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This manual contains the experiences and decisions made several years FOSSGIS organization. It is intended to help make the organization of future conferences FOSSGIS simple and clear.

A spreadsheet (spreadsheet) with the budget is part of this document.

This document is a lot of terms like "shall" or "must" set. This is a reliable framework. Everyone should know what are his duties and responsibility for the decisions they must make within the framework and needs. However, this should not be construed as a limitation of our freedom to change the things as we see fit. Of course, everything can be changed in the future. But the document is to document the "normal state" If it works as described here does not argue anymore.

Explanations about the background of various decisions such as this paragraph in the "note" style characterized. They are especially interesting for people who use earlier versions of FOSSGIS have known, and wonder why things have changed.

Theme of the conference

The FOSSGIS is a conference for users and developers of Open Source Software and Open Data.

Users have the opportunity to gather information on best treatments and new developments and to exchange ideas among themselves and with the developers. At the same time they get a chance in the exhibition with companies from this sector to come together.

Developers can find the personal contact with their developers and other projects. You can look over the edge of their own project and follow new developments on the scene. The contact to help users to orient the practice of software development.

The FOSSGIS is also the meeting place for the community. Here, replace the "doer" of the projects.


  • Direct contact users to developers
  • Direct contact with developers developers
  • Contact user to user
  • Outside the box to other projects
  • Focus on Open Source / Open Data
  • German-speaking, focus on Germany, Austria and Switzerland
  • Organized by the community, independent company
  • Bring commercial world, government agencies and research and teaching together
  • Most companies in open source GIS data are represented at the exhibition

Compared to other conferences / exhibitions

For comparison, a number of conferences and exhibitions with related topics and how the FOSSGIS differs from them:

FOSS4G FOSS4G is the international, English-speaking, annual "Meeting of the Tribes" of OSGeo. This is where developers of all open source GIS projects, service providers, global companies. FOSS4G is the international sister in some ways the FOSSGIS dar.

The FOSSGIS eV is represented as a German-language OSGeo Local Chapter.

State of the Map The SotM is global, English-speaking, annual conference of the OpenStreetMap community. It is aimed at OSM Active, but also to external parties who want to learn about OSM.
State of the Map Europe The SotM is the European, English, annual (?) Conference taking place the OpenStreetMap community. It is aimed at OSM Active, but also to external parties who want to learn about OSM.
Intergeo ... Is the (world's) largest GIS trade show. The focus is clearly on commercial business and trade.
FOSSGIS The Association is established with the OSGeo Park at Intergeo and represented every year.
AGIT AGIT is the largest GIS conference and exhibition in Austria with a scientific claim.

FOSSGIS eV and OSGeo are represented with its own track and project status.

LinuxTag LinuxTag is Europe's largest exhibition and conference for open source.

The FOSSGIS eV and OSGeo are represented with a booth.

Time frame

The conference and accompanying exhibition goes from Tuesday to Thursday. This is the "core-conference" from Tuesday afternoon through Thursday afternoon. On Tuesday morning and Thursday afternoon there will be additional fee workshops.

Presentations are usually 20 minutes, including Q & A and conversion time is 30 minutes. Three lectures form together a session that often (but not always) contain content matching presentations.

There are three parallel tracks. In addition, two parallel workshops, each for 90 minutes. Between the morning and afternoon sessions are one coffee break of 30 minutes and at noon a lunch break of 60 minutes. After the end of the official programs in the late afternoon and evening, or possibly also parallel to the program, there are special events such as user meetings, BOFs, etc.

Participants may change at any time (ie within a session) between tracks. The times have to be complied with within a track. Questions are asked after each presentation, NOT at the end of a session.

Each session will be moderated by a session leader.

Compared to FOSSGIS2010, the duration of the conference to be reduced to 3 days and part of the OSM will be integrated as a parallel track.


  • A four-day conference is simply too long and with an equal number of participants to be expensive.
  • The desired mixing and overlapping of FOSSGIS OSM and communities can be reached so hopefully better.
  • The target group for OSM are more active developers and community members who have a higher overlap with the classical FOSSGIS community.
  • Due to the target group for OSM is no excessive onslaught participants expected.

The classical OSM mappers we are with a "summer camp" or the like on the weekend just in the form of an unconference. The organization of such an event should be addressed regardless of the FOSSGIS conference.

Substantive program


The presentations are the core content of the event. The emphasis is on user-oriented technical and non-technical presentations. Additional lectures are aimed at developers and the academic environment. The submission of papers is open and unlimited, for the selection committee is an independent program responsibility.

There is also an object of the PC to act on its own then, that a balanced and interesting program can be offered, in particular the fact that such talks will be raised.

It should also be ensured that the conference also offers basic lectures for beginners, for example:

  • OSM for FOSSGISler
  • FOSSGIS for OSMler
  • Basics Free Software - Open Source - Open Data
  • How does an open source project
  • Business Models for Open Source

Call for Papers

In the Call for Papers Program Committee represents the desired content together for this edition of the conference. The call for papers includes all dates and more information about submitting papers. The call for papers is timely (→ Scheduling) to publish.

Submission of papers

Lectures presented by speakers or by a representative of the conference via the web interface management system Pentabarf. The submission must include a title and an abstract. The abstract should be 1000-2000 characters long. Pentabarf is operated and maintained by the FOSSGIS eV.

Lectures take place should

For the following presentations at the CfP should a speaker be searched:

  • Presentation FOSSGIS eV

Selection and evaluation of the presentations

The program committee (PC) inspects and evaluates all of the talks, the first step of any member of the PC online for yourself. This is the conference management system provides corresponding functions.

(See also notes on Pentabarf use for the PC .)

=> Input by Hans inputting! [Where the gibts?]

The presentations will be assessed against the following criteria:

  • Papers must deal with Open Source and Open Data. Lectures, which deal purely with proprietary software and data will be rejected. Lectures, which partly with proprietary elements and can deal with partially open units are approved, but possibly less interesting.
  • Papers must fit thematically for FOSSGIS or other desired topics.
  • The program committee also pays attention to a balanced distribution (introductory vs.. Advanced academic vs. Practically, Open Source vs.. Open Data, various projects, ...)
  • The quality of submitted abstracts (language and content)
  • Where known, eg from previous presentations or videos, the quality of the speaker. It covers both the technical knowledge and the ability to convey this structured and interesting. Again it should be taken on a balance between known good speakers and new speakers, which must also be given a chance.

The decision of the Program Committee is independent of any sponsorship. Talks can not be "bought". The short presentation of the Gold Sponsor in the inaugural event is not a lecture in that sense.

Then create a one-day meeting of the PK a complete program. Here, the lectures from PK are distributed thematically appropriate tracks and sessions. It should be noted:

  • Not all classrooms are equal. Expected to include more popular lectures in large rooms
  • A change between the lecture rooms within a session should be as close as possible to be unnecessary. It makes sense to have multiple presentations in a session that is interested in the same audience.

