Repo to track tickets for organising sotm-asia-2018, Bangalore.
I have created a spreadsheet that contains the templates of checklists that we need to run through while we coordinate sponsorship with different organisations. Making it easy for us to keep a tab on requirements from their end and things that we have offered to them.
Feel free to change/add anything that I have missed. Meanwhile, it'll be awesome we can start adding details of the folks/organisations that have agreed to sponsor.
⭐️ It'll be awesome if someone would want to volunteer to maintain this sheet and coordinate this with the entire team in making this happen! 🙏
Spreadsheet: https://docs.google.com/spreadsheets/d/1dZctuERSHdpi_K4fokKT2Ae1JuABa3kCbSD3Q8GplD8/edit?usp=sharing
Note: Not everyone has permission/access to the spreadsheet. Let me know if you need access to it.
cc: @sotm-asia/sotm-asia-core
Opening this ticket to capture and discuss fun ideas related to various props, hoardings, etc that can be designed for the conference. This would be something exciting for the attendees 😉
Instagram photo prop frame
Keep these interesting ideas flowing in...
cc: @rasagy @tridip1931 @poornibadrinath @geohacker @govvin @mapconcierge
Over this weekend, we'll do the following to reach out to the broader audience:
It'll be great if everyone could list out the contacts folks are reaching out to.
I'll soon post the detailed plan for us to work post I'm back from the trip.
We'll need volunteers for the conference in the following areas - let's put out a call, and collect names and interests:
Welcome desk
Registration, badge assembly, answer sign up questions - at least 6 people in the morning. 2-4 afternoon.
Door pointers and guides
General volunteers help with the overall space. Answer questions, point people in the right direction. 6 people.
Session team
We've two rooms, and we'll at least 2 people per room at all times. 8-10 people in shifts.
Branching out from #16 and #25
Here is the tentative timeline for us to work with:
| Activity | Deadline | Time span | Meeting the deadline |
|---|---|---|---|
| Announcing the CfP | 6th April | ✅ | |
| Submission deadline | 10th June (11:59 PM UTC i.e. 11th June 5:29 am IST ) | ||
| Time given to the participants to submit proposals | 2 Months, 5 days | ||
| Reviewing the proposals | by 12th July | ||
| Time for the program committee to review the proposals | 1 month | ||
| Communicating the selected proposals with the individuals | 13th July | ||
| Time for the team to design the program, for folks to apply for Visa and other arrangements | ~4 months |
| Activity | Deadline | Time span | Meeting the deadline |
|---|---|---|---|
| Announcing the CfP | 11th April | ✅ | |
| Submission deadline | 11th May (11:59 PM UTC i.e. 12th May 5:29 am IST ) | ✅ | |
| Time given to the participants to submit proposals | 1 Month | ✅ | |
| Reviewing the proposals | by 12th July | ||
| Time for the team to review and selected the proposals | ~2 months | ||
| Communicating the selected proposals with the individuals | 13th July | ||
| Time for the team and selected folks to apply for Visa and other arrangements | ~4 months |
cc: @sotm-asia/sotm-asia-core @TejasAP @geohacker @rasagy @planemad @maning
We have to start getting a sense of interest from sponsors. We'll use this ticket to list people we should reach out. @maning - it'll be great if you can do first round of outreach to gauge interest. Can you help?
Based on feedback I'm scrubbing the info posted in the table here previously and moving it to private Google speadsheet https://docs.google.com/spreadsheets/d/1RunEXx7WKL0tHHOtIo-kxkEml_Jt4DUUP5Eu96wUVDg/edit#gid=0 - please request for access while you are looking at it.
Anyone else have recommendations, please let us know!
Let's consolidate social media accounts.
We're going to print tote bags this time as well. Last year they proved to be really useful and has a lasting effect for participants to take home.
@TejasAP and I have been talking to a few vendors. One of them is https://aliciasouza.com/ - their pricing is as below:
100% cotton canvas in 13.5" x 13.5" with both side screen printing 3-4 color print, the price is working out to be Rs. 135/- + GST + Transport
The other one is corpattire based in Bangalore. Still waiting for quote from them.
The OSMF Trademark policy ensures safe use of the SOTM and OSM trademarks.
We should have this in place before reaching out to sponsors:
Who?
What?
When?
Where?
Why?
This doesn't have to be an organisation - so for now @jinalfoflia is going to grab the license in her name on behalf of the local community. (Link to the license request)
Let's try using github this time to organise tasking instead of trello like last year.
@rasagy - I know we chatted a bit about this. Do you think this is something you can help with? For the next edition we aren't going to do a logo contest.
Here're some links from previous editions:
Let me know! Happy to speak on the phone if you'd like.
We need to find accommodation[s] that could be recommended to the delegates attending the conference. It would be great if could get these rooms at a discounted rates. We could maybe offer them to be our accommodation partner or so.
I did a quick skim through via Google and found these that are closer to the venue: spreadsheet
Please add more suggestions/recommendations. It'll be awesome if someone could jump in and help us run this out.
cc: @geohacker
Cutting this ticket to discuss website design & track progress here.
From the March 23 meet:
Lets use this space to better define what the criteria for a knowledge partner for SoTM Asia should be and potential organizations that could result in a fruitful partnership, like the Wikimedia foundation #15
Can someone help gather a bunch of really cool pictures?
