[Melbourne-pm] OSDC 2004/2005 handover meeting

Jacinta Richardson jarich at perltraining.com.au
Tue Apr 26 19:44:04 PDT 2005

G'day everyone,

This is a reminder that the OSDC 2004 wind up meeting and the OSDC 2005 
initiating meeting is occurring next week!  Details are:

	Date:  		Wednesday 4th May 2005
	Time:  		6:30pm
	Location: 	myinternet House,
			Level 8,
			14 Blackwood Street,
			North Melbourne

         * Meet and Greet, tell us a little about yourselves
           and what you want to see in this year's conference

         * Financial report from OSDC 2004 by Scott Penrose

         * Summary of advice from old committee by Jacinta Richardson

         * Old committee stands down

         * Elections for positions in new committee run by Jacinta

         * Next meeting date for OSDC 2005 committee decided

The following committee positions exist, with self-nominations where available. 
  Positions are described in the attachment.

			Committee Chair
			    * No nominations

			    * No nominations

			Sponsorship Manager
			    * No nominations

			Publicity Officer
			    * No nominations

			Location Manager
			    * No nominations

			Website Manager
			    * Amanda Penrose

			Partner Programmer Organiser
			    * Amanda Penrose

			Programme Committee Chair
			    * No nominations

			General Committee Helpers (3)
			    * Ben Balbo
			    * Elspeth Thorne

			Programme Committee Helpers (2 Python, 2 PHP, 2 Perl)
			    * Elspeth Thorne (Python)

People who have expressed an interest in being on the OSDC 2005 committee 
without (yet) nominating for a position:

	* Scott Penrose
	* Savio Saldanha
	* Nathan Bailey
	* Simon Taylor

We still need about 8 more volunteers in order to best spread the load.  Send 
your self-nomination ( what position you'd like to take and why you think you'd 
be good (we'll believe you) ) to osdc2005 at osdc.com.au.

Please pass this message on to anyone else you think might be interested, 
including user groups the more volunteers for OSDC the better.  (Simon, if you 
could send this out to all the osdclub announce members that would be great).

I look forward to seeing you at the meeting.

All the best,

       Jacinta Ricahrdson

    ("`-''-/").___..--''"`-._          |  Jacinta Richardson         |
     `6_ 6  )   `-.  (     ).`-.__.`)  |  Perl Training Australia    |
     (_Y_.)'  ._   )  `._ `. ``-..-'   |      +61 3 9354 6001        |
   _..`--'_..-_/  /--'_.' ,'           | contact at perltraining.com.au |
  (il),-''  (li),'  ((!.-'             |   www.perltraining.com.au   |

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Committee Chair
Certainly the biggest job of all.  You are responsible for making things
happen.  You call meetings, create the agenda, make sure people turn up and
make sure the meetings are minuted.  When jobs are assigned you make sure
that they get done, even if that means doing them yourself.  You delegate
like crazy so that you'll have time to do your own tasks and to pick up the
tasks that aren't getting done.

Yours is the responsibility to keep a big list of all the things that must
be done, now and into the future.

On the plus side, this is a great networking opportunity.  You are the face
of the conference and when it is successful it really is mostly down to

How easy this job is depends on how organised you are, and how organised
you can encourage the other members of the committee to be.  Your job is to
keep track of all expenses and incomes.  Both actuals and projected.  You
are responsible for making sure that the conference can run in the black.
You will be called upon to make reasonable guesses as to whether we can
afford to give all attendees t-shirts, or whether speakers have to pay for
dinner etc.  You will need to collect all receipts from committee members
and create invoices where applicable.

You should expect to give reports at all committee meetings (particularly
in the second half of the year) covering both the current and projected
financial situation.

This is not a glory position, but if the conference stays in the black
everyone will be happy with you.

Sponsorship Manager
This job is hard work and you will need excellent interpersonal skills.  In
this job you will call up many organisations and try to encourage them to
sponsor OSDC.  Most of the organisations will say no.  But that's okay,
because as this is only a small conference, we only need 5 or 6 generous
sponsors and a few smaller ones for the conference to be proftiable.

This job starts now and doesn't end until the conference.  You'll be
selling sponsorship of a conference that was extraordinarily successful
last year.  We were impressive and that will help you a lot.

This is a great networking position.  You'll get to meet important people
in businesses which are interested in open source technologies.  The value
of these contacts can not be overstated.  To them, you'll represent the

Publicity Officer
This job is pretty straight forward.  Your job is to make sure that
everyone in the world knows about this little conference we're running.
You are encouraged to become more active in all the regional mailing lists.
You don't have do all the publicity on your own, but you're responsible for
making sure that it gets done.

You're also the main contact for questions from the public.  If someone
emails the committee with a question about registration or about papers or
anything else it's your job to make sure they get an answer.  You don't
have to necessarily write the answer, but you need to make sure they get a
reply quickly.

You drive the timelines.  You are responsible for making sure that
registrations open early enough for you to properly publisise them.

Location Manager
Dealing with conference venues isn't always as straight forward as it
should be.  In this job you're responsible for finding a place to host OSDC
2005.  Once you've found that place, you're responsible for organising
those facilities and costs, organising catering etc.  You're responsible
for finding a dinner location within the budget set by the treasurer.

This job isn't too hard.  You'll have lots of time to act as a general
helper for some of the other tasks.  Most of the work in this position is
at the start: finding facilities and at the end: finalising catering.
There will be bits in the middle when the estimated conference size

Website Manager
You are responsible for making sure that the website is regularly updated
with news and information.  Where content is missing you'll chase the
appropriate parties to provide you with it.  If necessary you will write
your own content to fill in any blank areas.

A good eye for graphic design will help immensely.  :)

Partner Programme Officer
The partners' programme caters for family members and friends of conference
attendees who are not personally interested in the conference content.
This programme provides full day activities such as visiting the Zoo.  You
must be very good with people, willing to help with other parts of the
conference organisation and (importantly) willing to miss the actual
content of the conference.

Programme Committee Chair
Another big task.  In addition to keeping up with what is going on in the
OSDC 2005 committee, you will run an additional committee to handle the
conference programme.  In this position you will be responsible for getting
paper proposals, selecting talks, chasing paper drafts, organising
reviewers, chasing final papers and compiling them all into the conference
proceedings.  Much of this can be automated and I highly recommend that you
look into this.

This is a huge glory position.  To most of the speakers *you* represent the
conference.  You'll meet many new people from many fields and can network
to your heart's content.

General Committee Helpers (at least 3)
You do all the in between tasks.  You volunteer to help contact user groups
when its time for the publicity offer to send information out.  You
volunteer to work with the location manager to select food choices.  You
write content for the web site manger.  You review papers for the
programmee committee chair.  You pick up the proceedings from the printers
etc etc

Just because it doesn't has a fancy title doesn't mean that these aren't
full time positions.  Without helpers the other positions will be too
overworked to make sure that the conference happens.

Programme Committee Helpers (at least 2 from PHP, 2 from Python and 2 from Perl)
This is a fairly casual committee which exists for the following tasks.  A
fair selection of talks from all streams.  Assistance in finding paper
reviewers for all technologies.  Paper reviewing.  Room chairing at the

If you have a position on the OSDC 2005 committee and you're not the
Programme Committee Chair you're probably going to be too busy to be in
these helpers as well.  However, feel free to suggest helpers to the PC

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