FOSS4G 2011 Workshops Meetings

* Meetings occur through IRC chat in channel #foss4g on freenode.net
** you can use Chatzilla for Firefox, or directly in your browser with webchat
= Next IRC meeting =
* June 20 2011, 10AM MDT
*** Venue logistics 
**** FOSS4G 2011 Workshops Venue Logistics
*** Timeline
**** FOSS4G 2011 Workshops Timeline
**** Getting computers set up
**** Materials from presenters/Printing
*** Workshop evaluations - getting feedback from attendees
*** Questions from workshop submitters.
*** other?
= Previous IRC meetings =
* July 4 2011, 10AM MDT
** Upload of workshops documents to ftp site
** Computers for workshop
** Max participants for workshop
*** It was decided that 60 was the max
**Log
* June 20 2011, 10AM MDT
** Venue logistics 
*** FOSS4G 2011 Workshops Venue Logistics
*** Timeline
**** FOSS4G 2011 Workshops Timeline
**** Getting computers set up
**** Materials from presenters/Printing
*** Workshop evaluations - getting feedback from attendees
*** Computers
*** Questions from workshop submitters.
*** other?
**Log
* May 17 2011, 10AM MST
** Agenda
***New Computer Vendor
***Workshop Registration Numbers
****Need to check with Henry/James on this.
***Volunteers
****Need to bring this up on the LOC call
***Email to presenters
****Ben will draft email and send to Jeff and Chris for Review
***Need to set up ftp space and wiki space for presenter materials
****Jeff will set up space and assign IDs to the workshops, W1, W2, etc.
**Log
* Mar 29 2011, 10AM MST
** Agenda
*** Announcement to the workshop list on timeline
** Log
* Mar 15 2011, 10AM MST
** Agenda
*** Quick review of current items that need to be monitored:
**** Registration numbers, which workshops will go in the bigger rooms?
**** Details on computers for workshops: setup and timing
** Log
* Mar 1 2011, 10AM MST
** Agenda
*** Venue logistics 
**** FOSS4G 2011 Workshops Venue Logistics
*** Can Workshops have different numbers of attendees?
**** Some rooms with say 20 computers and some with 12 computers
*** Timeline
**** FOSS4G 2011 Workshops Timeline
**** Getting computers set up
**** Testing live dvd
**** Materials from presenters/Printing
*** Questions from workshop submitters.
*** other?
** Log
* Feb 22 2011, 10AM MST
** Agenda
*** Discounts for workshop/tutorial presenters
**** Workshops 1.5 comps/Tutorials 0.5 comps
*** Venue logistics (Update on computers)
**** Laptops with Core2 Duo ~2.2GHz Proc. and 3GB of RAM
*** Printing budget
*** Timeline
**** Getting computers set up
**** Testing live dvd
**** Materials from presenters
*** Questions from workshop submitters.
*** other?
** Log
* Feb 15 2011, 10AM MST
** Agenda
*** Discounts for workshop/tutorial presenters
**** Workshops 1.5 comps/Tutorials 0.5 comps
*** Proposal evaluation process update
**** How should we make the announcement?
**** Announce Results: 16 Feb. 2011
*** Venue logistics (Update on computers)
**** Still no new news.
*** Printing budget
*** Questions from workshop submitters.
*** other?
** TODO:
*** Final confirmation of comps for workshops/tutorials from LOC
*** Present the list of workshops and turoials to the LOC.
*** Contact workshops proposers that have been accepted as tutorials for confirmation that this is ok
*** Ask for update on computers for workshops at LOC meeting. 
*** Bring up budget for workshop materials (handouts, etc.) to LOC
*** Respond to proposals:
**** Jeff will make a response template
**** Chris will cOntact workshops proposers that have been accepted as tutorials for confirmation that this is ok
**** We'll split the submitters up and Chris, Jeff and Ben will respond to each individually.
**** Post selections to the website and make an annoucement on the list serv.
** Log
* Feb 8 2011, 10AM MST
** Agenda
*** Late Submissions
**** Jeff received another late submission, how shall this be handled?
**** NOTE: Decided to accept as a Tutorial
*** Discounts for workshop/tutorial presenters
**** Still not definitive, but close
*** Proposal evaluation process
**** Need to get this started, deadline 16 Feb. 2011
*** Venue logistics (Update on computers)
**** Still waiting on more info
*** Questions from workshop submitters.
*** other?
** Tasks
*** Discuss number of tutorials with LOC (thinking about 20).
** Log
* Feb 1 2011, 10AM MST
** Agenda
*** Discounts for workshop/tutorial presenters
*** Starting the proposal evaluation process
*** Venue logistics (Computers/Number of concurrent and total sessions)
*** How to deal with late submissions?
*** Questions from workshop submitters.
*** other?
** Tasks
*** Look into upgrading the laptops from the current specs
*** Discuss volunteer committee with the LOC and possible student passes for volunteers.
*** What are the final discounts for presenters (Discuss with the LOC)
** Logs
* Jan 25 2011, 10AM MST
** Agenda
*** discounts for workshop/tutorial presenters
*** proposal evaluation process
*** venue logistics
**Outcome
***Proposal evaluation will be ranked by the workshop committee plus the conference chair and then presented to the LOC for input.
***Each evaluator will rank the proposals: 15 points for the best ones, 14 for the second, and so on...
**Tasks
***Review proposal submissions for under represented projects and send out reminders if needed (Complete by 26 January 2011)
***Discuss discounts for presenters with the LOC (Does this include tutorial presenters as well as workshop presenters?).
****NOTE: The LOC seems to think we can provide discount for registration. Exact details to follow
****Information on 2010 Discounts: FOSS4G_2010_Discounts#Workshop_Instructors
***Discuss venue logistics with LOC, need more details.
****After the LOC meeting we seem good for 4 sessions of 6 workshops, could maybe add more if needed. Should be fine to have GITA install an image on all the workshop computers.
**Logs
* Jan 18 2011, 10AM MST
** Tasks:
*** Get access to the current workshop submissions and share via Google Docs
*** Get more information about the venue (workstation specs, access, size of rooms, etc.)
*** Consider quota for innovative workshops this year
*** Send out workshop call reminders/nudges to unrepresented projects if needed
*** Decide on the review process to rank proposals
** Logs
Category:FOSS4G2011