State of the Map 2020/tasks

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Tasks

Remote participation tasks

table - item, description, timeline considerations, teammates involved, person responsible

  • project management
  • general queries
  • website
  • logo design
  • sponsor brochure design
  • flyer, social media imaging design
  • brochure content
  • github maintenance
  • meeting chairing, minuting, archiving, maintenance
  • Communication management - Telegram, IRC, Twitter, other?
  • Scholarships
  • Programme graphic and web design
  • Programme content design
  • Academic programme
  • Academic journal link - publishing in open-access SA Journal of Geomatics offer
  • Conference bag, name tags, swag design and decisions
  • Creatives programme - including open to the public 'Open Festival', expo, art installations.
  • Mini-DebConf related to OSM, GIS, art, games, VR?
  • Find potential sponsors - find and document contact details and contact person in a database - desktop job, no actual peopling required!
  • Sponsor liaison - contact the sponsors and assist throughout the process, obtain logos, assist with invoicing, assist with sponsor needs for e.g. exhibits.
  • Ticket sales manage
  • Signs design
  • Banner design
  • T-shirt design


Local tasks

  • practical considerations for travelling and visiting and staying in Cape Town - can take inspiration from FOSS4G2018 page
  • catering
  • accommodation options
  • social event
  • Video team
  • Internet team
  • beer supplies
  • conference venue
  • event insurance
  • finances, bookkeeping
  • visa assistance
  • travel assistance
  • sponsor assistance - make sure they have meal tickets, are kept happy

Closer to the time tasks

  • Arrange shuttles, transport from the airport
  • Manage volunteers, assign tasks, coordinate, keep them happy


to add: remote participation; accessibility: differently abled, diet related, LGBTQ, other?


Todo: make widths more pleasant, add some cell borders to make reading easier. Integrate into above.

Design work

Item Description Timeline Teammates involved Person responsible
Logo Design a logo that represents Africa's place in the Global SotM ASAP Ed Nicolai
Website Layout Ideally use the 2019 layout and replace with 2020 appropriate things, maintain website ASAP Rueben (YaguraStation)
Martin Raifer
Sponsor prospectus layout Document to entice sponsors mid November
Booklet layout
Banners, signs Use the logo and good design to make signs that inform and excite January?
T-shirt design
Certificate of attendace

Sponsorship

Item Description Timeline Teammates involved Person responsible
Preparing the sponsor packages indiebio
Finding sponsors indiebio (all!)
Communication with sponsors indiebio
Collecting the logos and booklet ads indiebio
Issue ticket vouchers to sponsors
Sponsor logo on slides and banners
Preparing sponsor booths at the conference

Administrative work

Item Description Timeline Teammates involved Person responsible
Budget planning December Christine
Financial coordination with OSMF Christine
Planning the timeline indiebio
Preparing group meetings indiebio
Setting up the registration system Christine
Administration of group mailing lists Martin, Sarah, Manfred, Mikel, Marco
Conference insurance May Christine, indiebio (not lead please)
Legal and permission issues indiebio (not lead please), local help needed!
Safety considerations local help needed!

Program

Item Description Timeline Teammates involved Person responsible
Call for presentations November program committee (pc)
Looking for interesting speakers pc, indiebio
Setting up the talk submission system pc
Review of the submissions - general pc
Review of the submissions - academic academic pc
Review of the submissions - creatives
Working out a proper schedule pc
Communication with speakers pc
Coordination with scholarship team pc
Canceling, changing, rearranging talks pc
Poster competition
Keynote speakers indiebio
OSM Awards Ilya

Travel Grant

  • Youthmapper input
  • link with overlapping tasks - T shirt printing, venue wifi, catering...
Item Description Timeline Teammates involved Person responsible
Call for scholarship
Review of the submissions
Travel management, accommodation
Invitation letters
Preparing a travel guide for scholars

Local work

Item Description Timeline Teammates involved Person responsible
Local work
Social event (space, catering, music)
Conference catering
Organizing a pre-event
Hotel reservations
Name badges, lanyards
Ordering of T-Shirts
Ordering of Banners
Printing out of Posters and Signs
Preparing the venue (video, wifi)

Communication

Item Description Timeline Teammates involved Person responsible
Website content: sponsors,

venue, accommodation, attendees, call for presentations, etc.

indiebio
Creating texts for Twitter, blog

posts, mailing lists, newsletter etc.

indiebio
Press release content Document to spread the word, draft chaospad mid November indiebio
Translation into other languages
Answering mails of attendees indiebio
Telegram groups (during the

conference)

Conference work

Item Description Timeline Teammates involved Person responsible
Managing the volunteers
Preparing tables, poster walls
Setting up banner, signs etc.
Welcome desk
Video & streaming Recording and streaming talks during the conference. Reviewing and releasing videos after they are recorded Kyle (paddatrapper)
Video cutting, upload
Collecting slides of speakers
Catering this needs work before conference - different table
Session moderation job for many? on volunteer system?
Technical assistance in sessions
Code of Conduct team

Looking for the next venue

Item Description Timeline Teammates involved Person responsible
Call for bids
Communication on mailing lists etc
Communication with applying teams
Review and decision process

spare table

Item Description Timeline Teammates involved Person responsible
x
x
x
x
x

raw info from SotM 2019 flyer: Design work • Logo • Website layout • Sponsor prospectus layout • Booklet layout • Banners, signs • T-Shirt design • Certificate of attendance Sponsorship • Preparing the sponsor packages • Finding sponsors • Communication with sponsors • Collecting the logos and booklet ads • Issue ticket vouhcers to sponsors • Sponsor logo on slides and banners • Preparing sponsor booths at the conference Administrative work • Budget planning • Financial coordination with OSMF • Planning the timeline • Preparing group meetings • Setting up the registration system • Administration of group mailing lists • Conference insurance • Legal and permission issues • Safety considerations Program • Call for presentations • Looking for interesting speakers • Setting up the talk submission system • Review of the submissions • Working out a proper schedule • Communication with speakers • Coordination with scholarship team • Canceling, changing, rearranging talks • Poster competition • Keynote speakers • OSM Awards Travel Grant • Call for scholarship • Review of the submissions • Travel management, accommodation • Invitation letters • Preparing a travel guide for scholars • Local work • Social event (space, catering, music) • Conference catering • Organizing a pre-event • Hotel reservations • Name badges, lanyards • Ordering of T-Shirts • Ordering of banners • Printing out of Posters and Signs • Preparing the venue (video, wifi) Communication • Website content: sponsors, venue, accommodation, attendees, call for presentations, etc. • Creating texts for Twitter, blog posts, mailing lists, newsletter etc. • Translation into other languages • Answering mails of attendees • Telegram groups (during the conference) Conference work • Managing the volunteers • Preparing tables, poster walls • Setting up banner, signs etc. • Welcome desk • Video & streaming • Video cutting, upload • Collecting slides of speakers • Catering • Session moderation • Technical assistance in sessions • Code of Conduct team Looking for the next venue • Call for bids • Communication on mailing lists etc. • Communication with applying teams • Review and decision process