Contents
Presentation
- CoConveners
There should be a small group of people who take responsibility for the event. This can vary from just acting as an "inviter" to other people, to taking responsibility for more organization. We had a question whether a single person needs to be the ultimate responsible person. Even though they aren't in charge of anything, they can coordinate volunteers and other co-conveners, and at least make connections between people. Someone called it an "un-leader". AnneGoldenberg et AntoineBeaupré will be the benevolent dictators.
The Co-conveners of this OpenSpace event are the sources of invitations; they are the root nodes in our web of hospitality. The co-conveners are responsible for:
- identifying and inviting other participants
- lending their name and prestige to the event; vouching for the goals
- attending
- being enthusiastic
- being encouraging
Co-Conveners
Co-conveners are also part of the planning group for RoCoCo, and if possible we ask that they attend some PreparationMeetings and help out with some of the tasks for the event. The following people are CoConveners of RoCoCo:
AnneGoldenberg - Doctoral student in communications at UQAM; wiki and self-organizing enthusiast
AntoineBeaupré - Koumbit community leader; programmer and hacker; Open Source and wiki enthusiast
EvanProdromou - founder of Wikitravel; Open Source and Open Content enthusiast; MediaWiki developer
RobinMillette - co-fondateur de FACIL, Civic-Access et Waglo Labs; développeur et explorateur
NicolasBencherki - student in communication, Udm, Wiki enthusiast
MarcLaporte - project leader for Tikiwiki; political activist; Open Source activist and developer
DeborahHartmann - agile Community Editor,and OpenSpace enthousiastic, she'll be our facilitator and already gave us some input for the organisation.
To be Co-conveners ?
These people have been asked to act as CoConveners and when they decide to, they should move their names from this list to the one above:
HughMcGuire - founder of Librivox; wiki experimenter; community leader and Open Content advocate; civic access supporter
SebPaquet - wiki academic and social-software theorist; blogger; founder of Know-how Wiki
- Esther Matte - an Open Space facilitator interested to experience the wiki community. She will assist Deborah.
Tasks repartition and ToDo list
Reading the previous RCC camp task definition and repartion, I made this list of tasks. I suggest there should be at least one or two people responsable by task. My name AnneGoldenberg is on too much responsabilities, I need help and maybe get off some responsabilities. Also; I put some names on some responsabilities, but I suggest you to change it if you don't feel like doing so or to do something else. The definition and content of each task could also be improved. I suggest to (soon) organise a PreparationMeetings for coordonnation, but within a task, people could coordinate themself. Finaly, my english is not too good, but I thought I might be better to have this page in english only, not to loose time in translation among us, but maybe the "translation comity" would find it is a bad idea.
1.Communication
Definition
"Communications. This is having a wiki, a mailing list, IRC channels, etc. I think we're doing pretty well here."
To work on
- Aspirations, goals. The event has to have a point.
- Mailinglist/ liste de Discussion: rococo@anarcat/ yahoo group? How to reach RCC people ?
WiFi. RCC 07 had the local WiFi group, Personal Telco, do the WiFi for them. This may be something we get SAT to do, or Île sans Fil.
- Invitation.
- Participants. One of the big regrets that RCC 07 organizers had was that they didn't identify and invite potential participants in time. It would be good to fill out the ?
Responsable
EvanProdromou (sending invitation)
AnneGoldenberg (sending invitation, promoting the event)
AntoineBeaupré (managing the mailing list, promoting the event)
2. Space/lieu
Definition
It seems like we have SAT for the space, which will be great..
To work on
- Write the list of what we need, send it to Hugues Monfroy for him to send us a device. I think this is URGENT because it seems that he already was wainting for it during the winter and he gave the place to somebody else for a time.
- Insurance : included
Responsable
AntoineBeaupré (have seen the place, must write the list of what we need)
EvanProdromou (have seen the place, must write the list of what we need)
3. Money.
Definition
Sponsors / Commanditaires / Budget
To work on
From RRC2007 : Another regret was not contacting potential sponsors early enough that they could make decisions over a period of weeks rather than hours. "We need $1000 and we need it now" is pretty hard to say yes to.
- Make a list of things have to be paid for.
(Re)Work on the LeBudget
Make a list of Sponsors
- Ask for fundings to the ["Sponsors"["Sponsors"
Responsable
EvanProdromou (write a canvas and send it to sponsors)
AntoineBeaupré ? (rewrite the budget, finding sponsors?)
