Difference between revisions of "StateoftheMap Organizing Committee/Minutes/2016/2016-01-11 Meeting"

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= 2015-12-14 SotM-WG Meeting =
+
= 2016-01-11 SotM-WG Meeting =
   
 
20:00 UTC.
 
20:00 UTC.
   
Previous minutes: [https://wiki.osmfoundation.org/wiki/StateoftheMap_Organizing_Committee/Minutes/2015/2015-11-30_Meeting ][http://wiki.osmfoundation.org/wiki/StateoftheMap_Organizing_Committee/Minutes/2015/2015-08-24_Meeting https://wiki.osmfoundation.org/wiki/StateoftheMap_Organizing_Committee/Minutes/2015/2015-11-30_Meeting]
 
   
'''Present'''
+
== Present ==
   
 
* Gregory
 
* Gregory
* Rob
+
* RobJN
 
* Christine
 
* Christine
 
* Joost
 
* Joost
* Ben
 
  +
* Alyssa
 
Absent
 
 
 
* Henk
 
* Henk
* Randy
+
* Mikel
+
* Luke
'''Minutes'''
 
 
Rob: No pre-set agenda. We’ll have a quick review on how we’re doing, as last meeting of the year.
 
 
'''Social Events'''
 
 
Joost: Visit Brussels only had one main suggestion, Train World (seems cool). Mark suggested we should start getting prices. But we need to know if we’re asking for 400, or 400-600 people.
 
 
Rob: A range of numbers would be good to get prices for. If used to big groups, they’lll be used to numbers not being certain until later on.
 
 
Joost: Food booths around, or sit-down, or what?
 
 
Rob: Down to you guys to see what you think, a chance to show of your city.
 
   
Rob: Making your way through the social venue list, can we help remotely. Do you have a shortlist or need help with that.
 
  +
Apologies
   
Joost: Train World is a favourite of mine. Only takes 15mins from VUB, direct trains every 30 minutes.
 
  +
* Alex
   
Rob: Possible to get 400 people out of town on a train?
 
  +
= Sponsorship =
   
Joost: Not a busy line, but might be a problem. Might be possible to make reservations for seats on the train.
 
  +
== Sponsor pack ==
   
Rob: Metro might cope better, with trains every few minutes.
 
  +
(Design, logos of previous sponsors, wordsmithing, scholarship program, banners)
   
''> Note after the meeting: there is no metro station close to either the venue or the Schaarbeek station. But there is a direct tramway link, which looks good.''
 
  +
Current draft: [send as attachment before Christmas]
   
Joost: Brussels Brewery is also good, because of Brussels beer fame. It’s a budget venue, and sounds like a really nice setting.
 
  +
Rob: Comments on design?
   
Joost: Between Mark and me we’re fine on contacting the places.
 
  +
Mikel: It’s looking great. Tatiana can give it a final polish in illustrator if we are 99% done. Small content changes can be done. Just question on framing of scholarships being worked out?
   
'''Accomodation'''
 
  +
Rob: We will also need a page of logos of previous sponsors. Tatiana could start on that. I’ve listed quite a few on github.
   
Rob: We’re now in contact with “Brussels Booking Desk” which sounds positive.
 
  +
Rob: Do we want to pull in logos from non OSMF-run SotMs?
   
Joost: Yes, Pieter is helping. Would be good to include him when we talk about this.
 
  +
Mikel: Does it add much to the weight showing previous sponsors? I don’t think it’s necessary.
   
Jooost: Uni accommodation no longer possible. Brussels Booking Desk likely to know about the nearby budget places too, or we will work on.
 
  +
Rob: SotM US the big ones are Mapzen, Digital Globe, Mapillary. SotM EU: had Telenav/Scout. Would it be okay from the SotM US board?
   
Rob: No need for us to focus on accommodation. If it’s easy to look around and get a discount offer on some, then that’s a benefit to SotM. Range will be from budget/hostels, to mid-range hotels. Delegates unlikely to be looking for something extravagant. Haven’t had a recommended/discounted place for all SotMs.
 
  +
Henk: Digital Globe, Mapzen, they’ve been sponsors of the international SotM. It then gets tricky what ones we don’t include, and you get a big list of companies.
   
Joost: Do you know how many people you’d expect to book through a system like this?
 
  +
Mikel: Adding the confusion of what they sponsored doesn’t add anything. Got enough to say “look we’re a serious conference” with even 5 or 10.
   
Rob: will look up the SotM 13 figures and get back to you.
 
  +
Rob: Conclusion on that. Only international SotM sponsors used, and Tatiana can pick out big names from that.
   
'''Sponsorship'''
 
  +
Henk: Delotte had specific requests on where to include their logo(e.g. alongside who), so safest to not include that.
   
