Created page with "{{JavaSpecialistsSymposium2013Nav}} {{:JavaSpecialistsSymposium2013:Open Spaces Learning}}
{{JavaSpecialistsSymposium2013Nav}}
{{:JavaSpecialistsSymposium2013:Open Spaces Learning}}
This page serves as a checklist (for the "[[JavaSpecialistsSymposium2013:Disorganizers|disorganizers]]") of issues to address in preparation for a [[JavaSpecialistsSymposium2013:Open_Spaces|specific open spaces]] event and may be used as a "how to" basis for other events.
Edit the page and add comments next to the appropriate
comments =
and (when ready) change the status of the issue by editing the word next to
progress =
- allowable words for progress include: 'done', 'ahead', 'on track', 'behind', etc. according to the key (below right).
{{:Issue Tracker Key}}
=Roles and Responsibilities=
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:06, 13 July 2012 (UTC)
|title = Clarify roles
|status = Closed (done) - [[User:KTucker|Kim Tucker]] 17:59, 7 March 2010 (UTC)
|priority = high
|effort = trivial
|progress = done
|comments =
Ensure everyone knows who is responsible for what.
See [[JavaSpecialistsSymposium2013:Disorganizers|disorganisers' page]]
}}
=Venue=
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Venue selection
|status = Closed (done) - [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|priority = high
|effort = difficult
|progress = done
|comments =
Select a venue with attention to convenience
For example, a venue which combines accommodation and suitable conference facilities obviates organising transport for the participants every day.
, location, catering, conference facilities and support, management-friendliness, accommodation, budget. not too many distractions
Remoteness can help in this respect.
, etc.
Venue pre-selected on basis of the above and previous experience.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Venue: no other events at the same time?
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Check whether there are other events at the time which might affect (or be affected) by this event. For example, the wall must still be there the next day (the rooms should not be used for other activities during the event). Our participants will move around and potentially use unplanned locations for discussions such as the pool area, an available lounge in the lobby, etc..
Stay in communication with venue management and be sure to pre-empt any show-stoppers.
Done: This was clarified with hotel management by Heinz. Only a few other guests.
}}
==Room Requirements==
===Bal de Mer (main plenary room)===
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Room size
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
Big enough for all 40-50 participants seated in a circle, or 2 concentric circles (no tables in the middle - just a few possibly around the sides out of the way for projector, sound system ...)
In this case, we knew the room (from [[JavaSpecialistsSymposium2011:Home|2011]]) and that the number of participants was unlikely to exceed its capacity.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Sound
|status = Heinz sorted this out
|priority = high
|effort = medium
|progress = done
|comments = Roving microphones, speakers, etc.
Heinz sorted this out mostly with personal equipment.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = The Wall - planning board (space-time matrix)
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = Line of flipcharts/ pin-wall(s)/ large white board/ etc. If applicable, check that masking tape sticks and that management allows this. We will improvise (this is ''really'' important)
It turned out fine. There was a suitable wall. For other events make sure this is the case well in advance (before finalising the venue).
Heinz liaised with management and confirmed that we could still do this (as we did in [[JavaSpecialistsSymposium2011:Home|2011]]).
Management supplied four flipchart stands and enough pads.
The disorganisers set up the wall and other posters (see below) on the Sunday before Day 1 (the Monday).
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Post-its
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = Big enough to be read clearly on the wall - preferably slightly bigger than last time
[[w:Paper size|Be precise]] about this. For this venue and number of participants A7 (105 x 74 mm) or slightly bigger is about right
- e.g. 127 x 77 mm (5" x 3").
Stilo supplied some and Kim and Kate brought some matching the specs above (127 x 77 mm = 5" x 3"; this is a good size).
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Masking tape
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = A few rolls.
Kim and Kate brought a few roles to ensure they had some on Saturday/Sunday in advance. There was some more left over from last year and Stilo supplied some too.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Flipcharts
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = x 4 stands + extra sheets (pads)
The hotel supplied sufficient flipchart pads and stands.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Projector
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = Data projector + screen + table/stand for the projector
Hotel supplied tables and Heinz supplied the projector.
}}
===Elyros===
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Room Size: chairs
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = Size dictates 10 - 12 chairs - arrange room as desired based on 2011 experience.