Classification of papers in sessions

Papers must be appropriately distributed on the topic and to be expected in public sessions.

Here are a few ideas for possible topics:

  • GDI & geoportals
  • Metadata
  • Desktop GIS
  • OpenGeodata
  • OpenStreetMap
  • Sensor Web
  • WebGIS
  • Security
  • Research & Teaching
  • Business models
  • Proven and new software

Details of the speakers and publication of the program

After the PC has compiled the program, it informed the presenters were adopted whether or not their papers. If necessary. there are requests, such as titles and / or abstract of the presentation be improved. The speakers have to implement this change requests then.

Shortly thereafter, the PK is the program online. The program will be provided in PDF format and HTML pages. The layout should be clear. Please set a link to the existing programs, or better still a link to a template.


Workshops in parallel with the rest of the program all the time if necessary, on Tuesday morning and Thursday afternoon. Workshops deal deepens a topic, often they are also hands-on, so that students are working directly on the computer. A maximum of 2 persons per computer are provided. Workshops are free of charge, normally a maximum of 20 participants per workshop, they will only apply from a number of participants instead of 4 persons. Workshops are 90 minutes or 2x90 minutes.

The workshops are a key source of income FOSSGIS and therefore require special attention and care.

So far, workshops were always 90 minutes. When suitable topics arise and appropriate workshop leaders can also be set up half-day workshops, which are then 2x90 minutes and go a whole morning or afternoon.

A 90-minute workshop (approx. costs 100 EUR, depends on the individual budget planning) for each participant. There are no discounts if several workshops will be posted and no discounts for members or the like.

Each workshop has at least one responsible head, there have also been effective leader or two helpers. For each workshop from FOSSGIS eV provided a lump sum of 200 EUR, which the leaders and helpers, at its discretion divide as compensation or used for DVD, printed materials, etc. can.

The workshop leaders may (but need not) printed documents, films, DVDs, etc. to distribute to participants. It is their job to worry about it.

Workshop leaders will receive free admission to the conference and social event.

The workshop leader will receive a registration from FOSSGIS list the names and email addresses of all workshop participants contains.

Participants can receive a confirmation of participation. It is for the workshop leader to issue such certification. The FOSSGIS provides a design that can be customized. It is up to the workshop leaders, as they make the confirmation, they may contain, for example, a company logo of the workshop manager or similar.

A research assistant monitored with the registration list, the participants at the workshop. Participants can take part spontaneously, even if there are places available. Research assistants record the name and other information and take care to ensure that this information is subsequently entered into the registration system.

Technically able to build the hands-on workshops on LiveCD / DVD. The local team must coordinate with the team GISlive DVD, the CD / DVD on the existing computers running. The workshop leads team will coordinate with the LiveCD, that the CD contains the software, data, etc. who need them.

Community Sessions

In community sessions, people meet to discuss any topics in detail. They were introduced in 2010 as "OSM community sessions". Community sessions are typically 90 minutes.

Birds of a Feather Sessions (BoF)

In addition to the scheduled lectures and workshops, there is also the possibility of spontaneous so-called "Birds-of-a-Feather" sessions (BoF) to register. There just meet people who are interested in a particular topic itself. It is left to the participants how they want to organize the BoF. Specific facilities (eg meeting rooms) should be kept ready for it.

Here's another suggestion for how this is going to be better organized:

  • During the FOSSGIS would be collected in a morning of interesting topics for possible discussion groups on a bulletin board
  • In the lunch time could register those interested in the various topics
  • In the afternoon / evening then it would form small discussion groups


In recent years, there was always the option of hanging, posters. But that's never been properly organized and remained unfinished. Poster sessions should be held in future only under these conditions:

  • apply particularly in the CfP
  • Evaluation of the poster award
  • Program Committee Poster Session must apply extra / are active
  • extra slot in the competition with no poster session will take place and are authors on posters and answer questions
  • It must find someone who cares about responsible!
  • clear separation of sponsors' posters

Opening of conference

Tuesday afternoon is the official start of the conference (some workshops may find, however, already happened before.). The opening consists of:

  • Formal welcome by the organizers (FOSSGIS eV), for example, by the Chairman of the Board
  • Disclosure of information by the organizational participants Coordinator
  • Greetings from dignitaries (eg from the local university)
  • If necessary. Short presentation by the main sponsor (→ Sponsors)

This part takes place in plenary, ie in the largest auditorium with all the participants together.


Keynote lectures by interesting speakers are particularly important issues that have been specially selected by the PK. Submitted papers can be "promoted" to a keynote, but are frequently keynotes also asked specifically for particularly well-known speakers and topics, which holds the PK to be particularly important.

One or several keynotes on the back page instead of at the opening plenary.

Final presentation

On Thursday afternoon, the conference concludes with the final words and the final presentation. The closing words include:

  • Acknowledgements (organizing team, local team, research assistants, organizing institution, speakers, participants, ...)
  • if necessary, disclosure of prizes
  • Clues to the next conference

The final presentation will take place after the conclusion of words, or are often too short, if all people want to rush home.

This part takes place in plenary, ie in the largest auditorium with all the participants together.


Previous evening (Monday evening) - unofficial start

On Monday evening before the conference call are usually already some participants, organizers and exhibitors at the conference venue. In a suitable pub or restaurant will be held this evening at the "unofficial start-up" of the conference. The local team must find this an appropriate location and announce a major, not precisely definable group (20-30 people) and inform the participants, organizers and exhibitors in advance.

Social Event

On Tuesday evening, instead of social event, which serves the informal exchange of the conference participants themselves. The social event will be paid separately.

The participation fee for the social event is deliberately slightly lower than the expenditures set (the social event will be cross-financed), to motivate more people to participate.

For some groups of social event is free: workshop leader, XXX who else? Must be decided.

The typical example is the social event held in a restaurant or similar location, but can also take place at the venue, if a suitable caterer is found. The price includes the food (buffet) and drinks (non-alcoholic drinks and the usual beer, wine and coffee if possible). If the caterer does not offer flat rate, then the consumer must be assessed and will be billed separately with the caterer. This poses some financial risk, will not be avoided in most cases. In order to limit the consumption can be agreed that only up to a certain time, everything is included and must be paid even after that.

For the social event you may register in advance or while places are still available, even during the conference, but no longer in the evening. Two research assistants must check at the entrance to the social event.

The local team will take care of a route description for the Social Event. If necessary. be scheduled buses or the like to get there and back in the evening to get away. It should be noted that some people will park their own cars, others are reliant on public transport. Many participants want to go to the conference only to the hotel to get rid of their things before they come to the social event.


On Wednesday evening there is the General Assembly (MV) of FOSSGIS eV. The MV is also open to visitors, usually taking only members participating.

