Open Source Geospatial Foundation. Request for Proposals for FOSS4G 2018

Transcription

1 Open Surce Gespatial Fundatin Request fr Prpsals fr FOSS4G 2018

2 Cntents Key Inf... 3 Key Dates... 3 Purpse... 4 Backgrund... 4 Abut OSGe... 4 Cnference Histry... 4 Abut FOSS4G... 4 Cnference Attendance... 4 Cnference Structure... 5 Mre Cnference Infrmatin... 6 Supprt by OSGe... 7 Funding by OSGe and distributin f surplus... 7 Applicatin Prcess... 7 Cnference Regin... 7 Stage 1: Letter f Intent... 7 Dates... 7 Requirements... 8 Submissin and Due Date... 8 Cmmittee Questin Perid... 8 Cmmittee Decisin... 8 Stage 2: Bid Submissin... 8 Key elements fr inclusin in yur prpsal... 8 Budget Other cnsideratins Timing Cnference Naming Cnference Lg OSGe Cde f Cnduct (CC) Evaluatin Criteria Submissin and Due Date Cmmittee Questin Perid Cmmittee Decisin Methd Cmmittee Decisin Cmmittee Discretin Pst decisin Cmplete Seed Funding and/r Guarantee Agreement Page 2 f 12 2

3 Key Inf Cnference Title FOSS4G 2018 Cnference Year 2018 Cnference Regin Rest f Wrld Cnference number 12 Authr/Cnference Chair Steven Feldman Authr cntact shfeldman@gmail.cm Cnference Develpment Mail List cnference_dev@lists.sge.rg Versin date RfP Dcument repsitry Key Dates Request fr Prpsals released Stage 1 Letters f Intent submitted t Cnference Mail List by 2400 GMT Perid fr questins t bidders ends Cnference Cmmittee vtes n Letters f Intent t Selected Letters f Intent are ntified and requested t submit full prpsals Stage 2 Full Prpsals submitted t Cnference Mail List by 2400 GMT Perid fr questins n prpsals ends Cnference cmmittee call/irc t discuss Prpsals Apprx Time fr final clarificatins Cnference Cmmittee vtes n Prpsals t Recmmendatin made t OSGe Bard but nt published Selectin f hst city annunced by Bard f OSGe Apprx All dates are in ISO-8601 frmat (YYYY-MM-DD) The Cnference Cmmittee reserves the right t adjust these dates and will ntify any changes f dates n the Cnference Mailing List. Page 3 f 12 3

4 Purpse This dcument prvides the backgrund t the OSGe Fundatin s FOSS4G Cnference and sets ut the requirements and prcess fr prspective bidders t hst FOSS4G Backgrund Abut OSGe The Open Surce Gespatial Fundatin ( is a nt-fr-prfit rganizatin whse missin is t supprt and prmte the cllabrative develpment f pen gespatial technlgies and data. The Fundatin prvides financial, rganizatinal and legal supprt t the brader pen surce gespatial cmmunity. It als serves as an independent legal entity t which cmmunity members can cntribute cde, funding and ther resurces, secure in the knwledge that their cntributins will be maintained fr public benefit. OSGe als serves as an utreach and advcacy rganizatin fr the pen surce gespatial cmmunity, and prvides a cmmn frum and shared infrastructure fr imprving crss-prject cllabratin. The Fundatin's prjects are all freely available and usable under OSI-certified pen surce licenses. Cnference Histry The glbal FOSS4G cnference and its predecessrs have been the annual OSGe meeting f the tribes fr Gespatial Open Surce prjects and cmmunities. Fr a histry f prir events see and ) Abut FOSS4G The Open Surce Gespatial Fundatin (OSGe) aims fr each year s Glbal FOSS4G t be the gespatial cnference f the year. In line with OSGe gals, this cnference will prmte pen surce gespatial technlgies and data. Cnference Attendance Cnference attendance has grwn cnsistently ver the last decade and the hpe is that the next cnference will cntinue this mmentum. Histrically, the majrity f attendees (60-70%) cme frm within the regin hsting the cnference. Eurpean and Nrth American events have recently attracted delegates. Future events are hped t attract attendees Rest f Wrld events have attracted delegates. Future event sizes are likely t be predminantly determined by the size f the lcal cmmunity. Sme histric delegate infrmatin is at JGf7geAW5Y/edit?hl=en_GB#gid=57 Page 4 f 12 4