Room arranged with a large table surrounded by chairs permitting use of laptops in group coding exercises etc.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Flipcharts
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = 2 flipchart stands + extra paper in opposite corners.
Only one flipchart pad was supplied. The stand arrived later (on day 2 ??).
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Tables
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
Tables (in either Elyros or Kydonia probably not both)
For this event in [[JavaSpecialistsSymposium2011:Home|2011]] these two rooms (Elyros and Kydonia) were set up for coding around a large table with a big TV screen in view
- e.g. 2 folding tables, each seating 6 with own laptops for coding activities.
Done as per [[JavaSpecialistsSymposium2011:Home|2011]]
.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Monitor/TV
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
A display screen for all 6 - 12 to see.
Done - Heinz.
}}
===Kydonia===
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Room Size: chairs
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = Size dictates 10 - 12 chairs - arrange room as desired based on [[JavaSpecialistsSymposium2011:Home|2011]] experience.
Done as per [[JavaSpecialistsSymposium2011:Home|2011]]
.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Flipcharts
|status = Done
|priority = high
|effort = medium
|progress = done
|comments = 2 flipchart stands + extra paper in opposite corners.
One flipchart stand sufficed + flipchart pads, etc.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Tables
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
Tables (in either Elyros or Kydonia probably not both)
For this event these two rooms were set up for coding around a large table with a big TV screen in view
- e.g. 2 folding tables, each seating 6 with own laptops for coding activities.
Done as per [[JavaSpecialistsSymposium2011:Home|2011]]
.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Monitor/TV
|status = To Do
|priority = high
|effort = medium
|progress = on track
|comments =
A display screen for all 6 - 12 to see.
Done via Heinz.
}}
===Other spaces===
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Ensure other spaces will be available as per 2011
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
'''Library'''
For discussions only, not locking or sticking papers on walls etc., wireless internet available.
'''Le Pont Rest'''
For discussions only, not locking or sticking papers on walls etc., wireless internet available.
We more or less had the run of the place except for the dining area (unlike last year).
}}
==Seating arrangements==
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:37, 16 July 2012 (UTC)
|title = Seating arrangements
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Arrange chairs:
* as appropriate (for open space, chairs arranged in a circle without tables)
* one (or more) area(s) might be set up for coding/doc sprints (etc.) as indicated above.
Heinz clarified this with management, so we did not have to rearrange a standard board-room or cinema type setup.
The disorganisers and helpers arranged the chairs in a circular shape in the Bal de Mer on the Sunday (Day 0).
}}
=Posters=
* Directions with arrows to navigate to each room
** We did not get around to this but made a point of making sure everyone found their way (follow the convenor and ask).
* Flow for each day
** From Day 0: prepared at the end of each day for the next day (by Kate).
* OST Process
** Prepared on Day 0.
* Convenor responsibilities.
** Prepared on Day 0.
* Breaking News.
** Generally done on a flipchart pasted to the door of the Bal de Mer.
* Parking lot.
** We used the launchpad for this purpose.
* Sessions labels (A4)
** Consider making laminated posters each with one of the venue names on it (in a corner) - (erasable) topics and convenor names will be written on these with whiteboard markers for the next session (make 2 sets in case one is left behind in between sessions).
*** We just used approximately A4 sized sheets handwritten at the start of each session. This worked fine.
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 07:58, 13 July 2012 (UTC)
|title = Posters: Open Spaces
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Prepare one (e.g. on a flipchart) for each room with the principles of [[JavaSpecialistsSymposium2013:Open_Spaces|Open Spaces Unconferences]]:
Java Specialists Symposium 2013: Learning from each other
* Whoever shows up are the right people
* Whatever happens is the only thing that could have
* Whenever it starts is the right time
* When it's over, it's over.
'''The Law of Two Feet''':
''"If at any time you find yourself in any situation where you are neither learning nor contributing: use your two feet and go someplace else"''.
''Be prepared to be surprised!'' :-)
Best done by facilitators the day before Day 1 of the event by hand on flipcharts.
