2020-06-27 E-meeting

# 2020-06-27 E-meeting ###### tags: `pnm20`, `logs` :::info - **Date:** 2020-06-27 19:30-20:40 PST - **Agenda** 1. [Intros](#Intros) 2. [Agenda](#Agenda) * PnM20 Conference * TAF/FEF still interested as a PnM20 sponsor - **Participants:** - Marx, RK, Erwin, Maning, Cham, Eugene, Ian, Ben Hur, Feye - **References:** - [Notes from previous meeting](https://hackmd.io/team/pnm) ::: ## Intros * chit-chat * [x] Determine scribe - Erwin * Call to order ## Agenda After a few minutes of small talk, the meeting was called to order at 19:41 Erwin summarized previous activities for PnM20, the postponement decision in March, and invited the participants to discussion on whether the organizers are still willing to commit to PnM20 conference, and if so, how it's going to be done. ### PnM20 Conference ==The meeting participants commit, without objections or reservations, to holding the PnM20 conference online.== Maning proposed for November as conference date, to coincide with the global celebration of "Geography Month". >:heavy_exclamation_mark: 4 months to plan, organize and execute this [name=erwin] Cham remarked on how to ensure that the online conference will meet the PnM goal of ++reaching out to people outside the capital region++ . Marx proposed that we find speakers/presenters/facilators from other parts of the country, which in turn, he hopes could bring in their followers to participate in the conference. According to Cham, it would be helpful for us to identify our target audience/participants, to guide our marketing and conference programs that can meet their expectations. Somebody asked whether the conference will opened to non-locals. RK (?) interjected on knowing whether or not locals are in the participants to determine whether the session instructions should be in the lingua franca, or English. Maning (?) said non-locals are welcome as participants or presenters, but prefer to have the Filipinos first. ### Platform/Technology Maning referred to SoTM/FOSS4G preparations where talks are pre-recorded, while Q&A portions are done live. Ben Hur shared their experience with their bite-sized QGIS sessions where (using Zoom) he expressed a need to see how participants react while conducting or facilitating a workshop Marx shared their online classroom experience in university and expressed preference for more control for facilitators over the interaction. RK mentioned that Zoom offers a "webinar extension" for such things. Eugene shared the OSMF experience with Big Blue Button which didn't work well for low-bandwith participants from Africa, which prompted them to revert to Jitsi. Maning and Erwin expressed their preference for open source software Jitsi. Marx made note of tech being the easiest part of the conference, and that coming up with a viable program is more critical. ==The choice of platform was deferred for later, and proposed that the preparations committee or a new technical committee should investigate further.== ### Program Erwin proposed a confence program split into a series of days (e.g. every Saturday of November) instead of a full-day conference. This lessens the burden on organizers, support teams, and for participants to make it fit their schedules. Maning noted that after Manila reverted to GCQ, the WeMap participants dropped significantly since people are busy again with work. Somebody commented about weekends could be better than weekdays, and perhaps each day would be about 2-3 hours long. > N.B. November has 4 Saturdays, and 5 Sundays. [name=erwin] ==No decision wad made on final conference dates, or how long each session is allowed, or the length of the daily schedule.== ### Sponsorship & Budget Maning inquired about the budgetary requirements for the online conference. Erwin responded that previous budget hasn't been revised since no decision on how PnM20 will proceed has been made until this meeting. Maning said we should spend more for schwags/give-aways, as a come-on for participants, since we're saving on scholarships and other expenses. RK (?) suggested that certificates of attendance be given to conference participants. Ben (?) asked whether PnM can pay for QGIS certification fees (20 EUR) of participants (e.g. "Very Basic QGIS") , but opined that intermediate workshops (e.g. "Network Analysis") might be more suitable. Erwin proposed adding a budget for PnM20-sponsored certification fees to be randomly chosen from workshop participants, but not for all participants. Erwin also proposed setting aside a budget to give a token amount to speakers, with corresponding "bonus" for workshop sessions with highly positive feedback from participants to attract quality speakers and facilitators. Marx inquired if organizers are open to having more collaborators or volunteers. He names a <span style="color:red">person/org from UP-DGE(?)</span> we may be able to tie up with for workshops with certifications and continuing education program credits. > Someone please supply details. [name=erwin] Erwin affirms that volunteers are welcome. ==Budget needs major revision, and draft comms with commited confirmed sponsors of our intention to proceed with PnM20.== > Should we revise the sponsorship tiers? I actually don't need we need more sponsors based on monies on-hand, but companies who made commitments may still want to support/participate [name=Erwin] ### Committees We need to go back to committee teams and volunteers, and re-confirm their commitment. Cham proposed revision of design, and marketing materials , and run a 30-day logo making contest. Mechanics to be proposed by the Marketing team * ExeCom * Program Team * Comms & Marketing * ~~On-site & Event Management Team~~ * Technical Support Team (new) * Event Management (new) ### TAF/FEF Erwin shared with the group about the phone call he got from Rene Sanapo on 6/20, where Rene conveyed TAF/FEF interest in continuing as a sponsor since their FEF project got extended to December because of Covid-19. Rene was hoping that an online conference is possible and that they would be happy to be a sponsor, and assist in event arketing. Marx expressed some reservations about FEF, based on their experience with how they credit collaborators, and advised caution to organizers. ## Etcetera Next e-meeting set for 11th July. Async updates will continue in Telegram or the shared pads on hackmd: https://hackmd.io/team/pnm Maning wondered on ideal e-meeting time, to accomodate participants from other time zones. Erwin replied that current polls for meeting time/date options already try to accomodate this, but will depend on the majority's availability. Maning volunteered to give HOT a heads-up about the event, and to inquire their interest in participation, in view of the planned launching of the HOT AsPac hub in Manila. Feye will co-ordinate with Maning WRT HOT, HOT-PH being the local secretariat.