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(→‎2015-12-14 SotM-WG Meeting: copy in correct minutes)
 
 
= 20152016-1201-1411 SotM-WG Meeting =
 
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''' ==
 
* Gregory
* RobRobJN
* Christine
* Joost
* BenAlyssa
 
Absent
 
* Henk
* RandyMikel
* 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.
 
Apologies
Rob: Making your way through the social venue list, can we help remotely. Do you have a shortlist or need help with that.
 
* Alex
Joost: Train World is a favourite of mine. Only takes 15mins from VUB, direct trains every 30 minutes.
 
= Sponsorship =
Rob: Possible to get 400 people out of town on a train?
 
== Sponsor pack ==
Joost: Not a busy line, but might be a problem. Might be possible to make reservations for seats on the train.
 
(Design, logos of previous sponsors, wordsmithing, scholarship program, banners)
Rob: Metro might cope better, with trains every few minutes.
 
Current draft: [send as attachment before Christmas]
''> 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.''
 
Rob: Comments on design?
Joost: Brussels Brewery is also good, because of Brussels beer fame. It’s a budget venue, and sounds like a really nice setting.
 
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?
Joost: Between Mark and me we’re fine on contacting the places.
 
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.
'''Accomodation'''
 
Rob: Do we want to pull in logos from non OSMF-run SotMs?
Rob: We’re now in contact with “Brussels Booking Desk” which sounds positive.
 
Mikel: Does it add much to the weight showing previous sponsors? I don’t think it’s necessary.
Joost: Yes, Pieter is helping. Would be good to include him when we talk about this.
 
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?
Jooost: Uni accommodation no longer possible. Brussels Booking Desk likely to know about the nearby budget places too, or we will work on.
 
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.
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.
 
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.
Joost: Do you know how many people you’d expect to book through a system like this?
 
Rob: willConclusion lookon upthat. theOnly international SotM 13sponsors figuresused, and getTatiana can pick out big backnames tofrom youthat.
 
Henk: Delotte had specific requests on where to include their logo(e.g. alongside who), so safest to not include that.
'''Sponsorship'''
 
=== Scholarship programmes ===
[document link shared, with questions from Alyssa who is not on the call]
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.
Including logos in the video?
 
Greg: thanks. That clarifies to me the idea scholarship-fund shouldn’t be ''limited'' to the add-ons sold.
Rob: we agreed it’s not a guarantee to have the video, so can’t offer it.
 
Rob: Multiple options on how do this.
Rob: Left with Tatiana to turn this into a PDF. We’ll she what she comes up with, and add the matrix if needed.
 
Alyssa: I see everyone who is contributing to SotM wants to be contributing to SotM scholarships.
Rob: Exhibition space was an add-on. IS there a risk they’ll take the lowest level and add on exhibition space.
 
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.
Christine: We only had 4 groups interested (for SotM EU) so no problem with it.
 
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: I didn’t see in the photos lots of SotM US.
 
Rob: Was US Scholarship packages taken out in multiples? E.g Bronze + 2x scholarships.
Christine: I think SotM US had about 10.
 
Alyssa: I don’t think so (could check).
Rob: Do we have enough space in the university for 10 stands?
 
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.
Ben: I think 10 stands should work, probably space for more.
 
Rob: conclusion to remove scholarship from packages?
Rob: No major comments of concern on the document.
 
Rob: No need for an add-on because you’d go for a higher level. This leaves some big gaps.
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.
 
Mikel: Do we feel the need for another level in there? An add-on is basically just creating another level.
Christine: Can we make money from the conference, or do we have to give money to OSMF for the conference?
 
Greg: We’ve said we can accommodate company needs. We should just emphasis that in conversations if price specifics are their worry.
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?
 
=== Banners ===
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.
 
Greg: I think people are used to it. Won’t be a single company.
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.
 
RobHenk: Anthere areais a balance we need to lookfind. atWe isneed howto wegive makethem exposure, but not enough that it seems like a movecommercial onconference. Is it in the sponsorship. package?
 
Rob: It is in the sponsorship brochure, because it always has been.
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.
 
Henk: Need to be careful we don’t make promises we can’t uphold. A banner we can do easily enough.
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.
 
Rob: I would expect it as a company. Not sure the rolling break slides is enough.
Ben: I never felt SotM wasn’t about the community, but we should take care about this subject.
 
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.
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.
 
Rob: I don’t like going over people, however. Seems we have enough people happy to keep the banners (go with previous years).
Rob: Need to think who we could have to support/lead BoF sessions.
 
Greg: Yep, but include my suggest to not be specific where the banner that is.
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).
 
Rob: When presenting views(which are encouraged), it’s good if you can give clear reasons to help with decisions.
Rob: We might be able to run some BoFs ourself if we have lots of volunteers for the event.
 
=== List of prospective sponsors ===
Joost: For speakers, do we have to take who we want to come, or is it a lot of choice?
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 =
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.
 
== Accommodation ==
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.
 
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: We tried to fit lots in for Birmingham, include everyone who submitted a talk. We could have focused more on group sessions.
 
Rob: Do they seem good value for money?
'''Plan for early 2016'''
 
Joost: Not compared. They seem decent, Brussels is pricey. There is one centrally located(Penta Hotel).
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: I suggest we pick as just one we that we link to, and leave individuals to look for other options if needed/desired.
Rob: Also good to think about keynote speakers. Greg has set up an area on github for that.
 
Joost: no budget option from them. Would be good to have something.
Rob: Catering is listed, but we can push that back to later.
 
Greg: Suggest we do that, and link people to an open wiki page if they wish to share their own recommendations/choices.
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.
 
Rob: how to progress, need to make a decision on this?
'''AOB?'''
 
Greg: Have this ready as a blog post and link to. Don’t need to yet.
Contact from FOSS4G Brussels, who would like to do their event right before or right after SotM.
 
Joost: They do want to know soon what we will be going with.
Rob: Yes, no problem with that. Our dates are on the website. How can we help them at this stage?
 
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.
Joost: They want to help us.
 
Rob: Drop them another e-mail and see what ideas they have. Or speak to them in person if you know them.
 
= Review of plan =
Joost: Mark is part of the organising team. I’ll post if there’s anything worth mentioning.
 
Have pushed a few things back - not a problem. Will do the others later today.
Christine needs to be added to the github group.
 
Need to think about potential keynote speakers.
Rob: Next meeting scheduled for 28th December, but we’ll skip that.
 
'''= Actions''' =
 
* All - to help fill in details on the prospective sponsors list.
* name - task.
* 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''' ==
 
+5070 minutes.
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