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authorsamuelig <samuelig@web>2021-07-30 11:33:24 +0000
committerIkiWiki <ikiwiki.info>2021-07-30 11:33:24 +0000
commiteaae1219609d7fe4a3d8c99557630fc455650f25 (patch)
treeb05b1d8b350a2ef23ae064164ca6479581ee87fb
parentf7d3d0185ba70940b3c7451346e7e1773d44a253 (diff)
-rw-r--r--BoardOfDirectors/Duties.mdwn18
1 files changed, 11 insertions, 7 deletions
diff --git a/BoardOfDirectors/Duties.mdwn b/BoardOfDirectors/Duties.mdwn
index 0f0c576e..f4b14412 100644
--- a/BoardOfDirectors/Duties.mdwn
+++ b/BoardOfDirectors/Duties.mdwn
@@ -101,7 +101,7 @@ ATM Daniel Vetter
ATM Samuel Iglesias Gonsálvez
-- Create an Indico event and fill it with basic content: registration form, CfP form, CoC, location, etc. Coordinate with organizers the writing of the rest of the content.
+- Create an Indico event and fill it with basic content: registration form, CfP form, CoC, location, etc. Copy them from past years. Coordinate with organizers the writing of the rest of the content.
- Send out RFP a few months ahead of this years XDC, so we can hopefully announce next year's organizer at XDC. See [[Events/RFP]] for lots of details.
@@ -109,7 +109,7 @@ ATM Samuel Iglesias Gonsálvez
- Share our twitter/youtube account details to organizers.
-- Be sure we don't miss any step or deadline: CfP announcement (usually about April/May), schedule announcement (usually one month before the conference)...
+- Be sure we don't miss any step or deadline: XDC-N CfP announcement (usually about April/May), schedule announcement (usually one month before the conference), XDC-N+1 hosting RFP announcement (usually together with XDC-N CfP announcement) and any other relevant announcement.
- Solve any doubt the organizers might have, either directly or forwarding it to the board.
@@ -117,7 +117,7 @@ ATM Samuel Iglesias Gonsálvez
ATM Samuel Iglesias Gonsálvez
-- Make sure you have a good committee (both board and organizers, wide representation if possible).
+- Make sure you have a good committee (both board and organizers, wide representation if possible of all parts of the graphics stack).
- Make sure you know how much time/slots we have to not overfill the schedule.
@@ -127,12 +127,16 @@ ATM Samuel Iglesias Gonsálvez
- Figure out some process to filter out talks: Clear accepts/rejects go out first, then lots of haggling about the remaining ones.
-- Solicit workshops as seems useful to completement the program of talks. Don't forget the board meeting.
+- Solicit workshops as seems useful to complement the program of talks. Don't forget the board meeting.
-- Build program. For lighting talks this needs to be done by organizers at the conference.
+- Build program in advance, check the available slots just in case you need to ask for more talks. For lighting talks this needs to be done by organizers at the conference as they can be submitted during the conference itself.
+
+- Ask for talk confirmations to submitters. Every year we have one or two talks cancelled that need to be replaced by another one in the queue list.
- After conference ask attendees for feedback. Put any lessons learned into [[Events/PapersCommittee]]
-- Aim for one week for the initial voting, then two weeks for haggling and figuring out the maybe talks.
+- Aim for one week for the initial voting, then two weeks for haggling and figuring out the maybe talks. Another week for discussing the final program.
+
+- Indico can send message to submitters aside from accept/reject notices (go to "Participations Role" in the management area), but it is probably better to handle travel requests by normal email. Regularly check for new submissions with travel requests, forward those as mail to board@ and the requester (you can get their mail by editing the proposal, then edit the author list), and sanity check them (and ask submitters to improve). Also make sure the board actually approves them in a timely manner.
-- Indico can't send message to submitters aside from accept/reject notices, we need to handle travel requests by mail. Regularly check for new submissions with travel requests, forward those as mail to board@ and the requester (you can get their mail by editing the proposal, then edit the author list), and sanity check them (and ask submitters to improve). Also make sure the board actually approves them in a timely manner.
+- Remember that if people send emails to board@, they will very likely to fall in the moderation queue of the mailing list. Review often that queue.