The local team must find a suitable location for about 30 people, ideally in the next room of a restaurant to eat before the meeting still can. There must be a projector and screen are available.

Wednesday evening

Since not all participants will also participate in the General Assembly of the FOSSGIS, should be scheduled on Wednesday evening for an alternative program for them. These can be reserved in one or more restaurants or the like a few places. Participants who have nothing better to to arrive there.

It is difficult to estimate at such an action, the number of required courses. If there is a place that is flexible enough, for example, a large beer garden, that's ok. If not can also be posted on the conference list, enter it in the people themselves. (Here, more experience is needed for the procedure.)


At the end of the event, a raffle is still present among all the participants who filled out the evaluation form. This helps to keep participants up to the end of the event. When prices are offering reference books, as a grand prize such as a GPS device. The prices may be part of a sponsorship package, in exchange (negotiating) naming the sponsor at the end of the event.


In past conferences, exhibitors and sponsors were often used interchangeably. In the future, be considered separately.

FOSSGIS is part of an exhibition. Free and open source projects can register for free exhibition companies for a fee. A stand is provided for the FOSSGIS eV and OSGeo, here may also occur among projects. Stands will be set up on Tuesday morning and Thursday dismantled after the last break.

The coordination of the stands and the construction of FOSSGIS state assumes the exhibition coordinator. Requests for items to be sent by e-mail to the coordinator.

Exhibitors usually get a table (min. 60x120cm), two chairs and two parking meter wall / pin wall for posters, as well as electricity and Internet access (optimally via Ethernet cable). Larger items can be negotiated where appropriate space is available. Exhibitors can use also our general WLAN.

Each exhibitor will pay 750, - EUR (specify in the local budget). For getting the exhibitors:

  • Equipment as described above
  • Up to 5 tickets (see local budget) for staff. (We avoid the introduction of another category of special tickets for exhibitors. The employee must always have a lot on the stand and have absolutely no time to attend the conference.)
  • Up to 5 coupons (for example, can be passed on to customers) for the entry with a value of 120, - EUR (or the regular admission price) to the discounted price of € 40 (This results in advantages for the marketing. The companies are developing their own interest in the FOSSGIS to apply. We may open up new groups of visitors, we would not have otherwise reached.)
  • In the exhibitor package Bronze Sponsor packages is included, it will be deducted from choosing a higher-sponsor packet.

The FOSSGIS is possible by the generous support of our sponsors. Thank you.

Read the page with information on sponsors and exhibitors , or contact directly to Mr. Lechner

Gold Sponsor

Please talk to us if you would like to become a gold sponsor of the conference FOSSGIS.

Silver Sponsor

Bronze Sponsor

Media Sponsor

Participant support

For the support of participants of participants Coordinator is responsible.


Registration before the conference

The application before the conference takes place exclusively online via a web form in CiviCRM. It will automatically create an invoice. CiviCRM is operated and maintained by the FOSSGIS eV.

Job: Periodic review of cash receipts and mark the corresponding applications before and shortly after the conference.

Job: write reminders for not amounts received.

It must be clearly communicated, when registration deadline is and what to do if one has not registered in time. Anyone who has not registered on time should easily come by. He risks for participants, however, limited events, get no place. Are not helpful in any case, e-mails for single people in the club, which only causes confusion.

Registration at the conference

Must be documented and subsequently entered into CiviCRM.

Registration of participants at the conference

There is an application which must be of sufficient size to serve multiple users simultaneously. One of the weddings at the start of the conference (Tuesday morning for workshop participants, Tuesday afternoon, shortly before conference beginning Wednesday morning for people who still were not there Tuesday) have to perform several student assistants to register. At other times require only one Hiwi


  • Participants to come and give their names
  • Name is checked in the printed registration list and checked off
  • If the subscriber is not registered in advance, it is entered into a supplemental list
  • If the participant has not yet been paid, he gets the opportunity to pay the same cash
  • If the subscriber wants additional events (such as Social Event) book, he may do so if necessary.
  • The participant gets his name tag , if necessary, is inscribed by hand is a sign
  • The participant will receive a conference bag with contents
  • The participant receives a T-shirt in the size you want (if he is entitled accordingly)
  • If necessary. the participants pointed to important information that has not made it more in the written documents

For difficult questions, eg about booked events, people who are not on the list, etc., must be a contact for the student assistants on the spot, which can quickly and efficiently solve such problems. He must be familiar with the registration system and have the power to make decisions.


The participants need information about the program. Both in advance to decide to whether it is for something interesting, and at the conference itself

The program is delivered in several variants:

  • Online on the conference website. There are for each day a program overview and a detail page for each lecture abstract
  • In the conference bags, each participant receives a printed program. It must be clearly designed, the best one page per day, or the like
  • At strategic points in the conference area (registration, catering area, before the lecture rooms) each have a large printed program will be posted. If necessary. The program will only be posted for the current day (and then replaced in the evening), which saves space and makes it easier to quickly find the needed information.

Since the program also can change at very short notice (eg when a speaker fails), the applications should be printed as late as possible. After printing, they must be updated manually, eg via stick by overwriting or by hand. Changes must also be announced during the welcome session or from the conductors.


Each conference participant will receive a bag.


It uses a printed cloth bag.

Looks after the production of pocket to the pockets officers.


  • Pen (possibly sponsored, see Sponsorship)
  • Writing pad (possibly sponsored, see Sponsorship)
  • Program of the conference
  • Survey form
  • For more information on the conference as needed:
    • Social Event
    • Internet access
    • Map, site plan
    • ...
  • From FOSSGIS eV / OSGeo:
    • Prospect FOSSGIS eV
    • Membership Application Form FOSSGIS
    • Flyers to FOSSGIS / OSGeo projects
    • GISlive DVD
    • Information on upcoming events, etc.
    • ...
  • Brochures, flyers, etc. of the sponsors (see sponsor)

Bags to pack

The local team organized packing the bags by the research assistants on Monday before the conference. This course can help organization members already present.

It makes sense to prepare before the conference a "packing list" that lists everything that is in the pockets. Then you are safe on the ground that it also has all the things together. Usually there is some chaos, are found to all shipments, etc. The compilation of this packing list, it needs the help of the exhibition and sponsorship coordinator. He should know what sponsors want to send whatever needs doing. (Sometimes exhibitors also send packets with brochures and the like which are not in the pockets, but are intended for the exhibitor's stand.)

To package the existing material is unpacked and laid out on a series of tables. The bags come at the very beginning. A helper will always take a bag and then pack everything one by one.

It must be packed before the first day is not necessarily all the pockets, because many participants come later and you can nachpacken if necessary. Packed bags need much more space than with paper packets.

There must be a place where the packed bags can be stored overnight.


Number of end users (for workshop or conference) will receive a T-shirt that is included in the article. Non-paying participants can buy a T-shirt. (If anyone wants a T-shirt he can not get the money refunded for it.)

