14:01:55 #startmeeting 14:01:55 Meeting started Tue Mar 8 14:01:55 2011 UTC. The chair is kmkale. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:01:55 Useful Commands: #action #agreed #help #info #idea #link #topic. 14:02:16 #link http://wiki.koha-community.org/wiki/KohaCon11_Volunteers 14:02:42 #topic introductions 14:03:13 Koustubha Kale VPM, Thane, Anant Corporation, Granthalaya.org Kohacon 11 organizer 14:03:21 * slef = MJ Ray, undef, software.coop 14:03:45 * atz Joe Atzberger, State Library of Ohio 14:05:14 gmcharlt paul_p mtj around? 14:05:25 kmkale: yep 14:05:30 kmkale, yep 14:05:36 :) 14:05:46 #topic What needs to be done 14:05:49 paul_p, BibLibre 14:05:54 * druthb == D Ruth Bavousett, ByWater Solutions. 14:07:12 paul_p: you having one of two to have attended all kohacon's, would you like to elaborate on "What needs to be done" 14:07:56 * magnuse Magnus Enger, Libriotech, Norway (mostly lurking) 14:07:56 kmkale, yes, thx. The 2 parts are really differents (conf & hackfest) 14:08:31 #link http://wiki.koha-community.org/wiki/KohaCon10_Plan#To_Do_List 14:08:45 and I feel we could/should have 3 parts in fact : user conf / new developers conf / hackers conf (new developers interested staying for hackers conf if they want) 14:09:02 so what's need to be done is different on those 3 parts 14:09:19 thanks slef 14:09:22 Let me give a summary of what we are doing at VPM 14:10:25 we have organized sub comitees for accommodation, travel assistance, venue organization, food, sponsorships 14:11:12 that leaves programm development, scheduling, format etc 14:11:45 I have a proposal from VPM people about the format of conference day's 14:12:11 2 sessions per day with lubnch break between them 14:12:52 each session of presentations of 15 mins followed by 5 mins q & a 14:13:08 1 plenary on pre decided topic and speaker per session 14:13:17 what say? 14:14:27 What are the start/end times of days? 14:14:37 kmkale, I think sessions of 15mn is really short. 14:14:39 as in how many presentations per session? 14:14:53 I think longer sessions, but less sessions is better. 14:14:54 start end times are up to us. can be anything 14:15:07 paul_p: suggest time duration be as per presentation 14:15:30 Sorry, I thought a proposal about the format would include that. 14:15:49 I think most at '10 were 30mins 14:15:52 depending on how many presentations we get 14:16:31 hi folks, running a little late… 14:16:32 lets say 9.30 am to 4.30 pm day 14:17:04 with an hours lunch break 14:17:30 do you plan to do a break in the middle of each day ? it's a good idea imho 14:17:32 maybe some people would like to do 15+5 talk+Q and some 5+5 or 50+10, but should we have 25+5 as the default? 14:17:42 (socializing++ ++ during KohaCon !!!) 14:17:44 with 30 mins sessions that gives us 12 sessions a day 14:17:54 (off is as important as ON ;-) ) 14:18:14 paul_p: yes a hours lunch break at say 12.30 or 1 pm 14:18:46 with a 4.30 close gives us plenty of socializing opp 14:18:47 kmkale, I mean a small break at 10 and at 15 (for example) 14:19:00 http://www.kohacon10.org.nz/2010/program/day1.html => 1 hour for each speaker usually 14:19:09 I was wrong :) 14:19:19 Never trust my memory. Let that be a lesson to you. 14:19:24 yes a tea coffee break in the middle of morning and afternoon halfs? can do 14:19:25 ;-) 14:19:26 30 minute per session is a bit short in my experience, - 45 is more common 14:19:32 30 minutes can be workable, though 14:19:45 gmcharlt++ => 45 is better, 30 is workable. 14:19:48 its for us to suggest / decide 14:19:48 one thing I would like to suggest is scheduling one or two lightening talk sessions 14:20:08 gmcharlt: 45 including Q+A or 45+? 