Convenor Responsibilities
* Raise the issue/topic to be discussed in a session (e.g. on a post-it posted on the launchpad/space-time matrix)
* Ensure that
** the session happens
** every voice is heard
** a report is written up and shared (on the wiki with links to related outputs).
'''N.B.''' One or more of these should be clearly visible in each break-out room (i.e. so that it cannot be missed by convenors of sessions in those rooms/spaces).
File:Itic2012LibreSoftware.jpg|Libre software
File:Itic2012ost-pillar.jpg|thumb|right|OST
File:Itic2012-convenor-responsibilities01.png|Convenor responsibilities
File:Itic2012-outputs.jpg|Requested outputs
'''2011 Posters:'''
Image:Process-smaller.png|Open Space Process
Image:ProcessFlip.png|Open Spaces Process
Image:OpenSpaces.png|Open Spaces
Image:ParkingLotEmpty.jpg|All issues were discussed :-)
Image:signed-cc-by-sa.jpg|Agreed - CC-BY-SA
Image:ConvenorResponsibilities.png|Convenor responsibilities
Image:BreakingNews.jpg|Breaking News
This year (2012) we did not make an OST process poster - the process is clear from acting it out.
}}
=Accessories=
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Tables
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = Enable flexibility. Most hotels have folding tables which can be conveniently pushed aside out of the way. Otherwise, consider setting up one of the smaller rooms as a permanent "geeking out" room (for coding sprints, etc.).
In 2011, folding tables were not available, so we improvised - one or more rooms can be coding rooms (with tables).
In 2012 we had tables in the far left corner of the Bal de Mer for sound equipment and in the fron for the projector. See footnote
re the other two main rooms.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Whiteboards
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = As an alternative or in addition to flipcharts. Ideally one very large one for the wall.
In 2011 whiteboards were not available but we did fine with flipcharts - which have the added advantage that information is not erased.
Not required for 2012.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Masking tape
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Enough to tape up the space-time matrix on the wall and other flipcharts. Several roles.
As above - see "The Wall - planning board (space-time matrix)" under "Bal de Mer (main plenary room)" above.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Flipcharts and stands
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
See room requirements above (this is just a double check :-).
Double checked.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Markers for post-its and flipcharts
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = If using whiteboards get appropriate markers (e.g. '''not''' 'permanent' markers) and make permanent markers distinctive (obviously permanent).
* '''Markers for flipcharts''': one of each color for each flipchart stand. (at least black, green, blue; possibly also purple, brown; avoid yellow and red)
* '''Markers for post-its''': one per participant (black or blue) - not too fine!
Done via Stilo and left-overs from 2011.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Colour-coding labels
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = c. 500 or more, 3 colours
Useful if the need arises to prioritise issues by voting. The need did not arise during the 2011 event.
"Done" in the sense that we decided they would not be needed. There was perhaps one moment when we thought they might have been useful. Optional for future - decide each time.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Extension cables
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = For all rooms
Hotel supplied multi-adapters and Heinz supplied what was needed for the sound equipment.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Power strips
|status = To Do
|priority = high
|effort = easy
|progress = on track
|comments = Multi-adaptors (see [http://www.adaptelec.com/index.php?main_page=document_general_info&cPath=15&products_id=145 this page on adapters])
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Half moon trunking
|status = To Do
|priority = high
|effort = easy
|progress = on track
|comments = To minimise the risk of people tripping over cables
}}
=The Wall=
[[Image:SpaceTime1-3.png|thumb|150px|right|[[JavaSpecialistsSymposium2011:Schedule|Space-time]] days 1 - 3]]
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = Sticking onto walls
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
If you are expecting to stick flipcharts or post-its etc. on walls, check that this is possible and allowed.
'''''Check each time''''' as management might change the rules between events.
Double checked.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:22, 16 July 2012 (UTC)
|title = The Wall surface
|status = Done
|priority = high
|effort = easy
|progress = done
|comments = If no suitable walls (e.g. management has decided that sticking things onto the walls is disallowed), can the hotel supply pin walls?
Management happy for us to stick flipcharts on walls with masking tape.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Planning Board/ Space-time Matrix
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
e.g. see [[JavaSpecialistsSymposium2011:Schedule|sample Space-time Matrix]] - but on a few flipcharts or large white board:
Time
Place A
Place B
Place C
0900-0930
1000-1100
1130-1230
Where will it be? - Bal de Mer (along the wall).