This information should have to experience, how many T-shirts in various sizes we need and how to design and pressure to run.

In addition, there are T-shirts for organizations / research assistants in different design and / or other color, that they are easily recognized at the conference.

T-shirt orders in the last conferences

2010 : 500 T-shirts (mainly M and L)

2011 : 350 T-shirts (mainly M and L) + 40 for Orgateam

Map, directions

It is the responsibility of the local team, city plans, maps or driving directions to all major parts (conference, social event, if necessary, hotel, etc.) together (preferably OpenStreetMap). Both for the web and in print for the participants on site.


The local team must explore in advance which hotels or other accommodation options there are. It can also work with the Tourist Information or the like.

Possibly can be booked quotas in one or another hotel. The typical deal is that participants get the room verbillligt if they specify that they belong to the conference. Therefore, the hotel is advertised on the website of the event. Advantage of such an approach is that many participants are in the same hotel and therefore have more opportunity for interaction.

For more local information

The local team was gathering information to:

  • Public transport connections with information and recommendations about zones, ticket categories and prices.
  • Where do you get to eat what? Where can you go out at night, if you're not on the official evening program will participate?
  • Nice are also a few tourist information on attractions or features of the city, when participants may still want to stay the ensuing weekend.

Internet access

All participants will have free and unlimited use of wireless Internet (see technique ).


There should be a wardrobe for coats and bags are provided. Especially on the last day many participants have already checked out from the hotel and come with their pockets. A real guarded wardrobe is too expensive, but maybe there is a room near the registration, is at least halfway in view of the local research assistants.

Still missing a lot of information.

Coffee cups are better than coffee cups.


For the conference proceedings will be compiled, which contains the proceedings of the lecture speakers. The speakers are asked to write appropriate texts. All should also deliver a text, but when is not text, then the abstract use of the Submissions.

The conference proceedings will be distributed to the participants printed. He is also publicly available as a PDF download. The proceedings have an ISBN.

Template for authors

  • good experience with OpenOffice document (it asks regularly about a writer why not latex, but it could start most anything)
  • but also distribute Word template, a few use it because you (the service) do not have OO
  • Authors clearly point out to use the styles and has nothing to manually format
  • Authors should also include a return receipt for the submitted contributions received and will be advised in advance to ask that they should do if you do not get (in 2010 there was a post that was not printed because it has not arrived due to technical reasons, angry)


  • receives the print as a separate PDF
  • is to provide a 1 page: back, back, front side by side on A3 + spine width
  • timely Requesting the sponsors logos in printable format, it is good practice to do it over the 'sponsors' representative' because of the contact has
  • observed in the Logos, who is a sponsor and organizer who
  • Highlight: In Freiburg, we had the nice T-shirt design, in the two years it was always knitted with a very hot needle.


  • good experience so far with , Contact: Mr. Bishop
  • Bill goes directly to the association
  • future in the assignment to point out that the books should not be sealed separately.


  • must be requested and paid for by the club
  • George has been made, there is sure to provide even more information
  • Important: ISBN must be visible on the cover / outside of his


The proceedings must have an imprint on the country's press law and state media law: "printing unit must contain the name or business name and address of the printer and publisher, called by his self-published by the author or the publisher."

Please cut and paste a template:



  • Authors should have 6-8 weeks to write their contribution, but also longer
  • Closure date at least 2 weeks before the print date, 4 weeks before the conference, the sooner the better
  • Pressure about 2 weeks before the conference date (proof), discuss with accurate printing
  • ISBN request no later than 4 weeks before the publication deadline
  • Contact printing (offer, print date, shipping) at least 4 weeks prior to printing
  • To clarify release pressure with local team, where the conference proceedings are to be delivered


The premises must be arranged by the local team. This is often an agreement with the University is required, which should be in writing. (It's already happened, that would suddenly remember anyone from the university administration and booked rooms but were not available.)



At the entrance a few tables are set up for registration (recommended at least 5 meters). Behind the tables, there are usefully bulletin boards for a variety of information. The application requires a power supply, computer, printer.

Exhibition area

450m ² to 600m ². All stands must have an Ethernet port with Internet access, and ample-sized power supply.

Break area

In recreation areas, coffee, tea and cold drinks, sandwiches, cakes and the like can be found in the coffee breaks and lunch are available. There must be adequate space at tables or bar tables are available. For lunch, it should provide sufficient seating. Refreshments, cookies, etc. should be provided in close proximity to the exhibitors.

In recreation areas for the power supply the subscriber should be ensured.


In all classrooms to power the subscriber should be ensured.

Workshop rooms


During the event, several things need to be stored. The one hand are valuable devices such as laptops and projectors, to include even overnight. On the other hand, there are packaging material, brochures, etc. that are not valuable, but just have yet to get anywhere. It is also not very impressive stack of these things at the application or on the stands.

It is therefore ideally needed a space that can be completed, and one that is always open, which can also turn off their chests as exhibitors. Both rooms should be as close to the application. The key to the locked room belongs to the reception in the responsibility of the local research assistants. He is only given to people who know the Hiwi as belonging to the organization, and must be immediately returned to the research assistant. In the evening he goes to the head of the local teams.

Access to the premises

Janitor? Key? Who else has access? Is there a security service, who throws out one at a certain time?


Caretakers are important people. They have keys to all rooms and know where there is electricity. You know in advance if there is construction work or where there may be other difficulties. He can help, things can hang, raise ladders and tools. He knows who is anzusprechnen problems. It pays to familiarize yourself in advance with the concierge and make known to him well. He can do anything after regulation time, or turn a blind eye. And of course you load it on, but stop by if there is coffee and cake or lunch.


  • Jurisdiction: Local Team

Microphones (desktop, for speakers to capes, to answer questions from the audience)

  • Beamer
  • Video recording and streaming (optional)

Presentation computer

In each lecture room has a computer presentation are available.


  • OpenOffice / LibreOffice
  • Acroread
  • USB port, so that talks can be copied on it
  • Internet access
  • Ideally, Linux, and anything else necessary

If the presentation computer is secured by a password that must be made known to the student assistants, and session leaders.

Some presenters bring their own computer with, for example because they need certain software. It must be possible to place such computer or computers to be connected in parallel with the presentation.


The registration and all booths must be supplied with electricity. As a rule, are mainly to provide some notebooks and LCD displays to be, but possibly also a few lamps.

For the participants should be in the lecture halls and other rooms, at least some of the places will be supplied with electricity. Can this also applies to work areas in the foyer or the like where someone might check his e-mail.

Be with the janitor or the like must be coordinated in time where the power comes on and whether the existing electrical outlets in the rooms beyond, additional cables need to be introduced.

The caterer may also need electricity to keep warm food and drinks or coffee machines.

Wireless / Ethernet / Internet access

All participants must have a free and unlimited wireless hotspot with internet available. Ideally, no password, alternatively with WPA2 and a shared conference password, which the participants must be notified during registration.