14:20:24 can be 1 hr. then we can take lesser presentations. IMHO all depends on number of presenters we get. Good papers that is 14:20:33 45 including Q+A, scheduled on hourly boundaries to allow time to move between sessions 14:20:40 if we have maaannnyyy attendees, do you plan to have sessions splitted in 2 (10:00 speech A in room X and speech B in room Y, then 11:00, repeat). Thus audience would be splitted in 2 14:20:41 talk sessions ++ 14:20:47 (assuming that geographic distance between the session rooms matters in this case) 14:20:55 gmcharlt, ++ 14:21:07 paul_p: yes if we have more than 2000 attendees and enough speakers 14:21:13 sorry make that 200 14:21:21 s/2000/200 14:21:35 kmkale, remember your goal is 18k attendees :D 14:21:41 :) 14:21:51 #link http://wiki.debconf.org/wiki/DebConf11/ToDo 14:22:09 we can also have some lightning talks 14:22:14 if you have seen the map link there is a stadium nearby. I will have to apply to the municipal commissioner then for special permission ;) 14:22:36 kmkale: we'd need to add in some football sessions as well if we end up in the stadium ;) 14:22:50 its crecket here gmcharlt 14:22:54 cricket 14:23:10 kmkale: good to know :) 14:23:38 so lets say 1 plenary / keynote per 1/2 day session and or a talk session 14:23:39 lightning talk format was highly valuable at code4lib (again) this year. 14:23:47 not sure if anyone except the English ever played football in cricket stadiums much :) 14:23:54 talk time duration? 14:24:32 45 usually, some other options in special sessions 14:24:34 ? 14:24:48 each presentation to be of 45 mins with a 10 mins q&a ?? 14:24:59 kmkale: sounds good to me 14:25:09 kmkale, ++ too 14:25:09 me too :) 14:25:28 +5mn move your body to the next conf room ;-) 14:26:19 that gives us a target of 4 presentations per day plus one key note and one lightning talk 14:26:32 am i correct in my additions? 14:26:55 4 or 5 ? 14:26:55 5 14:27:26 start time 9.30 ok? 14:27:33 and close time 4.30 ok? 14:27:40 kmkale: I'd wait and see if lightnings are one per session or best all together. Probably depends what comes in. 14:28:01 with a 15 mins tea/coffee break plus an hours lunch break 14:28:40 ok that brings us to call for papers. can anyone help in writing it? 14:29:01 kmkale: I can write a draft 14:29:05 when do you need it? 14:29:12 gmcharlt: update last year's? 14:29:12 gr8 gmcharlt++ 14:29:23 slef: yep, most likely 14:29:30 gmcharlt: http://kohacon11.vpmthane.org/ocs/index.php/k/k11/author/submit 14:29:36 gmcharlt why not send it asap? 14:29:53 kmkale: OK, I'll send you something to look at later today 14:30:13 i.e, in the next couple hours 14:30:32 kmkale: submission process needs configuring before the call goes out. 14:30:33 I have registrations working so shall we throw the registrations open and announce on the lists? http://kohacon11.vpmthane.org/ocs/index.php/k/k11/schedConf/registration 14:31:02 slef: what do you propose? do we have a peer review kinda system? I think we should. 14:31:22 kmkale: if you're up to it, I'd like to suggest a code4lib-style voting on the presentation proposals 14:31:44 kmkale: also call for help writing travel guides? 14:31:55 slef: yep 14:32:04 * kmkale sucks at writing stuff 14:32:30 kmkale: I would leave it pretty open, but warn there may be a review stage if there are far more talks than can be accommodated? 14:32:31 gmcharlt: ":code4lib-style voting on the presentation proposals" how to? 14:33:15 kmkale: basically, solicit the presentations, then prior to the presentation, hold an open vote of the community to choose which presentations make it to the program 14:33:19 at this stage lets get proposals in. then we form a comitee to have a look at whats good 14:33:25 aahh 14:33:27 kmkale: spelling error in http://kohacon11.vpmthane.org/ocs/index.php/k/k11/schedConf/registration (should be participants, says dict) 14:33:43 this assumes, of course, that we get more presentations than slots, which is likely 14:33:47 thanks slef 14:33:50 gmcharlt: popularity_contests-- 14:34:17 gmcharlt: we may get many from India but with dodgy quality 14:34:30 do we propose a theme for papers in the call for papers? 