5 Cnference Structure Previus FOSS4G cnferences have had the fllwing general cmpnents. While this shuld be used as a guide, variatins r alternatives may be prpsed. The cnference structure has evlved ver time and we welcme further innvatin in future prpsals. 2 days f wrkshps. Attended by 200 t 300 peple acrss all wrkshps, depending n facilities. Wrkshps are generally hur instructinal sessins, in a cmputer lab setting - Nrmal wrkshp sizes are attendees/wrkshp Labs shuld have cmputers ready, bring yur wn causes time lss, because sftware has t be installed. Wrkshp instructrs prvide sftware, data, and materials. Sme cnferences have prvided free entry fr wrkshp presenters while thers have nt, yu shuld clearly state what yur plicy will be. Three days f the main cnference. Attended by peple, depending n cnference attendance. Opening and clsing plenary sessins with all attendees at the start and end. Smetimes additinal plenary sessins at the start and/r end f cnference days. Apprximately six t nine parallel tracks f presentatins, with each presentatin typically cnsisting f a 20-minute talk, 5 minutes f Q&A, and 5 minutes f transitin time between talks. An academic track, with paper selectin rganized by an academic cmmittee and a jurnal fr publicatin f prceedings. A cde sprint, held befre r after the cnference (r bth). Interested develpers jin tgether fr day(s) f prgramming. Venue culd be utside f main cnference venue in rder t reduce csts. Cnsider sme catering fr the sprinters. Streaming and archiving all cnference prceedings Scial events Mst cnferences have recrded all f the cnference prceedings and archived the vide t enable thse nt able t attend the cnference t view plenaries and talks f interest. See Mre recently cnferences have ffered live streaming which ffers a remte participatin ptin. This functinality is desired if the lcal infrastructure will supprt it. An ice breaker event n the evening befre r n the first day. Usually held in a large bar r restaurant, but culd be in any venue that allwed fr easy mixing and mingling. Page 5 f 12 5

6 A gala event n the evening f the secnd day. Usually held in a shwcase venue which ideally shuld be able t accmmdate all delegates. Examples have included: an art museum, a castle, a harbr/ship cruise, a cultural restaurant and a giant marquee. OSGe Cmmunity events and activity The OSGe Annual General Meeting. Held in a venue suitable fr abut 200 peple. Interested OSGe members hear frm lcal chapters, the bard, and ther speakers n the state f OSGe. Preferably scheduled at the end f ne f the main cnference days. The Sl Katz Award, presented during the clsing plenary sessin. The award is selected and presented by the Sl Katz cmmittee, the cnference rganizers shuld include 15 minutes in the clsing plenary schedule fr the presentatin. Student awards are funded and selected by the OSGe educatinal team, Ge4All r the Academic Track Cmmittee. Allw 15 minutes in the prgram fr these awards. Yu will need t appint a member f yur LOC t liaise with Ge4All. Birds f Feather Sessins. Grups self-rganize t discuss tpics f cmmn interest. Suggest times between the prgram, typically after presentatins cmplete, but can als include breakfasts r dinners. Suggest lcatins such as lecture rms r lcal pubs. OSGe Directrs Face-t-Face Meeting. Typically, a 4 hur meeting held befre r after the cnference, in a bard rm r meeting rm within the cnference venue r nearby. Sme events have run a Map Gallery r cmpetitin. Exhibitin an exhibitin area fr spnsrs, usually clse t beverage and catering services An exhibitin space/bth f equivalent size and prminence/lcatin t the highest level f spnsr shuld be prvided fr OSGe (at n cst) Mre Cnference Infrmatin Prspective bidders are advised t review the fllwing befre submitting Letters f Intent r Prpsals: The FOSS4G Handbk at The OSGe Cnference Cmmittee wiki at The OSGe Cnference mailing list at (yu must subscribe t be able t pst t the list) r Cnference-Cmmittee-f html (bth have the same cntent, the latter may be easier t brwse) Reprts f past cnferences Prir FOSS4G Lessns Learned: Cnference web sites in the frmat yyyy.fss4g.rg e.g. Dcument repsitry. Includes past bids, prgram bks, spnsrship prspectuses, lg files, etc. Page 6 f 12 6