In no case is a WLAN in question that can only be used by VPN, as is often the case in universities. In practice, there are just too many problems with it.

The IP address assignment must be done via DHCP. A minimum of 500 devices can be used in parallel, so it must have sufficient IP addresses available, and the DHCP server can be configured with a suitable timeout, so no longer used equipment do not block all IP addresses. This point is not to be underestimated, especially given the proliferation of mobile devices with Internet access. The bandwidth must be sufficiently strong.

The WLAN should in all areas of the conference are available, including the foyer and exhibition area, lectures, workshops and BoF rooms.

On the application and all the exhibition booths should also Ethernet are available.


  • Student assistants in technology divide
  • With caretaker to talk about electricity and cable location
  • Partitions get to build and
  • Tables, bar tables
  • See also Workshops

Advertising and Public Relations

Corporate advertising

Exhibitors point out that they may be with the FOSSGIS and link directly with the logo on the sponsors page or program pages.

Code of Advertising

Mailing lists, social networks, Twitter, Facebook, LinkedIn, Xing, etc. all take what comes. This should definitely savvy social networkers feel angeprochen. That is correct, although not the main clientele of traditional FOSSGIS, but potentially many multipliers attained from other areas.


Write press releases, see

Press explicitly invite!

This page has yet to be incorporated into the manual.

Participant survey

The questionnaire is designed to help participants learn the FOSSGIS know better. Into the background of the visitors come? With the expectations of the visitors come and how far is the FOSSGIS able to meet them.

The questionnaires must contain a separable part, with the name of filling stands. Which is separated for the raffle. The evaluation of the questionnaires anonymously naturally takes place.

During the FOSSGIS participants should be reminded occasionally to fill out the forms. Gains in the lottery are distributed only to attendees, it should be worth it to stay until the end.

Collection of questionnaires

To the registry, two cartons or the like can be held, in which the two parts of the questionnaires can be inserted. Ideally, there are also a pair of scissors on a string.

Design for the 2011 FOSSGIS

The questionnaire for the FOSSGIS 2011 is printed.

Exemplary some questions from the questionnaire

  • My expectations were to FOSSGIS ...
    • general information about FOSSGIS
    • Exchange with other users
    • Initiation and development of business contacts
    • practical implementation of ideas (eg, developer meetings, code sprints, etc.)
    • concrete information about specific projects
    • free coffee
  • Which statement describes your function?
    • Student
    • Employee
    • Chief
  • What industry do you mainly operate?
    • Geoinformatics, geomatics, etc.
    • IT, system administration, etc.
    • Geodesy, surveying, etc.
    • Agriculture and forestry
    • Landscape planning, architecture, space planning, etc.
    • Environmental protection, landscape management, etc.
  • Which category would you allocate it?
    • I use GIS in their work environment as free user
    • I earn money with the development of free GIS
    • I use free GIS exclusively in my spare time
    • I am part of the community FOSSGIS
  • How much would you be willing to pay for participation in conference / workshop?
    • or not included in conference fee
    • to 50 €
    • to 100 €
    • to 150 €
    • to 200 €
    • more than 200 €


To increase the return rate for the participant survey we conducted in the past as a raffle. The winners were then drawn to the final event and only those who were there in person this could take the win in reception.



The conference will be prepared over many months. Several milestones must be achieved at certain times.

around April of last year Call for location write and publish (PM) Core team
about May of last year Deadline Call for Location Local team

End of May of last year Decision for the venue and the announcement of the Call for Papers and Call for Workshop in August, the opening of the sponsorship and booth bookings (PM) Core team
The previous October Call for Papers / write and publish WAS and sponsorship call (PM) Program Committee

November of last year Deadline for Submissions Call for Papers / WS Speaker
December of the previous year Selection of the lectures / WS Program Committee

December of the previous year Announcement of accepted and rejected talks us workshops Program Committee
January Publication of the program (lectures and workshops) and sponsorship (PM) Program Committee
January Activation of Registration (PR) Program Committee

T-6 weeks (T = start of the conference)
Early bird discount ends (PR) Core team
T-6 weeks Output texts for Proceedings Speaker
T-3 weeks Final details for the conference and registration deadline (PR) Core team
T-2 weeks Proceedings pressure Proceedings Editor
T-2 weeks Circular mail to exhibitors with information about (as sketch with equipment, floorplan, Approachability, material delivery, local contacts) Core team, input from local team
T-2 weeks Approximately mail to speakers talk about with formalities Core team, input from local team
T-1 week Closing conference / WS -site registrations are possible!
Core team
T-1 week Setting session manager PK
T-1 week Determination of the catering Local team
T-5 days (Thursday before) Around Orga-mail to participants with welcoming team, local clues (public transport, unofficial start, directions, Wi-Fi info) Core team, input from local team
T-1 Day (Monday before) Construction, bag packing Local team
T (Tuesday morning) Exhibitors building Local team, exhibitor, exhibitor manager
T (Tuesday-Thursday) Conference Local team
T (Thursday) Reduction Local team
T +1 weeks Press statement issued after the conference Core team
T +2 weeks Preliminary Financial Review Finance team



The project conference, together with the treasurer of the association and the conference team on a budget and leads in the preparatory phase and during the conference the accounts of the conference. He must at all times have an overview of what monies have been spent or will be spent and what revenues have already been achieved or are still expected. The only way to counteract problems in time.

Part of this manual is a spreadsheet (Spreadsheet) for the budget. See File: FOSSGIS-conference-budget.ods .


Invoices for expenses incurred for the purpose of the conference organization must be directly to the association (see ). In any case, the Treasurer shall be notified in advance that a certain bill is coming, so he knows what he must pay or consult us whenever he can.

If it's easier for the local team, it may pay smaller bills directly, and then make a collective statement on the club.

Expenditure should (as part of the potential) can be made as late as possible. Many issues are so dependent on the expected number of participants and can be estimated only after the end of the early bird deadline.

Petty cash on the spot

The local team is organizing a fund for the application. It is the responsibility of filing Hiwis lead to this fund. Overnight increases with the head of the local team, the cash register.

In the fund include revenue for

  • Registration fees for the conference, workshops and social events (if they are paid in cash)
  • Revenue from the sale of T-shirts and the like

Spontaneously from the cash needed to be made smaller version (for example if someone needs to make copies). Evidence can include in the cash register.

All deposits or withdrawals must be written on a piece of paper in the office:

  • Date / Time
  • Amount (+/-)
  • Occasion
  • Name
  • Signature

Exception are the proceeds from entry fees and sales are conducted for the corresponding own lists.

If in the course of the conference accumulate large amounts of cash, they should be passed through between the Treasurer, they can put on a bench.

After the conference, the cash is handed over to the Treasurer.

Personnel costs

Basically, all the conference organizers are working voluntarily and for free. Speakers receive no fee.