14:34:40 how about... 14:35:03 first of all, call for keynotes, then arrange those into sessions and call for talks on each keynote theme? 14:35:27 or am I making this too complicated when there is less time than ideal? 14:35:33 or call for papers and keynotes then arrange them into sessions? 14:35:36 could we have more presentations than slot & say ppl would have to decide between speak 1 and 2 ? 14:35:53 or say speak 1, 2, 3 are done twice, so everyone will miss 1 (but just one) 14:36:06 paul_p: if we have enopugh attendees / speakers we can arrange for parallel sessions 14:36:39 kmkale: I'd expect that would be quite likely (having parallel sessions) 14:36:54 the Evergreen conference, for instance, manages 3 tracks of sessions with about ~200 attendees 14:37:04 did we have parallel sessions in prewvious kohacons? 14:37:08 and the KohaCon in Texas had two or three tracks, as I recall 14:37:14 great 14:37:46 so lets say send out a call for papers and keynotes with a few themes? 14:37:52 It depends on the audience and what comes in. 14:37:54 then arrange what we get into sessions? 14:38:11 and then decide on parallel sessions etc depending on number 14:39:06 any ideas about themes? 14:41:17 migrations, tuning, hosting 14:41:29 customising opacs 14:41:53 in Paris, we had only 1 session iirc 14:41:53 customising++ 14:42:00 customizing++ 14:42:05 not really themes?, but some general ideas 14:42:07 paul_p: I thought there were 2? 14:42:22 * slef has vague memories of passing out from the heat in the second session 14:42:27 another idea - spreading Koha; something aimed at convincing administrators to look at it 14:42:33 We had only one large room, so I think it was only 1 14:42:42 paul_p: do you mean 1 track? 14:43:03 aye spreading koha both to librarians and to developers 14:43:09 nice idea gmcharlt 14:43:20 paul_p: as in, serial sessions 14:43:28 only 1 track, right = http://koha.1045719.n5.nabble.com/KohaCon-2-3-Mai-2006-ENSMP-Demandez-le-programme-td3069529.html 14:43:51 gmcharlt: we'd need library consultants to submit it, true 14:44:27 do any of the archives offer us a neat overview of topics/themes discussed over the last year? 14:44:28 spreading koha++ 14:44:47 slef: I don't recall that the Texas conference had a particular theme, as such 14:44:55 and teaching/encouraging libraries to attempt Koha install/migrations themselves 14:45:29 #help gmcharlt to draft call for papers 14:45:38 kmkale, do you think attendees will be more "I don't nothing about OSS & Koha" or "I may be interested in Koha, let me know more" ? 14:45:55 the programme would/could be different depending on the expected audience. 14:46:01 mtj: I'm unsure of that, for more than the obvious reason (my sales), because it risks koha becoming seen as more for those who want to try DIY 14:46:07 paul_p: attendees will be interested in Koha, let me know more 14:46:38 kmkale, in Paris, day 1 was for full-newbies day 2 was "I already use or plan to use Koha, tell me more" 14:47:05 mtj: but definitely a more mainstream intro to the liveCD and virtual machine versions would be good. 14:47:15 paul_p: koha awareness is quite high 14:47:26 mtj: I think there was a cloud/VM type intro in hackfest, but not in con? 14:47:52 somebody had suggested sessions on how to setup dev installs and getting started on koha dev 14:47:57 or was it for the hackfest? 14:48:27 kmkale: hackfest i think 14:48:45 I guess a session on community participation for the masses (bug reporting demo, RFC demo, ...) might be good, if we get talks offered? 14:48:46 anyone interested in helping with the site http://kohacon11.vpmthane.org/ocs 14:48:49 ? 14:48:50 kohacon10 hackfest 14:49:03 yes slef good idea 14:49:28 i can give access to the site 14:49:29 kmkale: what sort of help? I'm now registered, thank you for the change. 