Extracted Text from the ECOOP howto
From MelbLCAWiki
How to organize linux.conf.au
Linux Australia is a not-for-profit organisation which aims to support the usage and development of Free and Open Source Software. linux.conf.au is the largest annual event organised by Linux Australia
This document is based on "How to organize ECOOP conferences" and is being modified to suit the particulars of linux.conf.au
Version 0.0.1 July 22, 2007
Introduction
About the linux.conf.au HowTo
This page aims to provide future linux.conf.au Pajamarans with as much information as possible in order to make their work a little easier. This document was originally put together by organisers of ECOOP. For detailed acknowledgements of earlier versions, see the original document at http://www.ecoop.org/resources/HowTo.pdf
This HowTo is only a guideline. Each linux.conf.au is different, and it is often the local variations to the formula that make each conference stand out in people's memories. Each team must adapt for local conditions to ensure that linux.conf.au is as successful as possible. People are more likely to enjoy a conference with local personality than one that has adopted these guidelines "to the letter".
If you have questions, or just want advice, contact the Linux Australia committee and email the ghosts of LCA past mailing list or contact any of the previous linux.conf.au organisers. They have been in your situation before, and are likely to be willing to help you.
The role of the Pajamaran
In general, the Pajamaran is the Organizing Chair (OC). This person is responsible for all the non-technical, operational aspects of organizing linux.conf.au. Tasks of the OC include preparing the bid for hosting the event, establishing the members of local Organizing Committee (LOC), dealing with all the organizational aspects of the conference (rooms for workshops, tutorials, and main conference, lunches and meals, transportation and accommodation, social program and entertainment, publicity, etc.), and dealing with the financial issues (controlling the linux.conf.au budget, finding sponsorship, reporting to Linux Australia, etc.). The OC will work closely with the other two chairs, the Conference chair (CC) and the Program chair (PC). Briefly, the first one is the overall responsible for the conference, but not from an executive point of view. The second one, the PC, is responsible for all the scientific aspects of the conference, but not for any of the organizational issues. The "interfaces" between the chairs are fairly light.
The CC is sometimes involved in the selection of invited speakers, possibly in the selection of the Banquet speaker, and in other scientific invitations, but does virtually not deal with the actual operation the conference. There are usually more interactions between the PC and the OC.
The PC, as entirely responsible for the technical contents of the conference, controls the Program Committee and the technical paper submission process, organizes the PC meeting(s) (although their costs are part of the linux.conf.au budget), contacts the publisher (in cooperation with the OC), decides the session chairs, etc.
The OC is fully responsible for all public relations in connection with the conference, all pre-conference arrangements, all local arrangements during the conference, and all postconference arrangements. The OC is also economically responsible towards Linux Australia, i.e., should supply budgets, and make a final satisfactory account for the economical results of the conference. The OC should (as a general principle) delegate as much as possible to designated local chairs. However, in order to be the controlling "officer", all public communications must be sent out through the OC (or at least be explicitly authorized by the OC). Experience also shows that a proper working of the entire local organization is facilitated by a very open leadership: the OC should be open to everybody at all times, and especially should the OC explicitly tell the local staff that it is never a negative act to raise a problem (if raised as early as it could have been anticipated).
The real problems in the running of a conference often originate from issues that have been realized by somebody, but never made explicit. The OC (and the entire local organization) should also be prepared to "manage by exception", since during the actual running of the conference this will prove itself to be the rule. It is important that a major part of the senior staff involved in the local arrangements have sufficient controlling power to make these decisions – otherwise the OC will get "swamped" by urgent decisions during the conference. (However, the OC should always be informed about these problems – sometimes just "after the fact".)
Outline of the document
This document is structured in 12 sections, each one dealing with a different aspect of organization for linux.conf.au. In addition, Annex A shows an example of the list of deadlines for an linux.conf.au OC, Annex B describes the set of issues that any session chair should consider, and Annex C collects some figures about past linux.conf.au’s, such as number of registered participants, their main affiliations, number of workshops and tutorials held, etc. Finally, Annex D contains an example of linux.conf.au questionnaire.
General organizational principles
- Generalities
Organizing linux.conf.au is, above all, a team effort (and definitely a teambuilding experience). It is very important for the OC to count with a core team of three to five senior people with whom the OC can discuss all the important issues, and who also maintain a complete picture of the conference. Usually, these people are also chairs with strong responsibilities in the conference (such as Workshops, Tutorials, or Registration chairs). In addition, around 20 people are needed for the different activities that have to be carried out for the preparation of the event. No matter whether the tasks are performed by the local organizing committee (LOC), or delegated to an external agent, there should always be a person from the LOC responsible for them. The OC should maintain all deadlines, including those delegated to others and make sure that they are met by calling, e-mailing, etc. Please bear in mind that the responsibilities delegated should not imply a carte blanche (e.g., do you want to allow a tutorial chair to give a tutorial himself?). As a general rule, any contract (e.g. for tutorials, rooms, equipment, etc.) should be signed by the OC.