RobinMillette ? (finding sponsors, rewrite the budget)
AnneGoldenberg (send letters, with a canvas)
Help Required ![/!\](/_static/modern/img/alert.png "/!\"){kind=small}
Urgent
4. Food/Nourriture
Definition
- collations: thé; café. Jus de fruits. De l'eau. Protein. Fruits?
- I find "sesame snaps" a good protein snack, easy to get. Not cheap, but much cheaper than catering muffins, for sure. A box costs something like $10. (deb)
- bagels and cream cheese do go a long way, and cost relatively little. I'd try one bagel per 2 people. This can sit out all day if the cream cheese has a lid. But if they are not pre-cut this could be a mess... solutions? (deb)
- restaurants.
- note that in classic open space, food is delivered to the venue and people grab some when they want. This way sessions don't have to stop unless people want to. This can make the eat-in meal less fancy / less expensive (pizza, cookies, etc.) Recently in Portland they just put boxed lunches on a table - box indicated whether it was a salad or roastbeef sandwich or chicken sandwich. Each box had a fruit (people could swap), a napkin, something else (chips, salsa, etc.)(deb)
Please consider vegetarians/vegans or do they have to BYO?
Maybe if I can get my act together I could BYO for a few... (Flickety) = We are vegetarians/vegans food sensitive (AnneGoldenberg)
To work on
From RRC2007 : Food (or not). This was a biiiiiiiiig issue at RCC 07. At the very minimum we should have coffee and tea for everyone. We can also have "snacks" -- fruit, pastries, soft drinks and bottled water. Another step up is having one or more full hot meals. There was some discussion at RCC 07 whether it was better to have people go find restaurants at lunchtime (like 06) or whether to have hot meals at the venue (like 07). The general consensus was that it'd be nice to have a mix: do a hot meal on the first day while out-of-towners get to know local people, then on he following days let people go explore the city for an hour with their new friends.
Responsable
Help Required
5. Traduction/Translation
Definition
- On the wiki
- During the event
To work on
- We need to find a translation policy + tools. Or maybe let it be freely organised ?
- This should be communicated
Responsable
DeborahHartmann if you wish, I will open and close the event self-translating paragraph by paragraph. I did this at XPday Montreal, it worked ok. I do have a bilingual script for this.
6. Facilitator
Definition
To facilitate the event, someone who leads the big circle. We may want to ask someone who's not part of our community, so they can have a little objectivity and really step aside. (This seemed to work really well at RCC 06).
To work on
Responsable
Deborah Hartmann (it's on my calendar, shall I assume I'm opening and closing the event?
- ? one person to help others put their notes on the wiki (mostly for the non-techies, perhaps) Explain how to access the wiki, how to use a simple template for their notes, and help them use a desktop (provided for those without wireless laptops). I'll do much of this, but a helper would offer some relief - 2 days is a long time!
- + ?
7. Material
Definition
Take care of the materiel, make a list, borrow it, look at it, give it back...
To work on
- Make a list of required material:
HardWare: Computers, Projectors, WIFI, local server?
- Software: wiki, gobby session...
- other things : papers, pens, stickers...etc..to organise the open space.
- a sponsor for paper, pens could be helpful if you plan to have lots of discussion areas (deb)
Responsable
RobinMillette ? (hardware, software)
AntoineBeaupré (hardware, software)
MarcLaPorte ? (hardware, software)
- Deborah Hartmann ? (supplies for "the wall" and open space discussion areas)
- ? how many discussion areas will there be?
AnneGoldenberg (for the otherthings)
8. Registration.
Definition
- Welcoming people the first day. Badges, stickers, etc.
- This is a big job.
To work on
- To be described here.
Responsable
Help Required
9. Schwag.
Definition
Some kind of souvenir, like bags, t-shirts, vests, other. People love having this stuff, but we'll need a design.
To work on
- We thought of a T-shirt with a logo.
- if you sell the T-shirt on cafepress.com (etc.) then you don't have to handle the money and you don't end up paying for shirts that just end up at the second-hand store (mine always does).People order the shirt online, and you can even have two prices: price of just the shirt, and price of the shirt plus a contribution. People can order online in advance and you deliver them at the event. (deb)
Responsable
Help Required
10. Press.
Definition
It can help to have some press coverage, especially on the first day. It energizes the group, and it can alert some non-participants who can come the 2nd or 3rd day (or next year).
To work on
- Press Information Kit - which we can then try to get media interested in. Could simply be an email with links to explanatory pages. (deb)
- ?