Done by Kim, Kate and helpers on Day 0. Improved and extended during the event.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 09:44, 31 July 2012 (UTC)
|title = Launchpad design
|status = Done
|priority = medium
|effort = easy
|progress = done
|comments =
Remember this design for the launchpad (especially for the 1st planning session):
Level
Discussion/open area
Coding room
Overview/ orientation
Basics/ essentials
Advanced/ detailed
The above will make it easier to allocate sessions to appropriate rooms and emergent tracks may be indicated.
Where will it be? - Bal de Mer (along the wall to the left of the space-time matrix).
2012: the key thing is whether the session requires a projector/ large screen. Although some clusters emerged, the topic suggestions did not unpack into neat tracks.
Issue: people wanting to go to sessions scheduled while they are convening something else.
}}
=Process=
==Working with management==
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 19:37, 16 July 2012 (UTC)
|title = Working with Management of the Venue
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
NB:
* Spend quality time with the management of the venue.
* Educate them about [[JavaSpecialistsSymposium2013:Open_Spaces|Open Spaces Conferences]].
** Advise that small groups of our participants may work in odd places from time (e.g. by the pool?)
** Ascertain "no go" areas, and inform participants.
** Catering: maximum possible flexibility - a variety of options available most of the time (water, tea, coffee, ...).
** In some ways organisation for them is easier (and can be fun).
'''Check:'''
* Are the rooms available at other times? (afternoon, evening). Ideally yes, if most participants are staying at the venue - so they can self-organise evening sessions.
'''Requests:'''
* When preparing the rooms, please do not wipe whiteboards or cleanup post-its, etc.
* Don't take anything out of the rooms except (e.g.) cups, bottles, plates, ....
* Prefer small plastic bottles of water for each participant (rather than glasses which get left around and lose their owners) (hygiene).
* Cell/telephone number of an English speaking contact staff member to deal with anything unforeseen (e.g. air conditioning stops, more water needed, where's the coffee?).
Heinz covered all of this and introduced Kim and Kate to the manager on Day 0.
}}
==Venue preparation==
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:48, 16 July 2012 (UTC)
|title = Rooms, signs, posters and space-time matrix
|status = Done
|priority = high
|effort = difficult
|progress = done
|comments =
Disorganisers to meet at the venue at least one day before the event starts and set up the rooms: signs, posters and space-time matrix, etc.
Done on Day 0 after arriving on Day -1 (late afternoon).
}}
==Name tags==
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Name tags
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Stickers (for each day) + marker pens to write names clearly on the stickers
Update: in 2011, pre-printed stickers were distributed each day.
.
Done as per 2011
.
}}
==Daily Schedule==
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Opening
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
Some points to mention on Day 1.
'''Briefly''' describe [[JavaSpecialistsSymposium2013:Open_Spaces|Open Spaces Conferences]] and mention that:
Open spaces are open spaces with no pre-set agendas, tracks, outputs or outcomes. The participants self-organise and
* every issue of concern to will be raised and discussed to the full extent collectively desired
* reports will be produced by the participants (preferably on-the-fly) - feel free to record (photo, audio, video), post to wiki (preferred), blog, tweet, etc. (cc-by-sa)
** the organisers (dis-organisers :-) will help facilitate this happening but the responsibility for ''doing'' it lies with each group.
* Where applicable, spaces may be created for the formation of setting of priorities and developing action plans by those who feel moved to do so.
See [[JavaSpecialistsSymposium2013:Organization/Opening|notes on Opening]] for more.
Done: Kim and Kate improvised with Heinz, John and Kirk.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Daily routine
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
We'll make it up as we go along but in general:
Day 1:
Excursions and meal bookings: get numbers for meals and excursions requiring pre-booking today and later in the week.
After the [[JavaSpecialistsSymposium2011:Organization/Opening|introduction/opening]], participants will be invited to post topics (written on clearly written post-its) onto the space-time matrix. Keep a keen eye out for duplication and obvious clustering (merge where appropriate).
Plan the first three days
Or just one day at a time. Planning three/four days on day 1 frees time at the start of the other days.
