State of the Map/Planning/Creating a program

When the call for session proposals closes the process a creating a program can begin (note: scoring can start early whilst the call for proposals is still open).

Scoring

Scoring is the process of reviewing the session description and judging it as a simple "yes", "no" or "maybe" (scored as +1, -1 and 0 respectively). At this stage other attributes, such as whether the speaker needs a scholarship, or whether there are similar talks on the same topic should be ignored. Simply score according to the session description.

For more info see planning/scoring.

Link with scholarship process

We run our scholarship application process alongside our call for session proposals.

Misalignments

In the call for session proposals, applicants may tick a box indicating that in order to give their talk they will need a scholarship. Some tick this box but fail to complete the scholarship application form.

• If this is noticed before the scholarship application closes we will notify the person concerned (note: we rarely check at this stage so don't rely on us).
• If this is noticed after the scholarship application closes then we will write to the person concerned to notify them of the error. They will not receive an extension to the scholarship application process (this would be unfair to the 100+ people who apply each year) but will be asked if they can provide their talk without a scholarship (i.e. if they ticked the box in error). If not, then this talk is unfortunately rejected.

In the instances where the applicant did not indicate that they needed a scholarship to give their talk, but went on to apply for one anyway, we give the benefit of the doubt and assume this (failure to tick the box on the call for sessions) was a mistake. Their scholarship application continues to be treated as valid.

Languages

In the call for session proposals we ask which languages the speaker can give their talk in. This is a multiple choice question with English, the official languages of the host country and "Other" as options. Some speakers only select "Other":

• In this case we write to the applicant to notify them of our language guidelines. If they can give the talk in one of the agreed languages, then great. Alternatively if they can arrange for their own translator to be on stage with them then we can still accept the talk (assuming there is a limited number that fall in to this case). If neither of these apply, and the State of the Map working group has no capacity to provide translations, then the talk is unfortunately rejected. We endeavour to bring SotM to many countries so as to cover different languages each year.

Template emails

Session proposals needing scholarship but no application

We continue to receive some session proposals that have indicated that a scholarship is needed but they have not applied. Unfortunately we are unable to provide scholarship support without a scholarship application. We send the following email in case the person has found alternative funding:

Hi,

Our records show that you submitted a proposal to give a talk or workshop at State of the Map 20XX and ticked the box "I will not be able to attend without my scholarship application approved".

Unfortunately it looks like you did not complete the separate scholarship application form. Consequently we are unable to provide any scholarship support this year.

Can you please write to me to let me know whether you can give your talk at State of the Map without a scholarship. We will then continue to consider your proposal for the program selection.

If you are unable to attend, I encourage you to share your session online. A good place to do this is the diary section of the OSM website: https://www.openstreetmap.org/diary

Session proposals needing scholarship but not awarded

Similar to above but this time for session proposals that did submit a scholarship but we were unable to award it. This gives the applicant a chance to be selected as a speaker if alternate funding is available. Mail only sent if time and resource permits (therefore as our scholarship program is oversubscribed please only use it as a last resort as it may result in your talk being automatically rejected if you scholarship application is unsuccessful).

Dear <<Name>>,

You submitted a proposal(s) to give a 20 minute talk at State of the Map 20XX in XXXX, XXXXX.

In your submission you indicated that you would need a scholarship in order to attend. Unfortunately we are unable to provide a scholarship this year.

Please can you email me if you would like us to continue to review your talk proposal(s). This may be the case if you believe you can find alternate financial support to attend State of the Map.

If you are unable to attend, I encourage you to share your session online. A good place to do this is the diary section of the OSM website: https://www.openstreetmap.org/diary

If you do not reply we will assume that your talk proposal is no longer valid.

Session proposal accepted

Dear <<Name>>,

After reviewing the session proposals for State of the Map 2018 in Italy, we are delighted to accept your 20 minute talk.

Please note that as State of the Map is a community conference, speakers (who are not also scholars) are required to purchase a ticket. You can do this by visiting https://join.osmfoundation.org/state-of-the-map-2018/

We will be e-mailing more information to speakers closer to the conference.

Your session title:
<<Session Title>>

Your session description:
<<Session Description>>

Best regards,

Talk proposal unsuccessful

Sent via mail merge with details enclosed in <<brackets>> added by mail merge software.

Dear <<Name>>,

Unfortunately we are not able to accept your session proposal (see below) for State of the Map 20XX in XXXXX at this time. 

We enjoy reading all the session proposals and encourage you to continue submitting great ideas to State of the Map events (local and international) and other OSM related events. If you cannot wait this long to share your work then alternate (online) forums are the OSM diary system [1] and the mailing lists [2].

[1] https://www.openstreetmap.org/diary
[2] https://lists.openstreetmap.org/listinfo

---
Title: <<Title>>
Description: <<Description>>

Best regards,

Workshop proposal unsuccessful

Dear <<Name>>,

Unfortunately we are not able to accept your workshop/panel proposal (see below) for State of the Map 20XX in XXXXX, XXXX. 

We had a really difficult time selecting workshops this year, such was the quality of the proposals. At State of the Map there will be a number of free rooms where you can host a "breakout session" (also known as "bird of feather" session). There will be a sign-up board on day 1 of the conference where you can book a room and advertise it to fellow attendees. This is a great way to share with the OpenStreetMap community and we encourage you to consider it if you will be at State of the Map.

If you cannot wait this long to share your work then an alternate (online) forum is the OSM diary system: https://www.openstreetmap.org/diary

---
Title: 
<<Session title>>

Description: 
<<Session description>>

Best regards,