[Osmf-talk] SOTM-WG (was: Minutes without public access)

Gregory sotm at livingwithdragons.com
Mon Nov 17 16:14:42 UTC 2014

I think it is a bit confusing, as shown on the OSMF website the SotM-WG is
divided into two parts:
a) The local team, this will obviously change each year although a few
members of the team may remain on the WG remotely.
b) The remote team, this may still change a bit each year.

Together the whole WG will be organising the conference. This includes
calling venues/caterers/suppliers and ordering required stuff. It also
requires a lot of time organising the programme, and the volunteers that
will be there on the day. So much can be done remotely, although you do
need some people to check the venue in person (e.g. look where power
sockets are).
Both the local & remote parts of the WG are supported by returning members
of the WG and even by those that have just attended SotM before but not
been on the WG. The WG should also be supported by the rest of OSMF, in
2013 this was done by having Henk in the WG. We should also be supported by
other WGs such as the Comms WG (needs more volunteers!).

When it comes to the selection of the venue, this is done by the OSMF Board
(as far as I can tell). There is usually a Call For Venues on the OSM
Wiki[1]. Once decided/announced, the year's WG can form(based from the
bidding team) and meet. Due to historic reasons this has always been after
SotM takes place. Really this needs to happen much sooner, I doubt anyone
would disagree. By the time SotM takes place the WG for next year should
have had at least one meeting, a few things need to be booked a year in
advance (large venues, sponsorship deals). I recommend reading the SotM13
minutes when they're available, we really wanted to document & pass on our
learnings to future teams.

[1] http://wiki.openstreetmap.org/wiki/State_Of_The_Map_2015/Call_for_venues


On 17 November 2014 15:41, Michael Kugelmann <MichaelK_OSM at gmx.de> wrote:

>  On 17.11.2014 00:15, Henk Hoff wrote:
>  I’ve just updated the page
> http://www.osmfoundation.org/wiki/StateoftheMap_Organizing_Committee with
> the members of the 2014 team.
> Thanks!
> Reading this following sentence from Henk makes me a littel "confused"...
>  There have been no formal meetings with the SotM team this year, and
> therefore there are no official minutes that can be published.
> 1) Rob indicated to take care about the minites from the 2013 SOTM (once
> again thanks for that), but what about the SOTMs 2011, 2012, 2014? And the
> minutes from 2010 end in 2009 => no meeting in calendar year 2010 for the
> SOTM 2010?
> 2) Maybe there is a general misunderstanding on my side on the role of the
> Im my personal understanding the WG is resposible that a location for the
> SOTM is selected and that the conference itself is organized.
> A lot of the organization will be done by the local team, the SOTM-WG
> should (as far as I understand it) guide and support the local team and
> also monitor them. On the other side it should be (IMHO) the link to the
> board.
> But how was this done w/o any official meeting in 2014? Has all  been done
> in a back room? Reading this reminds me on the dispute between Henk and
> Simon some weeks ago where Simon complained about a blind flight concerning
> the SOTM from a boad perspective...   :-(
> Please feel free to correct me if I'm wrong...
> Cheers,
> Michael.
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