7 Supprt by OSGe It is anticipated that the cnference effrt will be split int a lcal rganizing cmmittee (LOC) respnsible fr all wrk n venues, with the OSGe Cnference cmmittee prviding supprt, advice and access t past Chairs. It is cnsidered advantageus if key members f the LOC have demnstrated cmmitment and experience, such as shwn by running a successful lcal r reginal FOSS4G event. Ultimately the success f the event depends n a strng LOC that has a clear visin f the event they wish t build and the range f skills and time availability t pull everything tgether. Mst cnferences are assisted by a prfessinal cnference rganizer (PCO), this is up t the discretin f the LOC. A FOSS4G is run by a LOC n behalf f OSGe. Yu will need a legal rganizatin (OSGe Chapter, PCO etc) t cntract with the venue and ther suppliers. Funding by OSGe and distributin f surplus It is expected that all FOSS4G events will be budgeted and perated t deliver a surplus ver csts. Part f the surplus will be dnated t OSGe. OSGe can ffer seed funding (an advance t cver start-up expenses and depsits befre revenues are received) and an additinal guarantee t cver lsses (up t an agreed limit) in the event f unexpected events (subject t apprval f budgets and regular financial updates t an OSGe bard representative). If OSGe prvides seed funding and guarantees, it is expected that in the regin f 85% f any surplus generated will be dnated t OSGe (a lwer %age will be cnsidered fr events hsted in Lwer r Middle Incme ecnmies). OSGe will prvide a financial supervisr wh must be cnsulted n all majr financial decisins. Fr mre infrmatin see If a LOC des nt require seed funding r guarantees frm OSGe, they will be expected t dnate at least 50% f the surplus after csts t OSGe. Applicatin Prcess Cnference Regin The OSGe cnference cmmittee has decided t slicit prpsals frm specific regins each year. The sequence is 2016 Eurpe, 2017 Nrth America, Rest f Wrld, Eurpe, Nrth America, 2021 Rest f Wrld etc. See Stage 1: Letter f Intent Letters f Intent" will be accepted frm ptential Lcal Organizing Cmmittees (LOC) in the cnference regin. If there are n submissins frm grups in that regin, letters frm any regin arund the wrld will then be slicited. Dates The timeline f the LI and Prpsal prcess and all deadlines are detailed in the sectin abve. Page 7 f 12 7

8 Requirements Letters f Intent" are limited t a maximum f tw (2) pages, and shuld answer the fllwing questins: 1. Wh is yur cnference chair? 2. Wh else is n yur lcal rganizing cmmittee (LOC)? 3. What is the experience f yur cmmittee members with similar events? 4. What is yur prpsed venue? (include access t Internet, rm sizes, maximum attendees) 5. What are yur prvisinal dates fr the cnference? 6. Early thughts n prices f cnference attendance? (indicative estimates) 7. What is the price range and general lcatin f yur prpsed accmmdatins? (htels) 8. Are yu partnering with ther lcal rganizatins? 9. What makes FOSS4G in yur prpsed lcatin and with yur team cmpelling? Submissin and Due Date Letters f Intent shuld be submitted in PDF frmat nly t the Cnference Mailing List (see abve). The deadline fr submissin is detailed in abve. Cmmittee Questin Perid A perid between the Letter f Intent clsing date and the Stage 1 decisin date will be used by the cmmittee t ask fr further infrmatin regarding the ptential bids (see abve). Questins will be asked n the Cnference Mail List. List participants may als ask questins. We expect at least ne member f the LOC being n that list (in the past it has usually been the chair) and able t respnd quickly. Cmmittee Decisin If mre than ne Letter f Intent is received, members f the OSGe Cnference Cmmittee will vte by each selecting a single letter as their chice. A letter must receive the backing f at least tw members t mve n t the full prpsal stage. Exact vting results will nt be released. The cmmittee reserves the right t extend the selectin deadline and slicit additinal prpsals at its discretin. Stage 2: Bid Submissin Once yur Letter f Intent has been accepted yu must then submit a full prpsal, as utlined next. If nly ne letter is received in Stage 1, a full prpsal is still required. Yu are advised t read ne r tw successful Prpsals frm previus FOSS4G selectin prcesses, see Key elements fr inclusin in yur prpsal Stage 2 respndents interested in hsting FOSS4G shuld prvide infrmatin n: 1. Yur reasns fr hsting the cnference, and yur gals fr FOSS4G. (a) Hw will yur cnference succeed financially (making a prfit)? (b) Hw will yur cnference succeed scially (giving peple the unstructured space and time t meet and engage with ne anther)? Page 8 f 12 8