We had a code of conduct for SotM Asia 2017 - http://2017.stateofthemap.asia/code-of-conduct.html
Let's re-look into the drafting of this and modify it based on the requirements.
cc: @geohacker
Placeholder ticket to discuss what all we need for branding, and a dumping place to share collaterals that might not be worth pushing to the repo but useful anyway (like article specific banners).
We've a good set of venues here.
What we look in a venue:
We have a confirmed keynote speaker for the opening:
Speaker details
Dr. Anita Patil-Deshmukh, Executive Director of Pukar
Bio as received from speaker:
USA trained faculty neonatologist by profession, self taught social scientist by passion and
developmental researcher by preference; Dr. Anita Patil-Deshmukh is the executive director of
Partners for Urban Knowledge Action and Research (PUKAR). Anita received her Master’s Degree in Public Health from Harvard and worked as a faculty Neonatologist in a teaching institute in Chicago over 25 years.
She played a major leadership role within India Development Service (IDS) a pioneering Chicago based organization supporting developmental projects in India for which she volunteered over 15 years. She relocated to India in 2005 to contribute to the developmental sector and joined PUKAR. Her research interests are urbanization, urban poverty, health and urban knowledge production through the lens of youth.
@jinalfoflia @poornibadrinath What other details would we require from the speaker for the post?
Similar to the SotM International (Milan), we need to have a wiki page for SotM Asia as well. Will start working on the draft for it and once the artwork is ready, will go ahead and create the page.
cc: @geohacker
We'll print stickers through juststickers.in - mostly because I've worked with them before and they are quoting the following:
Size: 2.5" x 1.4" (approx)
Quantity: 1000
Material: Premium vinyl
Finish: Matte
Costing For Rectangle: Rs 8 per piece + GST
Per chat with @TejasAP, we'll do a combination of colours. Original, and two other colours.
If anyone has time to help with changing the colours the AI files are here
I can run out the printing and delivery.
Laying down this ticket for @TejasAP @srividyacb and @poornibadrinath to work on the agenda/program for starting off the conference. Per conversation on the call today evening, we'll limit the registration until 9:30 am and have the welcome ceremony begin, post that.
Let's make sure we share the agenda by the coming week.
It is important for to have a dedicated space to announce all our event-related announcements, testimonials, etc as blog posts as well as have a way of sharing the content for cross-posting. We have decided to host our blog on Medium.
cc: @sotm-asia/sotm-asia-core
We caught up and here are the outlines, next actions and pointers for the following. Expect more sub-tickets + comments as we move ahead with these. Is there anyone else who would be able to join and volunteer in any of them.
Here is the draft for the Scholarship form: https://docs.google.com/forms/d/1L8wOp912JVIP3STbsjEgDIqTSbE4pvPnEGYSWe-8aCY/edit
Please provide suggestions for questions you would like revised/included.
We'll fork what SOTM global 2018 is doing and prepare what meets our needs. @jinalfoflia is running point.
whois: sotm.in mentions @shekhark is the owner.
@shekhark could you do the needful ❤️
We are kickstarting the program committee. Let's convene and discuss our next actions for the event. Main responsibilities of this group are:
Initial members are the following:
If anyone is interested to be part of the committee, please email [email protected].
Next actions
Writing this ticket to prepare for Call for Proposals. The sections given below are the action items that are required to get this going.
Decide the different information fields that we’d want the submitter to fill
Deciding the duration of talks and workshops
Suggestions:
Finalise the list of categories that we’d want to offer to the submitter
cc: @sotm-asia/sotm-asia-core
Let's figure out a good event format. What we've done previously:
Feedback from 2017 showed a number of people interested in a day dedicated to workshops. How does something like below sound to you all?
Sajjad mentioned this in the meeting yesterday, but my audio was choppy so I may have missed a lot of what was said.
I believe that we should seriously consider ticket sales as a way to cover some of the expenses for SotM Asia events. While we don't expect it to cover most of the expenses, we can at least reduce the amount of money organizers need to raise to make the event possible.
We would also want the event sessions to be accessible to as many people as possible. So, how about a tiered-pricing structure for tickets? Additional reading: The psychology of free vs. paid events.
Hopefully, the ticket prices can cover the cost of the "freebies", with no consideration for mark-ups.
Also, with tickets, our "Corporate ticket" offer to sponsors makes more sense. We can also offer special discount codes to members of our partner organizations.
Another thing to consider is the administrative cost, and extra effort to do this.
What do you think?
We need a guidebook that covers basic info like:
cc @rasagy @TejasAP @jinalfoflia
@rasagy can you run this out?
@jinalfoflia and @TejasAP are working on this now!
In no order:
💵 💵 + 🇮🇳
Everyone knows this is a pain, so we're going to have to figure this out. Since OSM India isn't a registered entity or have FCRA clearance to bring money from outside the country, I'm looking for options:
We'll offer co-branding for their service. I'll keep this ticket posted.
We'll need a solid outreach plan to effectively communicate about SOTM Asia and that would include:
Using this ticket to streamline the outreach process and outline a comms plan. Keep the ideas coming in :)
/cc: @jinalfoflia @geohacker
We’ll need posters to send to colleges for outreach per #21.
Let’s use the ticket to:
@TejasAP @jinalfoflia @geohacker Pointers on the content?
We'd want to promote the conference via the OpenStreetMap blog. Here is a basic outline of the number of posts going out from our end.
cc: @geohacker
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