To cover the large demand for auxiliary work activities during the conference, student assistants can be paid. The student assistant hours to cap at 250h.

Participation fee

We take an entrance fee for the conference, but generously distribute coupon codes for free admission.

We expect that perhaps 70% of the visitors can use a coupon code.

In recent years, the FOSSGIS was free, but as time was getting bigger and more expensive to implement. Basically it is financially not a bad idea, if we "diversify". The more different revenue sources, there are, the more reliable are the revenues. It is unlikely that they break all at once.

By contrast, of course, is the desire to reach as many people with the conference. Just OSMler or students can not afford an entrance fee, perhaps. And also someone who might want just a taster of what this actually is open source, should not have to pay a lot of money.

The participation fee for the conference is 120 EUR. It allows entry to all three days. There is no discount if someone comes a few days.

The participation fee must be high enough that it is at all worthwhile to collect it (and yes, we also want to take money), but not too high that he arouses people abscheckt or exaggerated expectations. Here we propose an amount of 120 EUR. That's still lower than similar conferences. For a visitor from the administration or from a company who must pay travel and hotel and two days off work, are an additional 120 EUR no amount has to think about it long. Visitors should ideally attend all days, that we support the fact that we have no day tickets. In addition, the application will be simplified.

For early bird (until about 1 month before the conference), there is a discount, they pay only 80 EUR.

This helps in planning the conference, for example, capacity planning, catering and social event. The fact that we now have an entrance fee, we can forgive and get early booking discounts for earlier applications. It has always been a problem that we did not really quite sure how many people will come. The discount of 1 / 3 is "psychologically" again larger because of the normal price is well above 100 EUR and the early bird price well below 100 EUR.

Then there are the coupon codes that we issue to various groups and a free entry permit to conference. There are very different ways that we can issue such codes.

This gives us a great flexibility of years and we can "adjust" to year, what we want to support particular target groups, etc.

Who should get these codes? (Incomplete and non-definitive) list:

  • Students (study card must then be shown at the site registration)
  • OpenStreetMap Active (must demonstrate that they have an OSM account)
  • FOSSGIS members (get coupon code via e-mail)
  • Exhibitors and sponsors receive promotional quotas for employees and customers
  • Open-source developers (distribution of coupon codes of relevant developer list)
  • In order to attract local companies especially, as you can advertise in the Chamber of Commerce Magazine for the conference, specifying a coupon code.

Of course, the admission is free for all, help in organizing the conference or give a lecture or workshop.

So if you want to submit for free conference, has a reason to give a lecture.

One can see from this list know that it is not really difficult to come to such a code. If someone wants to, he always finds a way. And that's also totally ok Sun We are therefore in no different situation than we were before the introduction of admission charges. Ultimately, the price of admission is almost as it were volunteered. The default is that you pay for. You need to invest some effort had to pay and hopefully enough people will not do, but just so that money comes.

Workshops will be taken for an amount of 100 EUR per workshop. For the workshops, there is no early bird discount and coupon codes do not apply.

The workshops have always been financed a large part of the conference, which will continue to be so.

The social event will cost cost 35 EUR and is therefore not cover costs, especially since getting too many participants (organizations, speaker) is a free social event ticket. For the social event, there is no early bird discount and coupon codes do not apply.

To the social event is an important part of the event and the visitors not to be deterred by high prices. A further discount for early booking or coupon code is not financially but in it.

By the stepped entrance fee and the coupon codes we have to get a tool in the hand, depending on the target groups to be flexible. Rather than be free by default, we can specifically take the money from those who have it and the spare, not have it.

The following components must be booked separately thus:

  • Meeting (possibly with early bird discount or coupon code)
  • Social Event
  • Workshops

Other advantages of this concept:

  • We know from surveys that many visitors would be willing to pay an entrance fee to us. Your company would pay an entrance fee without grumbling, but a donation not.
  • Because it costs money, the conference will appear in the eyes of some as a "value". We thus support our view that open source "ready for business" and provide a certain professionalism dar.
  • With the coupon codes we achieve an advertising effect. For example, sponsors and exhibitors can remain a number of such codes, as they pass on to customers.
  • With more money if we do not only lack of income from sponsoring workshops and compete, but can hopefully achieve even more. For example, perhaps you can pay one or the other speaker travel expenses, which otherwise could not come, etc.

The disadvantages are of course not be concealed:

  • It may happen that visitors are "cheated" when they learn that they have paid money and no one else can.
  • In particular, paying visitors will come with a better claim posture. We need the service (eg catering) pay more attention to the fact that everything runs smoothly.
  • The FOSSGIS has been a very pleasant, relaxed, almost family atmosphere. One can of course have the fear that this will change with an entry price. That's my opinion but more to ourselves and the way we organize the conference, as the money.

We must of course not in all this in mind that the money should be in a good cause is provided. The conference must pay for themselves and throw some money for the work of the association FOSSGIS, we have no other significant source of revenue for the club. There are so few alternatives, ultimately, other sources of money are not in sight.

Exit provisions

Until the last day before the conference, you can cancel by e-mail from the application and get the full conference fee including workshop and social event refunded. After this date no cancellation and refunds are possible because the costs are then incurred already.

Division of labor and task catalog

The organization of FOSSGIS is a lot of work being done completely voluntary. The more workers there are, the less work it is to the individual or the more can be done. The work is divided very roughly into the local work to be performed each year is taken over by another team, and the general work being done by people who engage frequently over several years.

The overall project is coordinated by the Project Conference (Marco Lechner) the Board Member of FOSSGIS eV and thus establishes the connection to the management of the Association. The project is for the general tasks and decisions by the Conference team supports (5-9 people). For the content of the conference is the program committee (PC) responsible. For the local organization that's local team in charge, it is the local team leader led. There are a variety of tasks that are taken in charge by one or more people. Of course, individuals can perceive several tasks simultaneously.

In the following subsections, the roles of various individuals and teams in each are described. Of course, a task can be delegated, but this does not alter the responsibility of the person responsible, that the job is done.

Project Conference

Tasks include:

  • Coordination of the overall project
  • Monitors compliance with the schedule
  • Words of thanks at the end of the conference
  • Compiling a list of important phone numbers (all Orgas / research assistants, caretakers, caterers, etc.) expression and distribution of Orgas and student assistants. The list must be available for construction.

Conference team

The Conference team behind the project is meeting and throughout the lead-time consultant for the local team.

Tasks include:

  • Setting up and publishing the Call for Location
  • Choice of conference site
  • Last resort for conflict-laden decisions that can not decide which local team
  • Final authority for the confirmation of free participation by active contributions.

Local team


The local team is responsible for the entire process on site and is responsible for the effective and smooth running of the conference. All tasks can be performed either directly or through a rented service.