9 (c) Hw will yur cnference prvide pen surce educatin (prviding gd training pprtunities t new users)? (d) Hw will yur cnference prmte pen surce gespatial sftware (bringing new rganizatins int the pen surce cmmunity)? (e) Hw will yur cnference prmte inclusivity (welcming a diverse cmmunity, students and thse frm lwer incme cuntries)? 2. The hsting lcatin. (a) What city will the cnference be in, what is interesting abut it? (b) What venue will the cnference be in, what are the number f rms available, seating, and assciated pricing? (c) Available wrkshp facilities, number f rms, cmputers per rm, pricing, strategy fr prviding wrkshp facilities. (d) Available rms fr additinal small business meetings. (e) What accmmdatins are available? Where are they relative t the venue? Pricing? Quantity? (f) What is the maximum size yur venue culd entertain? The minimum? 3. The hsting rganizatin and lcal cmmunity. (a) Supprting lcal rganizatins (cmpanies, universities, user grups) and individuals that wuld be invlved in the lcal cnference cmmittee, and a sense f their level f cmmitment. (b) Lcal rganizing cmmittee. (c) Lcal pen surce develpment and implementatin activity, interest and enthusiasm fr pen surce gespatial in yur regin. (d) Hw d yu plan t manage/rganize wrk and relatins with OSGe (especially with the bard and cnference cmmittees)? 4. The budget. (a) What is yur budget? Expenses fr venue, fd, marketing, audi-visual, netwrk access, vide streaming and/r recrding etc (b) What is yur expected attendance? Why? Where d yu think delegates will cme frm? (c) What is yur expected spnsrship? Why? D yu have lcal ptential spnsrs already identified? At what levels? (d) Delegate fees fr the cnference, wrkshp and any scial activities nt included in the main cnference fee. Yu shuld include detail f any grants r subsidized rates that yu will ffer which will be funded frm within yur budget. (e) Estimate f any seed funding and/r guarantee required (f) The level f surplus frecast at different levels f attendance and the prprtin that will be dnated t OSGe (see Funding by OSGe and distributin f surplus) Include a high level budget summary within yur prpsal and als prvide a separate detailed budget as detailed in the sectin belw. 5. The prgram (see abve) (a) Prvide a high-level view f the prgram, indicating number f tracks, size f tracks, wrkshps, size f wrkshps, and ther features f yur prgram. Indicate the number f presentatins, psters, and wrkshps yu expect t accept. (b) What scial events will be part f the schedule? (c) What dates d yu expect t run the cnference? Are they adjustable? Page 9 f 12 9

10 (d) Prvide a list f lcal/reginal/internatinal cnferences arund the selected date that are viewed as cmpetitin r cllabratin. The Cnference Cmmittee welcmes innvatin in the structure and cntent f the cnference prgram. 6. Other (a) Other relevant details (ie. d yu plan t use prfessinal cnference rganizing service, and apprximate cst). Budget A budget template is available t dwnlad frm the RfP Dcument Repsitry (see Key Inf abve). Yu must include a budget with yur submissin. Yu may prvide mre detailed infrmatin than the minimum set ut within the template. Yu must als prvide a risk assessment including cancellatin csts in the last 3 mnths. Please prvide yur budget in US dllars and cnfirm the date f any currency rate assumptin. Other cnsideratins Timing Past FOSS4G cnferences have been held during the August-September perid and sme cntinuity is desirable. Hwever, ther dates are pssible, as lng as yu give yurself enugh time t attract spnsrs. Please prpse a date fr the cnference, as well as the reasning fr yur date selectin (keeping in mind public hlidays, reginal vacatin perids and related cnference cnflicts r synergies). Cnference Naming The cnference name will be FOSS4G <city name> <year> hsted by OSGe. Other variants f the name may be cnsidered, fr translatin purpses. Cnference Lg Fr cntinuity, the cnference lg used must cntain a variatin f the FOSS4G ribbn. Yu can view hw past rganizing cmmittees used the ribbn in their design at OSGe Cde f Cnduct (CC) Like all OSGe activities, FOSS4G is subject t the OSGe Cde f Cnduct, The LOC is respnsible fr making the CC a visible part f FOSS4G, as well as handling any CC-related cncerns related t the event. Evaluatin Criteria The respnses will be evaluated by the cnference cmmittee and a recmmendatin made fr selectin t the OSGe bard. Criteria affecting selectin will include: Page 10 f 12 10