[document link shared, with questions from Alyssa who is not on the call]
 
  +
=== Scholarship programmes ===
  +
Question raised on merging scholarship programme into a key package?
   
Including logos in the video?
 
  +
Alyssa: funding for scholarships came from general sponsorship, then it was topped up by some. Was confusing for some sponsors, only the entities that gave specific scholarship funds were credited.
   
Rob: we agreed it’s not a guarantee to have the video, so can’t offer it.
 
  +
Greg: thanks. That clarifies to me the idea scholarship-fund shouldn’t be ''limited'' to the add-ons sold.
   
Rob: Left with Tatiana to turn this into a PDF. We’ll she what she comes up with, and add the matrix if needed.
 
  +
Rob: Multiple options on how do this.
   
Rob: Exhibition space was an add-on. IS there a risk they’ll take the lowest level and add on exhibition space.
 
  +
Alyssa: I see everyone who is contributing to SotM wants to be contributing to SotM scholarships.
   
Christine: We only had 4 groups interested (for SotM EU) so no problem with it.
 
  +
Mikel: stepping back, we want to have people adding to all our funds. Are there any that would not want to contribute to scholarships? Only issue is the orgs that can administratevly only fund in that way and don’t care about being seen as a sponsor. We could deal with such issues when they come up.
   
Rob: I didn’t see in the photos lots of SotM US.
 
  +
Greg: We could then take off the price and say all sponsorship levels help OSMF provide: scholarships + bringing community etc +, like “your money goes to”.
   
Christine: I think SotM US had about 10.
 
  +
Rob: Was US Scholarship packages taken out in multiples? E.g Bronze + 2x scholarships.
   
Rob: Do we have enough space in the university for 10 stands?
 
  +
Alyssa: I don’t think so (could check).
   
Ben: I think 10 stands should work, probably space for more.
 
  +
Mikel: Also would be good to talk about who the scholars are publicly. [remove the sponsor-privileged of access to scholar bios] Part of being scholarship has been a level of participation, e.g give a state of [their country] talk or some other lightning talk & blog post.
   
Rob: No major comments of concern on the document.
 
  +
Rob: conclusion to remove scholarship from packages?
   
Rob: There’s been a conversation on OSMF-talk mailing list about conference leaving the conference. This (sponsorship/stands) is where we leave from the community. I want to give some space for people to comment if we’re going to far to the commercial side.
 
  +
Rob: No need for an add-on because you’d go for a higher level. This leaves some big gaps.
   
Christine: Can we make money from the conference, or do we have to give money to OSMF for the conference?
 
  +
Mikel: Do we feel the need for another level in there? An add-on is basically just creating another level.
   
Rob: There is an agreement that we try to at least break-even. In the early years there was large profit, recent years it’s been smaller. I think we should be trying to use the sponsorship for the conf as much as possible. Lots of sponsorship, I feel we should look at extending the reach of the conference and what we can do. Either that, or we use the money as a starting pot for 2017. What were your views?
 
  +
Greg: We’ve said we can accommodate company needs. We should just emphasis that in conversations if price specifics are their worry.
   
Christine: My personal view is to spend all the money from sponsors on the conference. But okay to give what we don’t need to OSMF.
 
  +
=== Banners ===
   
Rob: It’s difficult, as a lot of our costs are upfront, and sponsorship comes in the end. So I like the idea of being cost-neutral.
 
  +
Greg: I think people are used to it. Won’t be a single company.
   
Rob: An area we need to look at is how we make a move on sponsorship.
 
  +
Henk: there is a balance we need to find. We need to give them exposure, but not enough that it seems like a commercial conference. Is it in the sponsorship package?
   
Ben: I think it’s essential we keep the price as low as possible. Then focus a bit more on building the map and crowdsourcing in the programme, less about the software tools and the companies who built them.
 
  +
Rob: It is in the sponsorship brochure, because it always has been.
   
Rob: It’s going to be a crucial time when we look at the programme. Make sure we’re getting a good balance of talks on the end users are getting. More difficult to get talks from data-collecting volunteers, as public speaking might not be appealing to them. Did to think how we encourage people to submit a talk. Maybe different formats.
 
  +
Henk: Need to be careful we don’t make promises we can’t uphold. A banner we can do easily enough.
   
Ben: I never felt SotM wasn’t about the community, but we should take care about this subject.
 
  +
Rob: I would expect it as a company. Not sure the rolling break slides is enough.
   
Joost: It’s one thing to think about the community-building (meeting people) but we usually push that to the evening events. More Birds of a Feather(BoF) sessions.
 
  +
Henk: If we say sponsors can put their own banners there I would be uncomfortable, but not otherwise. How the banners look (size of sponsor logos against SotM logo) we can work.
   
Rob: Need to think who we could have to support/lead BoF sessions.
 
