|Curates the programme, from managing the CfP to setting up the schedule.
This team will have separate subteams for the speaker desk and the heralds. During the event it should ideally be based at the speaker lounge.
It will not do anything infodesk, media lounge, media desk related.
|1st line contacts:||Martian, Robin, User:Claudia, Walter|
|Is an exclusive team:||No|
|Contact at projectleiding:||Stitch|
|Backup Contact at projectleiding:||Rizoom|
- Village content in the MCH2022 programme
- Speaker FAQ
- How to invite a speaker
- Review Guidelines
- A plan how to manage the travel budget
- Settle on motto
- Consider integration Pretalx/ticketing system (which ticketing system?)
- Document outlines of processes
- What to do in event of emergency (e.g. sudden society lock-down, etc)
- How to organize with ancillary teams (Music, Academic)
- Write and publish a call for papers
- Evaluate submissions for presentations and workshops, inform speakers about whether their submission is accepted or not
- Schedule presentations and workshops
- Publish the program online
- Invite specific known interesting speakers
- Determine, with PL, the policy for reimbursement of expenses
- Integrate content organized by villages
With special assistance to
- Train the Herald volunteers
- Moderate Q&A sessions at the end of talks (if requested by speaker)
- Monitor speakers and take care of needs that arise during presentations
- Watch the room and making sure the event/talk runs smoothly
- Minimize delays in the schedule (ensure speakers start and end on time)
- Have a physical presence at the event where speakers can go to
- Confirm that the speakers are present, contact them and initiate rescheduling if not
- Inform speakers about the license for the stream
- Try to deal with last-minute requests/needs from speakers
The team curates the programme, and also somewhat coordinate* things outside of the lecture-halls; like workshops, village activities, etcetera. With the help of villages and other groups, we will attempt to provide a more cohesive visitor experience, content-wise; with some overlap between the stuff going on at the campgrounds and the stuff in the lecture halls*.
- Coordination in this context doesn't mean deciding what is good content and what is not. Nor does it involve a high committee telling other people what to do. It rather means to entice villagers and other volunteers to join the bigger picture, and try to (partially) merge their content with the program, or prepare their own content in an accessible way. This may, of course, involve us pushing, harassing and stalking you from time to time. It also is likely to involve your stage place to give stage space to the main programme.
We are also responsible for helping out with the Speaker Desk and Heralds, although these will have separate (partially overlapping) teams.
Every potential speaker, including big names, have to have a proposal in FRAB or any other Programming Management System software. That doesn't mean that every speaker has to put it in themselves, only that there must be one (and with the consent of the speaker(s) involved, obviously) For instance, at OHM, the rather famous Dutch writer Arnon Grunberg had his literary agent put in a proposal for a storytelling workshop. Which we gratefully accepted after finally convincing ourselves that we weren't being trolled. Which we weren't.
Team:Content members "adopt" several high-profile speakers and had proposals put in Frab on their behalf in former camps.
If you feel a speaker *should* be there and none in Team:Content wants to "adopt" that speaker, then you must do it yourself or convince someone else to perform that task. If neither you nor anyone else cares enough to make a simple proposal in Frab happen, then it probably is not such a terrific idea, to begin with.
What does the approval process look like?
Since writing this, Team:Content has agreed on Review Guidelines which you can read if you want a much more formal description on how we rate submissions. Enjoy!
- Every proposal gets voted on in Frab by every member of Team:Content. Proposals that get high votes, clearly have the nearly unanimous "wow-factor" and are the ones that get confirmed first and are probably a good fit for the biggest stage. Since this voting process is more or less anonymous (well, not really, but for most intents and purposes it is), it also prevents the programme from becoming someone's line-up of favourite speakers.
- At this point we will try to work with Team:Communications to start communicating publicly about these cherries on the cake. This will be on our Blog, set up for this propose. Because those are likely to attract ticket sales.
- The rest of the proposals get discussed in several meetings. We aim for quality over quantity and rather have a sparse programme with lots of long breaks but high-quality talks than a crammed programme. It is an open-air hacker festival after all and there should be plenty of other things happening in villages to have a good time. Either way, the discussions about edge cases will be settled in person and will not necessarily be by consensus but just by majority voting.
- At OHM and SHA we asked villages to be able to use their stages (not very successfully). Unless a village specifically wants to hand over stage slots to the official SHA programming, we want to encourage villages to develop their own village programmes and want to give their curators access to Frab for that purpose.
- For every proposal that gets accepted, a member of Team:Content now *must* adopt that proposal, chase the speaker for confirmation and be the PoC for that speaker. This may include activities for visa-processing, travel and lodging arrangements etc. for those speakers that simply cannot be expected to arrange that themselves.
- Covering traveling and lodging expenses is ultimately a bit of an arbitrary decision. It is more a less a function of how much we want that speaker and what can be expected from a speaker her- or himself. If someone is a starving ethical hacker from, say, Moldova or Peru, we're much more likely to consider that person worth supporting than in the case of an employee of a Silicon Valley behemoth. In some cases there will have been preliminary discussions about that already along the lines of "if your proposal gets accepted and it is as good as you have shown elsewhere so you get to be the opening/closing speaker of one of the days, we may be able to contribute to your traveling and lodging arrangements". Thanks to several people in Team:Finance and Team:Projektleiding we have secured a modest budget through a government subsidy that is earmarked for this purpose. If anyone else wants to chip in for this purpose, please have them talk to Team:Finance first, but in principle that is welcome.
- Once we have done all the confirmations/rejections/passing on to villages, there will be a few weekends of planning sessions. With lots of post-its on the wall of an undisclosed location. Which should result in a programme. And therefore a pretext for all of us to have an awesome time.
Question log to look up questions answered (so you don't have to search all meeting minutes. only public information here).
- Accessibilty for speakers (e.g. wheelchair ramps): see Team:Accessibility
Lessons learned from SHA2017
Quick guide to creating village tracks in PretalX
- Create a new track for the relevant village:
- This can be done under the CfP menu, tracks option
- Create a new room
- This can be done under the Schedule menu