Saturday April 5 2014 10:00 SR5 Sarup Banskota, ginger coons, Sirko Kemter, Femke Snelting, Martin Owens, Michael Schumacher, Peter Westenberg, Ale Rimoldi, Louis Desjardins, Gregory Pitman, Fridrich Strba, Valek Filippov AGENDA Learning from 2014 - short report by Sirko @ Create clear job descriptions for each team. Allow members to be more indepent, based on job descriptions @ It was not clear how many people would join: gambling on catering, size of social event To do: figure out a system of making the system more obliging? payment online ? suggestions: - ask a very small entry fee (10 euro / dollar ), an investment engages people to come. goal would not be to earn money, but to have a system that lowers unregistered / faulty registrations - improve communication of informal donations for lunch. it was there but not clear for all .. concerns: is open for all policy not damaged ? - lower the error margin by countng the registrations in time (two weeks ahead) - We should review the forms (co-speakers mentioned in comment box) - Dietary restrictions are an issue: can we collect information beforehand to make sure food needs are taken care of? - Infrastructure needs: how can we make sure the registration system lets us do everything we need? - Current registration system is brittle. Needs to be more robust. - Asking designers to improve the website's usability - Food is important! Having food on site makes it easier to keep people in the building. - People can be cost-averse: Making clear what participants will get for their money, if there is money involved, is important Teams and description of tasks notes: @ Too strict division between teams and tasks can be counter-productive @ Teams were headless, responsibilities are not always clear - per team a contact person is needed who is informed about the teams' work @ Too many mailinglists ... @ delay of respsonse @ cross team communication: regular irc meetings can help diminish the mountain of mails .. get a meetbot (https://wiki.debian.org/MeetBot) to record meetings and distribute minutes @ having clearer agendas for meetings and expectations before meetings start Community management, * General Purpose organisers: * Louis * Back up person replacing Femke (pippin?) * Code of Conduct * Tasks: * People: * Michael * Femke * ginger * Susan * Steve * Jon * Video archiving * Tasks: taking care of team, equipment, webspace, recording conference, annotations, encoding etc. * People: * Peter / Constant * Larisa * Local team (to be decided after this LGM) * Tasks: * physical logistics, * location, * technique * catering, coffee, tea, ... dietary restrictions * Printing, signage * Local distribution of PR materials * venue selection * technical details (mics, batteries, projection, technicians, power, power bars, extension cords, connectors, internet) * liasing with the venue, making clear of what expectations are at the venue * Visa support (check: there is a manual for free software conferences ... Floss-manuals?), making clear what expectations and timelines are around getting visas * Communication * Tasks: * Timing is crucial: press releases etc * Social media, * communication of the event * banners & posters * collect experiences about how to communicate the content of the conference. * People: * ginger: communication strategy, press release strategy, media kit, etc. Will take responsibility for Communication team if not the local organizer. * Fridrich Strba * Pat David: Blogging (needs input and info from all the teams) * Michael * Sarup: blogging * Louis: updating the website, doing some press release work * Greg: proofreading, etc. * Julien: social media (ex: https://www.rebelmouse.com/lgm2014/ ) * Sponsoring * Tasks: * Finances, * reimbursement, * sponsors * People * Louis * Nate? (ask if he is willing to continue the role) * Programme/content * Tasks: * Write open call * Select submissions * Organise programme (in dialogue with local organisers) * Take care of State of Libre Graphics slides * People: * Femke (NO general caretaker in 2015, she will look out for a replacement) * Ale * Larisa (if London does not get picked) * pippin (-> FS: confirmed) * Local (not ginger) * Online infrastructure * Tasks: website, mailinglist? * registration, (note: reflect on forms and procedures on time) * mailinglists. Review LGM - Create - private lists * meetbot install (see above) * feeds from various social media platforms * People: * Michael (technical input) * Sarup * Ale (provided that the local organizing team is willing to use the infrastructure in place) * Manuel Schmalstieg (WordPress) * Camille Bissuel * Martin Owens