. Day 4 is for overflow (e.g. some groups may need a second session, an action planning session, report-back session, etc.).
10 minutes before lunch those wanting to negotiate continuation (a follow-up session) converge around the matrix with affected convenors. If successful, topics may move.
Then sort out the afternoon's excursions.
'''Update:''' the topics filled the four days and we basically planned it all on Day 1 (moving things around as needed later).
Days 2 - 3:
The first 10 minutes are for announcements and for people to check where their chosen topics will be + check numbers for bookings (meals and excursions).
The last 10 minutes before lunch will be as on Day 1.
Day 4:
As for days 2 - 3 except that the last 10 minutes will be to close the symposium.
Remember to keep at least one slot (in the plenary room) for report-backs just before lunch (e.g. 5 minutes each) - if desired and proposed by the participants on the space-time matrix.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Report-back sessions
|status = To Do
|priority = high
|effort = easy
|progress = on track
|comments =
Consider including slots on the schedule specifically for this (perhaps each day before lunch)
In 2011: we didn't, but participants were free to suggest such sessions. No-one did.
.
*Pros
** 5 minutes each
** Helps participants know what is going on
** Will help people decide if they have energy for a different space.
* Cons
** not everyone wants to attend all the report-backs
*** they may be posted as sessions on day 4 (rather than a plenary)
** please add
2012: again, we did not do this pro-actively.
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 23:10, 16 July 2012 (UTC)
|title = Proceedings
|status = To Do
|priority = high
|effort = difficult
|progress = on hold
|comments =
Capture proceedings on-the-fly on the wiki (pre-supposes Internet connectivity in each room).
e.g. participants (or a volunteer session scribe) directly edits a page and (if relevant) uploads photos of flipcharts to the wiki.
Delegate one person to be responsible to check that this gets done and if necessary to take the pictures in each room and upload them, so that it definitely gets done quickly.
2012: We reminded the participants regularly during the event but essentially left it up to them to decide how important the outputs are (see links to session reports emanating from the space-time matrix).
}}
{{Issue
|collapsed = False
|submitter = [[User:KTucker|Kim Tucker]] 00:04, 17 July 2012 (UTC)
|title = Excursions
|status = Done
|priority = high
|effort = easy
|progress = done
|comments =
The suggestion last year was to arrange these on-the-fly on the day with a chart (flipchart) to be completed before going to lunch. Something like this:
Destination:
Place A
Place B
Place C
Leader/driver
Heinz
John
Kurt
Dep - return:
14:00 - 17:00
13:30 - 16:30
15:00 - 17:30
Sign up:
The leaders of each trip must be present during sign-up and ensure that the numbers work out (people/car). Expect some negotiation.
Names of people coming to place A go here.
Names of people coming to place B go here.
Names of people coming to place C go here.
See the [http://www.javaspecialists.eu/wiki/index.php/JavaSpecialistsSymposium2012:Who_wants_to_go external excursions page] for more information.
2012:
This seemed to work quite well:
File:Itic201209121041-MealsExcursionsEtc.jpg|Meals and excursions
File:Itic2012Lightening-talks-and-excursions.jpg|Lightening talks and excursions
}}
* Remember to update each hour the labels in front of each room with the current topic (John)
** When leaving the plenary room to go to discussion room, convenor to take sign (topic name on an A4 sheet) and stick it on the door - [[User:KTucker|Kim Tucker]] 23:11, 17 July 2012 (UTC).
Done - in some cases the labels stayed on the doors:
Session Banners
File:Itic20120913-092708-Library sessions.jpg|Bal de Mer
File:Itic20120913-0936-Java8 DateTime-sign.jpg|Kysonia
File:Itic20120913-082322-Intro to Java FX sign.jpg|Elyros
=Internet Access=
Make sure that all rooms have internet access.
{{Issue
|collapsed = False
|submitter = [[User:JKost|John Kostaras]] 11:00, 3 September 2012 (UTC)
|title = Setup wifi access points
|status = Done
|priority = high
|effort = medium
|progress = done
|comments =
This facility should be provided by the hotel, but last year the technician was not available. To be done on Sunday 10 Sep.
In general this was better than in 2011 - especially on days 3 and 4.
}}
=Notes=