  +
Rob: I don’t like going over people, however. Seems we have enough people happy to keep the banners (go with previous years).
   
Rob: Greg’s open a issue on github, for us to start thinking about who we would personally encourage to submit talks (when the call is open).
 
  +
Greg: Yep, but include my suggest to not be specific where the banner that is.
   
Rob: We might be able to run some BoFs ourself if we have lots of volunteers for the event.
 
  +
Rob: When presenting views(which are encouraged), it’s good if you can give clear reasons to help with decisions.
   
Joost: For speakers, do we have to take who we want to come, or is it a lot of choice?
 
  +
=== List of prospective sponsors ===
  +
Keen to get going soon with contacting sponsors (although we are on good time). Previous SotMs got told “you’ve missed our budgeting for the year” or “we’ve used our budgeting up”. Might depend where their budgeting date is in the year.
   
Rob: Everyone submits a talk if they want. In the past, every SotM WG member votes on them. You get a lot that are coporate, and some don’t mention OSM or maps so we can rule them out easily. It is difficult as the description and the talk won’t always align with what I expected. this is where it helps to contact people before hand, saying “you’d be good at …”. Encouraging them into specific talks or BoF topics. We didn’t pick a theme, but I like the idea of working together. It would be great if we see people encouraged to go away doing something different.
 
  +
= Local planning =
   
Greg: My experience is some people will submit 3+ talks, that doesn’t mean they expect to be accepted for all 3 they just want us to choose which one. We could have been stricter on that.
 
  +
== Accommodation ==
   
Rob: We tried to fit lots in for Birmingham, include everyone who submitted a talk. We could have focused more on group sessions.
 
  +
Joost: No obligation for us to fill reserved rooms. Price from Booking Desk isn’t special, same as you’d get for booking.com for example.
   
'''Plan for early 2016'''
 
  +
Rob: Do they seem good value for money?
   
Rob: Sponsorship pack is almost done. Would be good to think about who our potential sponsors are, including those in Brussels. Would be good to create a spreadsheet for all of us to list potential companies and who the best contact would be.
 
  +
Joost: Not compared. They seem decent, Brussels is pricey. There is one centrally located(Penta Hotel).
   
Rob: Also good to think about keynote speakers. Greg has set up an area on github for that.
 
  +
Joost: I suggest we pick as just one we that we link to, and leave individuals to look for other options if needed/desired.
   
Rob: Catering is listed, but we can push that back to later.
 
  +
Joost: no budget option from them. Would be good to have something.
   
Rob: Scholarships. I’ve not run a scholarship programme before, so lost for that. Will need to catch up with Alyssa, Henk, etc to plan that.
 
  +
Greg: Suggest we do that, and link people to an open wiki page if they wish to share their own recommendations/choices.
   
'''AOB?'''
 
  +
Rob: how to progress, need to make a decision on this?
   
Contact from FOSS4G Brussels, who would like to do their event right before or right after SotM.
 
  +
Greg: Have this ready as a blog post and link to. Don’t need to yet.
   
Rob: Yes, no problem with that. Our dates are on the website. How can we help them at this stage?
 
  +
Joost: They do want to know soon what we will be going with.
   
Joost: They want to help us.
 
  +
Joost: My favourite was “Aris Grand Place” (close to main station and central in town), out of the options. Haven’t fully looked at reviews etc.
   
Rob: Drop them another e-mail and see what ideas they have. Or speak to them in person if you know them.
 
   
Joost: Mark is part of the organising team. I’ll post if there’s anything worth mentioning.
 
  +
= Review of plan =
   
Christine needs to be added to the github group.
 
  +
Have pushed a few things back - not a problem. Will do the others later today.
   
Rob: Next meeting scheduled for 28th December, but we’ll skip that.
 
  +
Need to think about potential keynote speakers.
   
'''Actions'''
+
= Actions =
   
* name - task.
 
  +
* All - to help fill in details on the prospective sponsors list.
  +
* Add Luke to github issue tracker
  +
* Rob - update sponsorship pack (make it clear that scholarship is included, gregory’s wordsmithing suggestions x2) & pass on to Tatiana
   
'''Meeting ended'''
+
== Meeting ended ==
   
+50 minutes.
+
+70 minutes.

Latest revision as of 20:00, 21 March 2016

2016-01-11 SotM-WG Meeting

20:00 UTC.


Present

  • Gregory
  • RobJN
  • Christine
  • Joost
  • Alyssa
  • Henk
  • Mikel
  • Luke

Apologies

  • Alex

Sponsorship

(Design, logos of previous sponsors, wordsmithing, scholarship program, banners)

Current draft: [send as attachment before Christmas]

Rob: Comments on design?

Mikel: It’s looking great. Tatiana can give it a final polish in illustrator if we are 99% done. Small content changes can be done. Just question on framing of scholarships being worked out?