Distribution of tasks
Deadlines
There are (externally) visible and invisible deadlines. An important invisible deadline is having ready all the information for the preparation of the proceedings (including not only the technical papers but also the logos of the sponsors, etc.), making sure that the material is at the printer’s when required, and that the proceedings are at the conference site before the conference starts. Visible deadlines include the dates for reception and acceptance of the tutorials and workshops proposals, reception and acceptance of all kind of papers (for the conference, for the workshops, posters, etc.), the early registration date, etc. Annex A of this document provides an example of a list of deadlines that need to be taken into consideration by the OC, based on the ones used for linux.conf.au 2002. Of course, this list does not pretend to be exhaustive. Furthermore, it should be customized to the particular dates and characteristics of each linux.conf.au. However, it can be useful as a starting point.
During the conference
Preparing the bid
Linux Australia has established a procedure for bidding for hosting linux.conf.au. Any member of the Australian FLOSS community may submit a bid to Linux Australia for organizing an upcoming event. It is recommended that a notification of the intention to bid is sent first to the Linux Australia Committee, in order to get a first impression about the adequacy of the bid, together with some initial recommendations.
As stated in the Linux Australia Handbook, the bid will contain at least the following information:
1. Description of the venue and facilities (number and size of the rooms for hosting the tutorials, workshops, main conference, exhibitions, and other linux.conf.au events), geographical location, travel and accommodation costs, etc.
2. Planned budget with costs for fees given various levels of participation, and breakeven points for different scenarios.
3. A specification of who will be the OC, the CC and, if possible, other members of the Organizing Committee.
4. A statement by the candidate CC and OC that they understand and will abide by the Linux Australia Guidelines for the linux.conf.au.
5. Indications about previous experience in organizing conferences. A bid may also contain a proposal for a PC chair. However, appointing the OC is a solely responsibility of the Linux Australia Committee, which will of course consider the proposal, but other considerations may have precedence. The Linux Australia Committee may ask the bidders to provide additional or more detailed information about the PC chair proposal before a decision is taken.
As a general recommendation, before submitting a bid you may wish to consider the following questions:
- Can you count with a (local) team with the right size for achieving all the tasks involved in the preparation and actual running of the conference?
- Do you have enough local support from your University/Organization?
- Can you hire a good travel agent/conference organizer to deal with all registrations, hotel bookings, etc?
- Will be you able to dedicate the time and effort required to manage the event and all its preparations? — Can you get some financial support or sponsorship from the national/local industry?
- Do you count with access to premises large enough to host the main conference and all associated events (workshops, tutorials, etc.)? If you are able to answer affirmatively to (most of) these questions, then you are a right candidate for organizing linux.conf.au.
When considering the bid, do not only think in the effort required. Please bear also in mind all the benefits that it may covey to your department and your University/Organization, and the positive impact to your local environment, local industry, etc.
The format of the actual bid is not pre-determined. It is the contents of the bid what is really important. Please make sure that all the information requested above is provided, and that an initial (and credible) plan on how the conference could be held is clearly explained, including a preliminary budget (a budget template for linux.conf.au is available from http://linux.org.au/LCA/budget), potential external agents and contractors, sources for subsidies and sponsorships, internal organization, etc. In any case, please feel free to contact the Linux Australia Committee should you require any further information or have some doubts on how to prepare your bid for hosting linux.conf.au.
Structure of linux.conf.au conferences
== Structure of linux.conf.au conferences ==
Finances
- 5.1 General
- 5.2 Banking & Accounting
- 5.3 Income
- 5.3.1 Registration fees and structure
- 5.3.2 Sponsoring
- 5.4 Expenses
Registration
- 6.1 Main tasks of the Registration chair
- 6.2 "Who gets what"
- 6.3 Delegates’ package
- 6.4 Registration Desk
- 6.5 Registration desks’ behavioural description
- 6.6 Evaluation forms
- 6.7 Ordering the Springer proceedings
Local Arrangements
- 7.1 Signposts, posters, and plans
- 7.2 Accommodation and transportation
- 7.3 Room allocation plan
- 7.4 Lunches, coffee breaks, etc.
- 7.4.1 Coffee breaks
- 7.4.2 Lunches
- 7.4.3 Receptions
- 7.4.4 Banquet
- 7.4.5 Miscellaneous Events
- 7.4.6 Linux Australia Annual General Meeting
- 7.5 Technical Equipment
- 7.5.1 Required equipment for meeting rooms
- 7.5.2 Internet Access
- 7.6 Other services
Student Volunteers
Publicity
Web site
Information to be prepared and distributed
- 11.1 The linux.conf.au Call for Contributions
- 11.2 The linux.conf.au Call for Participation
- 11.3 The linux.conf.au Final Program booklet
- 11.4 The "Survival Guide"
12 Social Events
- 12.1 Social Program
- 12.2 Accompanying Person’s Program
