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OctConf 2018 Notes: Difference between revisions
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: For '''place''', CERN offered to host it again next year. However, it was also suggested that we should try other places to meet new people and make it easier for people from far away, namely west coast USA. However, this also means more work since it's new logistics and other places have different costs. Seems like most contributions are European and flying them all to USA would be more expensive than flying the American developers to Europe. CERN is also quite cheap. Flying to Geneva from Europe is cheap, the rooms are free, and the CERN hotels are very affordable. It was also suggested to change place every two years or to come to CERN every two years with a new place each other year. We decided to have a call for an organizer, with a deadline of 1st of May. If no suitable option appears, then the place will be CERN. Rik will send out the call for organizer. | : For '''place''', CERN offered to host it again next year. However, it was also suggested that we should try other places to meet new people and make it easier for people from far away, namely west coast USA. However, this also means more work since it's new logistics and other places have different costs. Seems like most contributions are European and flying them all to USA would be more expensive than flying the American developers to Europe. CERN is also quite cheap. Flying to Geneva from Europe is cheap, the rooms are free, and the CERN hotels are very affordable. It was also suggested to change place every two years or to come to CERN every two years with a new place each other year. We decided to have a call for an organizer, with a deadline of 1st of May. If no suitable option appears, then the place will be CERN. Rik will send out the call for organizer. | ||
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: The '''date''' for the conference in 2019 must happen during the second half of March or the first half of April, according to the organizers availability. If it happens at CERN, it must be after 17th of March to avoid the motor exposition. | : The '''date''' for the conference in 2019 must happen during the second half of March or the first half of April, according to the organizers availability. If it happens at CERN, it must be after 17th of March to avoid the motor exposition. As for the duration, next time it will be 3 full days instead of 2 days and two half days. The morning of the first day will be planning for the other days and the last evening to discuss OctConf 2020. | ||
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: Because of free '''registration''', many registered people do not show. This makes organization difficult, we don't know how much coffee to order, how many people for the restaurants, or the size of the room. We will introduce a registration fee of ~ 20€ which then can be used to cover some costs of the social event. Other possibilities is a much higher fee which would include the accommodation since if attendees are coming, they would have to pay anyway. However, it was decided against since they will only see the high cost and decide against coming. | : Because of free '''registration''', many registered people do not show. This makes organization difficult, we don't know how much coffee to order, how many people for the restaurants, or the size of the room. We will introduce a registration fee of ~ 20€ which then can be used to cover some costs of the social event. Other possibilities is a much higher fee which would include the accommodation since if attendees are coming, they would have to pay anyway. However, it was decided against since they will only see the high cost and decide against coming. | ||