11 A sense f lcal capabilities (number f vlunteers, cmmittee members, experience, cmmitment, understanding f details) t pull ff the cnference. Suitability f the prpsed facilities fr hsting a cnference. Ability t hst several hands-n wrkshps. Size f cnference that culd be hsted? Up t 1000 in Nrth America and Eurpe Ptentially less (ca ) in sme Rest f Wrld Lcatins Availability f a variety and suitable quantity f accmmdatin (sme inexpensive accmmdatin is als desirable). Reasnable transprtatin t and arund the cnference venue. Cst fr attendees We hpe t keep cst per participant under $650 USD fr the cnference plus wrkshps. We wuld welcme innvative appraches that can ffer mre affrdable ptins t delegates. These might include differential pricing, alternative venues, reduced catering csts, changing dates r excluding the cst (r part f the cst) f scial events. Nte: please include all prices in USD in yur prpsal, and please specify a currency date in yur prpsal (e.g. USD ). Prvisin f streaming (ptinal) Vide recrding and archiving (expected) Interestingness f meeting lcale. Invlvement by the varius sectr types (lcal cmmittee shuld include private and public sectr interests). Clarity n financial respnsibility A sense f the reliability and plausibility f budget estimates prvided Des the cnference require seed funding and/r a guarantee frm OSGe? The level f surplus t be returned t OSGe Des the cnservative budget estimate result in a reasnable prfit. Submissin and Due Date Yur prpsal shuld be submitted in PDF frmat nly t the Cnference Mailing List (see abve). If there are any sensitive attachments r appendices t yur prpsal (e.g. detailed budget) that yu wuld prefer nt t be made public please mail these t the Cnference Chair (see abve). These will be circulated privately t cnference cmmittee members and will nt be psted t the mailing list The deadline fr submissin is detailed in abve. Page 11 f 12 11

12 Cmmittee Questin Perid A perid between the submissin clsing date and the decisin date will be used by the cmmittee t ask fr further infrmatin regarding prpsals; the questin perid is detailed in abve. Questins will be asked n the Cnference Mail List. List participants may als ask questins. We expect at least ne member f the LOC being n that list (in the past it has usually been the chair) and able t respnd quickly. Fllwing the questin perid, the cnference cmmittee will cnvene a call t discuss the prpsals and sme further questins may fllw this call befre the cmmittee vtes. Cmmittee Decisin Methd The OSGe cnference cmmittee members will have a first and secnd vte fr prpsals. 1 st vtes will be cunted, if there is a tied result, secnd chice vtes will be added t first chice vtes fr the tied bids frm the first rund nly. In the event that there is still a tie the result will be determined by a published randm prcess (see the FOSS4G Handbk fr details). The evaluatin criteria have n fixed weighting and are used as a general guide. Cmmittee Decisin Members f the OSGe cnference cmmittee will vte after the questin perid ends t select the best prpsal based n the evaluatin criteria. Exact vting results will nt be released. The cnference cmmittee will then prpse the lcatin t the OSGe Bard, wh must frmally apprve f the decisin. The date f the final decisin is detailed in abve. Cmmittee Discretin The Cnference Cmmittee may vary this RfP prcess at its discretin. Any material variatin will be dependent upn a majrity private vte f the Cnference Cmmittee and a qurum f at least 5 members. Pst decisin Cmplete Seed Funding and/r Guarantee Agreement If a bidder has indicated that they wish t receive seed funding r a partial guarantee frm OSGe, the Cnference Cmmittee will draft a Finance Advance Agreement (based n thse previusly used e.g. ) fr signature by the bard and the LOC r their PCO. Page 12 f 12