at 06:49, Daniel Silk <dwsilk at gmail.com> wrote:

> +1 to raising registration cap to 250
>
> It's pretty amazing and a credit to the committee that we've ended up in
> this situation. We've allocated all of the tickets from our original target
> of 150 and only have a small number left to sell even with a cap at 200.
> Without a draft program released.
>
> In regard to our effort and what would change by raising the cap from 200
> to 250 - I don't feel that it's too much.
>
> We're not proposing more workshops or more speakers or more streams, all
> of which we've already decided on. I am not sure that this decision
> requires a single additional volunteer.
> All we're proposing is more bums on seats and more people to feed - more
> people that will learn from and contribute to this community. I think we
> need to stretch ourselves to include as many people we can to get the most
> value from the effort we've all put in so far.
>
> Cheers
> Daniel
>
>
> On Thu, Sep 27, 2018 at 3:38 PM Alex Leith <alexgleith at gmail.com> wrote:
>
>> Hey John
>>
>> The other constraint we should consider is Human Resources. This is our
>> first one of these, and we have no paid staff. If we’re not careful we may
>> end up with heaps of firefighting to do in the day and it may end up
>> no-fun-at-all!
>>
>> My view is still to keep a hard ceiling of 200, just to keep it
>> manageable.
>>
>> Cheers,
>> On Thu, 27 Sep 2018 at 1:34 pm, John Bryant <johnwbryant at gmail.com>
>> wrote:
>>
>>> Hi all, profound apologies for adding to the email traffic at a very
>>> busy time, but we need to address rego numbers. We can also discuss at
>>> tomorrow's meeting, but it requires context.
>>>
>>> On Monday, with 50 days left, we're announcing our program. We can
>>> probably expect to gain some attention, and a run on regos. At the same
>>> time, we're planning to announce the number of tickets remaining, to let
>>> would-be attendees know how much urgency they should feel.
>>>
>>> Right now, we have 172 total registrations (136 actual, plus 36 set
>>> aside for sponsors, students, committee members, presenters). A couple of
>>> committee meetings ago, we talked about upper limits, and agreed to 'watch
>>> and wait'. At this point, though, we need to come to terms with our actual
>>> upper limits, so we can make an informed announcement on Monday.
>>>
>>> I think our key consideration is around constraints - what can we handle?
>>>
>>> *What are our bottlenecks?*
>>>
>>> *The #1 bottleneck: space for lunch & morning/afternoon teas.* The Arts
>>> Hall will be used for catering and the sponsor tables. We'll need to make
>>> sure we have enough space to accommodate all these people. A few stats on
>>> the Arts Hall:
>>>
>>>    - total area: 220 sq m
>>>    - total usable space, after sponsor tables and catering: about
>>>    90-100 sq m (conservatively)
>>>    - capacity, based on 0.5 - 0.75 sq m pp (suitable for mixed
>>>    standing/sitting): ~125-175 (plus area behind sponsor tables, for another
>>>    10-20)
>>>
>>> My best estimate is that the room will start to feel crowded once we get
>>> past 175, but we have a few options to increase our capacity.
>>>
>>> To mitigate crowding we'll use lunchbox-style catering, so people can
>>> grab their lunch and stand with it, or easily go to other spaces. As a
>>> bonus, this will reduce queuing.
>>>
>>> Other readily available spaces:
>>>
>>>    - We have 2 nice rooms adjacent to the Arts Hall (rooms 257 & 263),
>>>    with capacity of 48 each, that we could use as overflow seating.
>>>    - We have talked about running Birds of a Feather sessions during
>>>    lunch breaks, could use 257 & 263, or could use room 116 (cap 48)
>>>    downstairs.
>>>    - There are a number of seating areas in the corridor right next to
>>>    the Arts Hall, with about 25 seats (stools/tables/chairs/benches), and many
>>>    more throughout the building.
>>>    - We have a room allocated to family use, which should be able to
>>>    accommodate ~10-20.
>>>    - If the weather's good, there are many nice outdoor areas where
>>>    people can enjoy their lunch.
>>>
>>> All in all, I think even in bad weather, if we really pushed it, we
>>> could potentially accommodate 300 - I would probably be uncomfortable going
>>> this far.
>>>
>>> *The #2 bottleneck: lecture theatres.* We have 4 lecture theatres
>>> available, from which we need to choose 3. The capacities of these rooms
>>> are 405, 121, 83, and 81. If we're thoughtful with where we place our talks
>>> (using the community vote as a guide), we should be able to handle quite a
>>> few. I see this as being a secondary concern, after the catering bottleneck.
>>>
>>> So, what can we handle? Given what we know, I would be comfortable
>>> recommending that we keep our registrations going until 250. This would
>>> mean that from right now, we would be able to take 78 additional
>>> registrations, beyond what we've already set aside, before cutting off. I
>>> would love to see us welcoming as many people as we can handle.
>>>
>>> Thoughts? Are there other constraints we should consider?
>>> _______________________________________________
>>> FOSS4G-Oceania mailing list
>>> FOSS4G-Oceania at lists.osgeo.org
>>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>>
>> --
>>
>> Alex Leith
>> 0419 189 050
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