  • Tables, chairs and bulletin boards in sufficient numbers
  • Electricity supply in the lecture halls
  • Signs
  • Wardrobe
  • Space Plan, toilet labeling
  • Behintertentoiletten label, step-free entrances redirection
  • Directions for participants to the conference, social event and possibly other locations
  • Directions for supplies (eg for exhibitors)
  • Logistics
  • Lost property
  • Presentation computer
  • Microphones, speakers
  • Reception area
  • Collect and archive the submitted documents at the last second lecture (PDF, sets) for future publication
  • Technical support for presenters on the projector, microphone
  • Water supply for the speakers
  • Creation and distribution of badges (with color codes, yet technically clear)
  • Finding places for the general program
  • "Folder", the "control" at the entrances nameplates. This is not to be there-a sharp passport control, but only that. This task can also be perceived by the caregivers talk technology. If you have no "gatekeeper" as is, the so be it.
  • Trouble Shooter, on all days of the conference clearly recognizable (neo-grün/rot/lila plaid striped T-shirt) on site and fix a problem and can solve problems.
  • If Poster Session: Posters organization that poster, which hung, in clear division sponsors poster and technical papers.
  • It is the responsibility of the local teams, tables, chairs and trellises for the issue in sufficient numbers to organize and build.
  • For the collection of the questionnaires have two boxes on the registration or the like are available (see # collection of participant survey questionnaires ).

The local team must be directly in front of the conference packages for exhibitors, sponsors, etc. can receive. This requires an address to be announced, ideally at conference. A target date by when packets arrive must be will also be announced (typical example on the Friday before the conference). The sender of the packets are required to inform the local team, which packages should expect. The local team is a corresponding list in the wiki.

There are many works that are mandatory to complete by the local team. Therefore it makes sense the same people not to burden even with tasks that others can do.

Sponsorship Coordinator

The Sponsorship Coordinator is responsible for the promotion and support of sponsors. This is a very demanding and financially important task.

Tasks include:

  • Public announcement of the sponsorship program with prices and conditions
  • Letter of potential sponsors / exhibitors
  • Personal interview / email contact
  • If necessary. negotiate additional conditions (higher pitch, stand outside, etc.)
  • Create the accounting basis, consultation with the Project conference
  • Requesting a small bitmap logos for the website and a vector logo for the printing of conference proceedings, posters, etc.
  • Coordination with the exhibition coordinator of the local teams

Exhibition Coordinator

The exhibition is co-ordinator of the service for the exhibitors on site. Before that he must deal with the sponsorship coordinator to work together closely. Most preparations have to be done before the first exhibitor appears at the site!

  • Of pitches, which were from the sponsorship coordinator in a blueprint marking.
  • Supply of pitches with technology:
    • adequately sized power cables per stand, better, of course, with the same power strip
    • a network cable as per

The exhibition co-ordinator should be on the safe side a few feet patch cord, tape, scissors, thread, some tools such as screwdrivers, etc., possibly one or two Ethernet switches, etc. on hand. But this is no service that buys the exhibitor, but only a kindness and courtesy to ensure everything runs smoothly.

Tasks include:

  • Ensure that deliveries are stored by the exhibitors in advance of the conference and be available to build

Participant Coordinator

The participant-coordinator is the interface between the team and the conference participants. He cares for the information of the participants and the course of the application, both in advance and on site. He works closely with the local team.

Tasks include:

  • E-mail to the participants shortly before the conference with practical information on directions, etc.
  • Notification of organizational information in the opening session of the Conference
  • Creation and distribution of "current information" to the moderators, which can be read before and after the lecture blocks.
  • Editing questions from participants in advance
  • Prosecution of the application in consultation with the technology and the local team
  • Handling of Cancellations and difficult cases at registration
  • Contact for the student assistants at the site registration for the treatment of difficult cases

Program Committee

See elsewhere.

Lightning-Talk coordinator

Workshop Coordinator

The workshop co-ordinator in charge of the workshop leader. He works closely with the Program Committee and the local team.

Tasks include:

  • Contact for workshop leaders
  • Ensures that the information on the workshops for the participants complete and effective
  • Is working with the Program Committee for an interesting and balanced workshop program.
  • Create evaluation forms for workshops and collect
  • Coordination technique with workshop leaders and local team or DVD Team


If necessary. only to paying subscribers. Distributed any remaining stocks by Lehmann.

Tasks include:


The T-shirt-ordinator is responsible under the budget, a design, color selection of sizes, delivery and payment for care. Workshop participants and paid conference attendees to get a T-shirt (possibly with the registration mark size XL to XXXXL).

Tasks include:

  • Design, color (limited quantities)
  • Logo
  • Sizes and cuts for women and men, the quantity distribution
  • Print
  • In time

Press Coordinator / Public Relations

The Press-ordinator is responsible for the distribution to maintain and build on all regular press releases (see conference planning) and in time to give to the distributor. Additional press releases to the local team, sponsorship coordinator, etc. are created and the Press Coordinator will be given for publication.

Tasks include:

  • Create press releases
  • Send PM
  • ...

Research assistants (construction)

On Monday afternoon and Tuesday morning will be established. This is partly eledigt of the organizers and some of the structure-student assistants.

Tasks include:

  • Transport of materials to the exhibition
  • Building the application
  • Establishing the infrastructure for the exhibition (tables, partitions, cable)
  • Building catering area (if n is not making the caterer)
  • Setting workshop rooms (tables, computers, cable)
  • Signs of the arrival and the rooms
  • Of various hanging posters and the like (FOSSGIS banners, sponsors, program, ...)
  • Packing the bags
  • Print name tags, insert in plastic bags and sorted to build the application

Student Assistants (Registration)

Throughout the conference registration is staffed with at least one research assistant. At peak times (especially Tuesday afternoon and Wednesday morning) even more.

Tasks include:

  • Information for participants
  • Including registration of the participants of the output pockets
  • Sales of tickets for the Social Event
  • If necessary. Sales of T-shirts, conference proceedings, etc.

Research assistants (Auditorium)

In each classroom there is a Hiwi Its mission is to serve the technology. He does this in advance with the technology (lighting, blinds, audio and video equipment, computers), he helps the presenter to load their presentations onto the presentation computer and provides them where necessary with a microphone.

Tasks include:

  • For questions from the audience after the lecture is the Hiwi around with a microphone.

Research assistants (Springer)

For other tasks that arise spontaneously, student assistants as "jumpers" are provided.

Tasks include:

  • Obtain and purchase of a lack of material, if, for example spontaneously tacks are needed
  • Transport of material
  • Printing and hanging signs


The task of the session manager is there to moderate a block of lectures.

Tasks include:

  • Ensures the timely commencement and punctual end of the lecture. It is especially important to observe that time frame, so that participants can switch between tracks. The session manager agreed with the speaker symbol. For example, open hand to hold up for 5 minutes, prepare any appropriate label.
  • Brief words of introduction to speaker, the name should be liquid on the lips are also to Prof. Dr. Dr. Geo. Wlædchrøv Zlot ¢ iktrl.
  • Moderation of the question and answer session.
  • Thanks to the speakers.
  • Disclosure of current organizational information. This information will be collected at registration. The session leader will need to ask this before its session there.