14:50:04 I have put several placeholders in the site where I dont know what text to put 14:51:40 slef: +1 # community participation session 14:52:45 do we switch to the 2nd part of the KohaCon now ? (not clear to me) 14:52:50 kmkale: I'm happy to admin following requests from people, but I'd rather not lead any task just now if anyone else wants to do it (I have some local elections in May and July). 14:53:20 paul_p: 2nd part of the KohaCon? 14:53:32 ie: do we speak of the 2nd part? 14:53:41 (sorry, i've a meeting in // ...) 14:53:42 slef: I will give you access. 14:53:43 paul_p: define "2nd part"? 14:54:01 hackfest? 14:54:03 slef, the hackfest/developer part 14:54:04 yep 14:54:21 somebody had suggested sessions on how to setup dev installs and getting started on koha dev 14:54:21 or was it for the hackfest? 14:54:31 => kmkale few mn ago 14:54:45 paul_p: not specifically AIUI we're talking about general organisation 14:55:25 everyone please go through the site and let me know any text changes etc. 14:55:54 anyone wants rights on conf management in OCS let me know 14:56:31 paul_p: move on to hackfest? 14:57:37 kmkale, you decide, if you think you've informations you need/want for the 1st part ;-) 14:57:50 kmkale: i now have an ocs account , will do… 14:58:23 to summarize 1st part lets send out call for papers, open registrations, review papers as they come in, after a while start thinking about organizing sessions 14:59:20 get help in travel guides 14:59:31 from different parts of the world 15:00:01 decide on keynote themes 15:00:09 did i miss out anything? 15:00:46 next meeting I will report progress from our sub comitees 15:00:59 one more thing how about a call for sponsors? 15:01:08 kmkale++ 15:01:19 can ocs help with that? 15:02:14 ocshttp://kohacon11.vpmthane.org/ocs/index.php/k/k11/about/organizingTeam 15:02:21 has a section on sponsors 15:02:35 & anather on sources of support 15:02:40 could I add Registration Type: Prospective-Sponsor, perhaps? 15:02:43 but thats just text 15:02:57 actual work has to be done by us :) 15:03:03 kmkale, you can also ask or suggest about sociolizing time (what to do after each day ?) 15:03:12 slef: good idea 15:04:16 paul_p: good idea. so i can come up with a list of places to visit, shopping, get together, dinner etc etc 15:04:44 kmkale: ok, I will add that when I have ocs admin. 15:04:52 slef:++ 15:05:27 kmkale, do you plan to organize something ? in Texas, there was a baseball match, in NZ a maori experience,... 15:05:51 planning on a day trip to Mumbai 15:06:01 (everybody pays for this event, but you organize) 15:06:05 kmkale, great ! 15:06:32 Sorry but I am going to have to leave in about 5min 15:06:50 paul_p: hackfest discussion now? 15:06:59 mumbai trip sounds great 15:07:02 kmkale, if you want. 15:08:23 take it away paul_p 15:08:24 (I repeat what I already have said) my strong opinion is that we must have 2 different parts: one to help ppl learning how to hack, and one for hacking 15:08:36 length pf hackfest? 15:08:37 both are equally important. 15:08:55 learn to hack++ 15:08:57 kmkale, as long as possible 3days not enough according to me 15:09:21 we can organize let hackers say how long they want 15:09:28 2 days learning to hack, then 3 days hack would be perfect ! 15:09:54 paul_p: including weekends or excluding 15:09:56 ? 15:10:36 excluding 15:10:44 ++ to have some rest during the we 15:10:59 ok so 31st oct is monday 15:11:03 experimented in NZ = everybody was toooooo tired on hackfect day 3 ! 15:11:06 so mon, tue, wed conference proper 15:11:16 in France, wk 1 = conf, then we, then wk2 = hackers 15:11:17 thursday mumbai trip 15:11:46 fri, sat learn to hack 15:11:50 sun rest 15:12:01 mon, tue, wed hack 15:12:02 ?? 15:12:08 sounds really good ! 