The force2017 from force11

Think about how to involve funders

Perhaps as part of the main program, through satellite events or dedicated outreach.

Plan the fellow lightning talks

i.e. lightning talks by the Force 2017 fellows.
currently, they are penciled in for two sessions - one directly after keynote 1 (#10), the other after keynote 2 (#11)

Define milestones for steering committee

official timeline is in https://docs.google.com/spreadsheets/d/17SNeMHY3gpJe3AbcDKnXgSPy3yv8y_UnDgc9cUcJiyg/edit#gid=954079122 .

Announcement of idea challenge winners

could be right after their pitches or perhaps on the next day or so.
Currently penciled in for right after keynote 3 (#12) and before the closing townhall.

Set up basic labels

e.g. for the different committees

steering
logistics
sponsoring
program
outreach

and perhaps more specific ones like keynotes

Think about how to involve developers

Perhaps as part of the main program, through satellite events or dedicated outreach.

Define scope of town hall meeting 1

should fit with #18.

Define number of keynotes, choose keynotes

the current arrangement suggests three:

in the morning of day 1
around noon on day 2
at the end of day 3

Think about how to involve media

Perhaps as part of the main program, through satellite events or dedicated outreach.

Add theme to Force 2017 website

as per
#9 (comment) .

Agenda items for program committee meeting on May 11, 2017

check upon action items from previous meeting
review open issues
get everyone's GitHub ID
define responsibilities for individual tasks or groups thereof (#54)
- e.g. liaisons to the other committees on matters of mutual concern
- assign people to individual tasks/ label-based searches
discuss and adjust timeline

Define milestones for outreach committee

needs to be coordinated with official timeline as per #3.

Aim for diversity and inclusivity

in terms of attendees, presenters, fellows, topics, activities
but also venue, website, food etc.

Review existing tickets with that in mind.

Plan lunch talks/ demos

informal, such that people can have lunch in parallel.

some inspiration in the "open fashion" demo at http://events7.mediasite.com/Mediasite/Catalog/catalogs/2017assembly .

Plan the main unconference

The current plan is to have one room open for an unconference throughout the event.

We don't have to plan the program for that, but should still think about which room to choose for this, and how to equip it.

I am using the term "main" unconference here because there has also been a suggestion to have an unconference style session or track devoted to working on the ideas from the idea challenge.

Reduce confusion in terms of what happens when and where

Before and during parallel sessions, there is often confusion as to what (else) is happening, when and where.

This can be counteracted by having the schedule easily at hand, e.g.

as an add-on to the badges
on every meeting (and break) room's door and / or wall
online in a mobile-friendly format
a default slide at the beginning of each session that highlights what's happening next

Plan wrap-up for day 1

Should be coordinated with townhalls 1 and 2 (#19 and #20).

Think about how to involve students

Perhaps as part of the main program, through satellite events or dedicated outreach.

Plan the idea pitch unconference

On day 1, this could be used to prepare for the idea pitches (#16), i.e. develop ideas and presentations.
On day 2 & 3, i.e. after the idea pitches, this could be used to develop the ideas further, including for the re-pitches just before the voting (#17).

Could be part of the main unconference (#22) or separate from it.

Coordinate with satellite events

e.g. Open Access Week (October 23-29, global)

Define number of town hall meetings

we currently have three:

one after keynote 1 and fellow lightning talks (#10 and #15)
one in the morning of day 2, before keynote 2 (#11)
one in the closing session, after announcement of the idea challenge winners (#17)

Define themes

one for each day?

Think about how to involve artists

Perhaps as part of the main program (e.g. the lunch breaks, as per #32), through satellite events or dedicated outreach.

Think about how to involve makers/ hackers/ DIY folks

Perhaps as part of the main program (e.g. the lunch breaks, as per #32), through satellite events or dedicated outreach.

Plan wrap-up for day 3

Should be part of townhall 3 (#21).

Define scope of keynote 2

should fit with #8 and #9.

Plan daily wrap-ups

The main idea here is to have a way to keep track of what happened during the parallel sessions and to feed that into wrap-up sessions on day 1 and day 2 as well as the closing townhall on day 3 (#21).

Specs for the submission system

As with most other conferences, we will distribute the slots in the schedule largely based on a selection of submissions from the community.

This ticket shall help us define what information is needed for the submission system and what information should be requested from submitters.

Define overall schedule

For a draft schedule, see this Google doc.

Plan demo session

should be coordinated with

posters (#42)
lunch talks/ demos (#32)
social events (#14)
submission (#2)

Help attendees organize themselves

e.g. for social (#14), idea challenge (#23), unconference (#22), breaks (#44), posters (#42), demos (#43), satellites (#45).

Could be something online like a new GitHub ticket with a meetup label or a dedicated Twitter hashtag or something involving the registration desk

Plan for remote participation

evaluate potential channels for remote participation
- e.g.
  - live stream (video and/ or audio)
  - presentations online before talk starts
  - Twitter hashtag(s)
  - GitHub tickets
  - collaborative note-taking
review existing tickets as to whether remote and on-site participants should be treated differently (e.g. we don't need food preferences for remote attendees)