Rob: We will also need a page of logos of previous sponsors. Tatiana could start on that. I’ve listed quite a few on github.

Rob: Do we want to pull in logos from non OSMF-run SotMs?

Mikel: Does it add much to the weight showing previous sponsors? I don’t think it’s necessary.

Rob: SotM US the big ones are Mapzen, Digital Globe, Mapillary. SotM EU: had Telenav/Scout. Would it be okay from the SotM US board?

Henk: Digital Globe, Mapzen, they’ve been sponsors of the international SotM. It then gets tricky what ones we don’t include, and you get a big list of companies.

Mikel: Adding the confusion of what they sponsored doesn’t add anything. Got enough to say “look we’re a serious conference” with even 5 or 10.

Rob: Conclusion on that. Only international SotM sponsors used, and Tatiana can pick out big names from that.

Henk: Delotte had specific requests on where to include their logo(e.g. alongside who), so safest to not include that.

Scholarship programmes

Question raised on merging scholarship programme into a key package?

Alyssa: funding for scholarships came from general sponsorship, then it was topped up by some. Was confusing for some sponsors, only the entities that gave specific scholarship funds were credited.

Greg: thanks. That clarifies to me the idea scholarship-fund shouldn’t be limited to the add-ons sold.

Rob: Multiple options on how do this.

Alyssa: I see everyone who is contributing to SotM wants to be contributing to SotM scholarships.

Mikel: stepping back, we want to have people adding to all our funds. Are there any that would not want to contribute to scholarships? Only issue is the orgs that can administratevly only fund in that way and don’t care about being seen as a sponsor. We could deal with such issues when they come up.

Greg: We could then take off the price and say all sponsorship levels help OSMF provide: scholarships + bringing community etc +, like “your money goes to”.

Rob: Was US Scholarship packages taken out in multiples? E.g Bronze + 2x scholarships.

Alyssa: I don’t think so (could check).

Mikel: Also would be good to talk about who the scholars are publicly. [remove the sponsor-privileged of access to scholar bios] Part of being scholarship has been a level of participation, e.g give a state of [their country] talk or some other lightning talk & blog post.

Rob: conclusion to remove scholarship from packages?

Rob: No need for an add-on because you’d go for a higher level. This leaves some big gaps.

Mikel: Do we feel the need for another level in there? An add-on is basically just creating another level.

Greg: We’ve said we can accommodate company needs. We should just emphasis that in conversations if price specifics are their worry.

Banners

Greg: I think people are used to it. Won’t be a single company.

Henk: there is a balance we need to find. We need to give them exposure, but not enough that it seems like a commercial conference. Is it in the sponsorship package?

Rob: It is in the sponsorship brochure, because it always has been.

Henk: Need to be careful we don’t make promises we can’t uphold. A banner we can do easily enough.

Rob: I would expect it as a company. Not sure the rolling break slides is enough.

Henk: If we say sponsors can put their own banners there I would be uncomfortable, but not otherwise. How the banners look (size of sponsor logos against SotM logo) we can work.

Rob: I don’t like going over people, however. Seems we have enough people happy to keep the banners (go with previous years).

Greg: Yep, but include my suggest to not be specific where the banner that is.

Rob: When presenting views(which are encouraged), it’s good if you can give clear reasons to help with decisions.

List of prospective sponsors

Keen to get going soon with contacting sponsors (although we are on good time). Previous SotMs got told “you’ve missed our budgeting for the year” or “we’ve used our budgeting up”. Might depend where their budgeting date is in the year.

Local planning

Accommodation

Joost: No obligation for us to fill reserved rooms. Price from Booking Desk isn’t special, same as you’d get for booking.com for example.

Rob: Do they seem good value for money?

Joost: Not compared. They seem decent, Brussels is pricey. There is one centrally located(Penta Hotel).

Joost: I suggest we pick as just one we that we link to, and leave individuals to look for other options if needed/desired.

Joost: no budget option from them. Would be good to have something.

Greg: Suggest we do that, and link people to an open wiki page if they wish to share their own recommendations/choices.

Rob: how to progress, need to make a decision on this?

Greg: Have this ready as a blog post and link to. Don’t need to yet.

Joost: They do want to know soon what we will be going with.

Joost: My favourite was “Aris Grand Place” (close to main station and central in town), out of the options. Haven’t fully looked at reviews etc.


Review of plan

Have pushed a few things back - not a problem. Will do the others later today.

Need to think about potential keynote speakers.

Actions

  • All - to help fill in details on the prospective sponsors list.
  • Add Luke to github issue tracker
  • Rob - update sponsorship pack (make it clear that scholarship is included, gregory’s wordsmithing suggestions x2) & pass on to Tatiana

Meeting ended

+70 minutes.