15:12:13 in all 10 days 15:13:19 can hackfest stuff be done in a classroom of say 30 ppl? 15:14:04 yeah, i think so 15:14:05 kmkale, I feel yes 15:14:13 cool then we have many 15:14:24 but if you get 18k attendees, you may get 300 developers ;-) 15:14:46 in France we were 15, in Texas about 15, in NZ about 15 too ! 15:15:01 hehe if that happens paul_p then biblibre better bring all its developers to teach parallel learn to hack sessions :) 15:16:13 lol 15:16:44 shall we toss around the hackfest discussion on thge lists so that we get more opinions? people really may not have 10 days 15:16:59 kmkale, if you pay the trip to all of us, then we could all come ;-) 15:17:02 I'm mobile so sorry for late/intermittent comments: remember that each extra day a travelling worker attends is probably an increased cost to their Koha buyers. 15:17:41 paul_p: if I could pay i would have attended kohacon in NZ ;) 15:17:42 i've the opposite opinion: once i'm here, I want to ROI my investment ;-) 15:18:06 yeah, i agree with paul :) 15:18:24 ya mtj is coming eraly for Diwali too :) 15:18:39 so do I, but I don't see much return for us in past hackfests 15:19:16 kohacon more return, hackfest less 15:19:27 ok how do we go about finilizing hackfest duration and format? mailing list? vote? 15:19:38 aww, the friendship and experience is nice, for hackfests 15:20:41 mtj: we have lots of friendship and experience within the co-op :) 15:20:42 perhaps we discuss on the mailing lists for the next week? 15:20:52 or do we just vote now? 15:21:02 mailing lists is better imho 15:21:05 final decision or decision method is up to kmkale IMO 15:21:21 mailing list++ 15:21:48 slef: about hackfest its really upto developers 15:21:59 i don't want to be sitting there alone ;) 15:22:13 mailling list++ 15:22:29 @karma list 15:22:29 slef: Karma for "list" has been increased 3 times and decreased 1 time for a total karma of 2. 15:22:29 so paul_p will you send a mail to the list about hackfest duration format proposal? 15:22:39 @karma mailing list 15:22:39 slef: mailing list has neutral karma. 15:23:01 kmkale, if you want, or you can do it yourself if you prefer. I let you choose (it's your KohaCon ;) ) 15:23:21 paul_p please do it if you can 15:23:30 ok, will do 15:23:36 thanks paul_p++ 15:23:41 also how do we go about getting some sponsors? 15:24:11 mailing-list again, i think.... 15:24:44 once there's a sponsor registration type, let's call for sponsors on list, web and newsletter? 15:25:09 slef yes good idea 15:25:38 #action kmkale to give slef and gmcharlt admin rights on OCS 15:25:59 #action paul_p to send out hackfest discussion mail 15:26:27 anyone else has anything to discuss? any question to ask maybe? 15:26:37 #action gmcharlt to draft the call for presentatins 15:27:16 #action slef to create sponsor registration type post getting admin rights 15:27:22 time and date for next volunteers meeting? 15:28:14 2 or 4 weeks away? or too soon? 15:28:34 how about monthly meeting? rotated 8hrs? 15:29:00 yeah, perfect 15:29:12 i had a couple of regrets due to the time of meeting today 15:29:12 ++ for me too 15:30:09 5th april? 15:30:43 or 8th 15:31:04 8th sound OK to me 15:31:43 time? 15:31:43 i heard time was a scary thing 15:31:50 huh 15:32:17 do we try to get the time as per most of volunteers convinience or go by the 8 hr thing? 15:33:02 make sure it's sane for you, then rotate or not as you wish IMO 15:33:10 kmkale: it's up to you 15:33:16 8 hr thing ++ 15:35:26 6.00 uts on 8th april then? 15:35:32 *UTC 15:35:51 kmkale, OK for me 15:36:08 paul_p: I was afraid you would say too early ;) 15:36:55 agreed? 8th april 6.00UTC ?? 15:37:26 agreed 15:37:44 kmkale, will be 8AM for me (summer time), so OK 15:37:51 agreed 15:38:29 #action next irc meeting of Kohacon11 volunteers on 8th April 2011 at 6.00UTC 15:38:36 end meeting? 15:38:58 be happy to answer any queries about Thane, India, VPM etc 15:39:37 ok for end meeting 15:39:54 #endmeeting