The session manager is supported by Hiwi auditorium.

Questionnaire evaluator

  • The questionnaire evaluator evaluates the questionnaires
  • Maintains knowledge here in the Wiki.


Information on Presenters

This page is from a recent conference and must be upgraded.

This information must go to all speakers when their papers were accepted.

  • Extended abstract Jörg (date Sunday 2008-03-14, format details coming of George / George, no slides!)
    • Format Details: Open Office Writer document, with about 1-2 pages of content (print in b / w) to be filled, if nothing further is used in the submitted abstract.
    • The aim of the conference proceedings is information about the presentations and the one participant who can not hear the lecture, the core of information delivers information. If the presenter more information, want to contribute further details and pictures so it's possible. The text is put together with a preface in a bound booklet available to each participant.

final deadline of extended abstracts is 03.14.2008 at

  • Vorträgsfolien in OpenOffice or PDF format to bring a USB stick or in advance by e-mail ... (No PowerPoint!), Or alternatively may bring your own computer
  • Note wg. Graphics: is s / w print

Mail to exhibitors around shortly before the conference

  • Contacts (before and during the conference)
  • Dates
  • Shipping Address
  • Floor Plan
  • Details to: furniture, electricity supply, Internet

Circular mail to participants shortly before the conference

Dear participants in the FOSSGIS201x xxx

begins in a few days the German Conference on Free and Open Source GIS software and we are pleased to welcome you there. With this message we would like to pass on current information to you.

1) Workshops

A few workshop places are still available. Take your chance to book these. The fee for the workshop is € 100, - per person per workshop.


2) Evening Event

The evening event will be held on Tuesday from <date> <time> Clock <Place> in place.


To this end, all participants and exhibitors of the conference invited. The cost of the evening amounted to XX, - € per person for buffet and drinks. If you still decide at short notice it, you can buy at the site registration card or as long as there are places available.

3) participant survey and raffle

The survey participants used to get to know you better. We ask that you take the short time at the conference to answer a few questions. The questionnaire can be obtained from the application (located in the conference documentation).

As a thank you for your participation, you can participate in a lottery <Gewinne>!

Please separate this from the section at the bottom of the page and pass it off together with the questionnaire to the application. The draw will take place during the closing ceremony held on Thursday. Profits will be issued only to persons engaged!

4) Wi-Fi during the conference

You can use your laptop with the WLAN of the University <Place>.

For this you should use the following settings.

o SSID: <ssid>

o ...

5) Traveling by car

If you arrive by car you can park there:

<URL> <Parkkonditionen>

Park & ​​Ride


6) Participant Information (arrival, public transportation, hotels)

Other useful information can be found in FOSSGIS Wiki

<URL Or ausformuliert>

7) Monday evening

On Monday evening meeting to meet representatives of the organization team of 20 clock in <Ort, Bezeichnung>. We look forward to all participants already <Place> arrived to meet there. Comments by:


8) Recent Questions

If you have any last minute questions, please feel free to call at <Leiter Lokal-Team> (Tel: <tel>) or contact me (Tel: <tel>).

We look forward to an exciting FOSSGIS <year> with you!


Tasks of the session manager

For each lecture block, there is a moderator (session leader, or chairman of the meeting). The task of the session manager is to ensure compliance with the schedule and to support the speakers in all respects.

A session manager is normally responsible for a block of talks between the two breaks. Moderators can gladly take over several blocks.

If possible, the chairman of the meeting early, as the day before, just with "his" make known speakers and arrange with them, when the technology is to be tested. Realistically lecturers but also like to have five minutes before the start of the block.

Before the lecture

The session manager will see to it that the speaker is, and has everything he needs for the lecture: water, projectors, power for the notebook, blank blackboard, overhead projector, microphone, etc.

The session manager helps the speaker to bring the technology to work or get to a technician. If multiple presentations are scheduled directly after each other, then the chairperson tests before the first lecture with all speakers, the technique to keep the conversion pause briefly.

The session manager can should become familiar with the function of the projector, the PA system and lighting, so that he also intervene during the speech problems.

Welcome and introduction of speakers

The chairperson welcomed the audience briefly and then presented in a few words the speaker and his subject. The session leader should let pass before the speaker briefly to the necessary background information. According to this, the session manager to the front where he can see the speaker well and stays there throughout the lecture.

During the lecture

The session manager pays attention to the time. It gives the speaker a sign, if

  • half the time for the lecture is to
  • 5 minutes before the end (eg by holding up a hand with five fingers spread)
  • and when the time's up (eg by timeout sign with both hands)

The local team can provide DIN-A4 sheets, on the one hand, in large Buchtaben "10 Minutes" on the other "5 minutes".

This should be the chairperson before the lecture check with the speaker, how long to run the presentation. In general, you should end about 5 minutes for questions left open. Also for the conversion interval to the next speaker should be plenty of time to be scheduled.

It is not just a matter of courtesy, to begin a lecture on time and to terminate, it is also essential to ensure an orderly conference proceedings, because there are several parallel tracks. Presentations may cover under any circumstances, otherwise the tracks get mixed up and people who move from one classroom to another, bringing in considerable unrest and miss the beginning or end of a lecture. Although adjacent to the lecture a break, it is important to stop in time, so people do not stand in front of empty tables, or just get eaten even cold coffee. The session manager is responsible for compliance with the schedule. He must discuss this with the instructor beforehand and arrange with him the sign. He must - bring the speakers to the end - if necessary with gentle pressure. When the speaker covers, it helps to get up to go to the podium and demonstratively to stand beside the speaker.

If the speaker needs any help, he can always turn to the session manager. Whether it is to switch the light on and off, hang up the next slide, to distribute material or to get more water. For problems with the technique, which can not resolve yourself to the session manager, he brings a technician.

The session leader should also count the number of listeners at a lecture and inform the organizers. So we can see which topics are popular and considered in future conferences.

Q & A

If the speaker has not made himself, and there is still time, then asks questions to the chairperson. If a microphone for the audience is available, then you can pass around the session chair it. If not, then he asks the speaker to repeat the questions.

Although there are many questions after a lecture, question and answer session should be stopped if no time is longer. The questions can then be made in person at any of the rest of the speakers or you set a BoF.


After the end of the lecture is grateful to the chairman of the meeting the speakers and makes sure that he gets his applause. He then gives organizational information (eg "coffee and sandwiches are now available in the foyer and we'll see you back here in 30 minutes to talk X" or for example in short-term program changes). The session leader should sign up before a meeting with the organizers and to clarify whether there is anything to announce. The local team is in need of paper with important messages and interpret changes that can read the moderator at the end of the block.

Original Text: