Belgium/FOSS4G 2015 Organisation

= Main topics where chairs/heads needed =
==Conference Chair==
* Dirk Frigne and Johan Van de Wauw
 
*Tasks
* opening the conference
* thank the sponsors
eventually: introduce OSGeo and FOSS4G. Why we are doing it and for who. How the public can be involved and give feedback.
* introducing the keynote speakers
* close the conference
* thank the sponsors
==Chair of program committee==
*Johan Van de Wauw
*Tasks
**Decide which presentations are included in the program
**Put together the program / schedule
**Call for papers
==Financial Issues==
*Marc Ducobu
*Tasks
**Budget
**Follow-up
==Sponsorship & Exhibition==
*Marc
**Communication with sponsors
**Exhibition stand plan
**Accompany the exhibitors to their stand
*Booth size:
**1 table
**2 chairs
**1 power socket
**WIFI
**Limited booth size
**no walls
**Set-up: from 7 to 9
*1 parking space
==Catering==
*Gael
**Communication with catering
==Translations==
* TBD
**Welcome and communication with the translators
==Hackaton==
*Gael (Brussels open data?)
==Technical Infrastructure==
*Gael / There is a technical person from the venue available for free
**Support technical issues during the event
**Printer at the venue
==Volunteer Chair==
*Oliver May
**Hand out t-shirts / badges for the volunteers
**Recruit volunteers
==Social Media #foss4gbe ==
*TBD
**Check twitter, retweet tweets
**Announce on twitter
= Tasks & Volunteers =
==Session Chairs==
*Session chairs serve as the "master of ceremonies" for one 90 minute session of presentations. Each session has three/five 20 minute presentations, with a 5 minute question-and-answer period after each. Chairs are expected to:
** introduce the speakers, 
** ensure each speaker stays within his or her 25 minute combined presentations-plus-questions presentation limit, 
** ensure the next presentation starts promptly as scheduled, and 
** occasionally read off a few reminders and announcements at the end of the session.
** hand in headsets
*Session chairs:
** Morning sessions
*** Plenary Opening: Moritz
*** Session 1 (Main track 11h - Plenary (Atrium)): Maëlle
*** Session 2 (Side track 11h - Demo/Research track (Sylva)): Tommy
*** Session 3 (Side track 11h - Development track (Aqua Terra)): Oliver
** Afternoon sessions
*** Session 4 (Main track 14h - Plenary (Atrium)): Johan
*** Session 5 (Side track 14h - Demo/Research track (Sylva)): Marc
*** Session 6 (Side track 14h - Development track (Aqua Terra)): Dirk
*** Plenary Closing: Gaël
==On call - Runner==
*Tasks
**Check that all sessions start at the correct time, and that the chairs are available
**Communication between sessions if needed
**Fix technical issues if session chair can't fix
**Keep an eye out on room safety and report potential issues such as overcrowded rooms...
==(Volunteer) tasks list==
=== Before the event ===
*Create booth plan
*Appoint session chairs
*Create session posters (for at the door, and inside the session rooms)
*Create signalisation papers
*Create parking spot papers
*Create session chair guidelines
=== All day ===
*Entrance desk (all day 2-3 volunteers, morning rush: 5 volunteers)
**Hand out badges and programmes 
**Hand out food tickets, goodie bags, t-shirts if they have this kind of ticket,... 
**Managing a infodesk : help out fellow attendees with their questions, sell t shirts,…
*Check reserved Parking spots
=== Set-up / tear-down ===
*Set-up event 
** Installation of welcome desk and OSGEO booth
** Installation of the tables for the booths
** Hang up signalisation and posters
** Verify sound and projection in all rooms
*** Are there computers available in all rooms?
*Tear-down and clean-up at the evening:
** collecting bottles, 
** tearing down the network, 
** taking down the signage, 
** ... Basically, make sure we're welcome again next year ;)
=== Ad-hoc tasks ===
*Hand out headsets
*Taking photos / videos of the event
**Oliver can provide photo camera
*Vestiare -> covered by the venue
== Other tasks ==
*Tasks 
**Prepare all printed material (signalisation, programme, the last version of the presentations (of the Plenary sessions) for the interpreters...)
**Provide signalisation to the different rooms (conference rooms, break and restaurant) and programme at the doors of the different rooms
**Check materials for speakers and translators (Internet, video projectors, sound)
	
Category:FOSS4G Belgium 2015
 
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Category:Belgium