Brisbane 2011 Bid


This is draft Bid Document. It may later become part of our Bid or it may simply be used as a common place to get our thoughts together for the real Bid document. Click here for old bids both from Brisbane and other cities and other useful resources.


Introduction

Welcome to Brisbane's 2011 Lca Bid document.

About Brisbane

Located on the Eastern Coast of Australia Brisbane is Queensland's Capital City. With the Brisbane river running right through the heart of Brisbane it is really a twin City divided into the North and South. With a population of about 2 million and climbing it has a diverse culture and wild centre. It is also strange in so far as it has both a very spread out feel but the CBD is very concentrated.

The Conference Location

The Conference will be held at Queensland University of Technology's (QUT) Gardens Point Campus in the heart of Brisbane's CBD and right next door to Queensland's Parliament House. The City Botanic Gardens surround the campus which contain walks, picnic areas and water fountains. This provides the perfect place to have lunch during the conference.

There is also easy access via the Goodwill Bridge to the cultural heart of Brisbane South Bank. This is where you can find markets, stalls and our inner city beach. Perfect for cooling off during the Conference.

Accomodation

Getting Around

Our Team

The Brisbane Bid Team currently consists of:

Shaun Nykvist

Conference Lead, Media and Promotion, Venue and Sponsorship

Mark Ellem

Treasurer

Clinton Roy

Miniconfs and Open Day

Russell Stuart

Events and Dinners

Matthew Franklin

AV and Schwag

James Iseppi

IT Team Lead

Stephen Thomas

IT Team, Papers, Speakers and Keynotes

Daniel Devine

IT Team

* The IT Team is responsible for Networking and the Website

Our Plan

In this section you will find the detailed planning we have put in place to ensure our conference runs smoothly. We have tried to identify any risks that may effect the delivery of each component of the conference, and how we plan to minimise the effect of those risks should they eventuate.

Venue

MiniConfs

Main Conference

Open Day

Partners Programme

Speaker's Dinner

Professional Networking Session

Unprofessional Dinner

Penguin Dinner

Conference Closing Celebrations

Network

Website

The conference website is the focus of information distribution in the lead up to the conference. All details that a delegate needs to know should be available on the website so that they can easily organise their attendance at the conference in Brisbane.

The website will be used to provide information to prospective attendees about the various components of the conference. It will also receive proposals from potential speakers and mini-conf organisers; it will allow the review and acceptance of those proposals by the papers committee, including the publication of those proposals in the final conference programme; conference delegates will be able to register to attend the conference and pay for their attendance; and finally it will people to volunteer to help out during the conference.

The website will be an instance of the zookeepr software, which has been used for the past several LCA's. This will have modifications made to it to support any special requirements of the Brisbane LCA. These will be captured from the relevant team members in their plans. The current zookeepr software is capable of handling all major components of the conference website previously outlined. The website will be installed onto a virtual machine and will be hosted by Linux Australia.

The zookeepr team is responsible for the delivery of the software to run the conference website. The IT Team will be responsible for the implementation of the conference website software to host the Brisbane conference website. All other members of the organising team are responsible for providing content for the website related to their role within the team.

The major risks involving the website are:

Risk

Mitigation

The website not being available for

viewing conference information

This risk will be mitigated by automatically monitoring the availability of the website from an external location. If the website is not accessible, a member of the IT Team will be notified so that they can rectify the issue as soon as possible

the submission of a proposal

the reviewing proposals

registering to attend conference

volunteering to help at the conference

That the zookeepr software does not work as intended

Extensive testing of each component of the zookeepr software will be conducted before it is put into use on the website. This testing will involve automated unit testing which is part of the zookeepr software as well as user based testing

That there is a security hole in the zookeepr software that allows

fraud to be committed against the conference by convincing the system that a registration has been paid

This will be mitigated by comparing the three sources of financial information to each other on a regular basis. These are the zookeepr records, the credit card transaction records and the bank statements

a persons private information to become public

This will be mitigated through code review within the zookeepr software. This will allow several people to look at how the software is implemented and identify any potential security holes

Audio Visual

The Audio Visual (AV) component is one of the key aspects of the conference. This not only includes the recording of talks, that will be published on Linux Australia's mirror, but also making sure that all of the speaker's presentations work correctly. The recorded talks will be made available within one month of the conference finishing. During breaks in the presentations we will have slides shows displayed within the rooms. This will provide information about what is on next in all of the rooms, any changes to the schedule for both talk and other events, such as BOF's, Dinners, etc. These slides can also be used by sponsors to advertise their presence at the conference.

LCA is more than just talks, it is the experience itself. Professional networks get made at the conference and the its fun hanging out with 500+ people that share the same interests and goals, this is what makes an LCA great. Recording the talks provides a resource for members of the greater Linux community and it shows what people are missing out by not attending. Hopefully this will increase attendance in the future, but it also lets people who are unable to attend learn about what happened during the conference.

AV is more than just recording the talks, we need to ensure that the system is seamless as far as the speakers are concerned. Speakers should be concentrating on their talk rather than fixing microphone problems and getting their slides to work. To achieve this we will have a team of two people in each room. One will act as an MC for the room and will be responsible for working with the speakers to ensure that everything is working for them. The other person will be responsible for recording the talks and ensuring that we achieve a good result.

The core team will be lead by Matthew Franklin and in his absence the IT Team is responsible for AV. The AV Team will be drawing on volunteers from within the Brisbane Open Source, Linux and Unix communities. Ideally they should have had a hand in developing the AV systems so that they can then train conference volunteers in its use. The main roles of the AV team leader will be making sure that the team works and that issues are resolved before they become problems.

To this end we will use the hardware already available withing the rooms by using a Linux workstation to display the intermission slides. We will use professional grade cameras as previous LCAs have done. We will not only be filming to tape but we will also be saving the raw DV stream to a local computer. By doing this we will have quick access to the footage at the editing workstations via a network link to all of the rooms. The camera should only focus on the speaker and not on the slides as these will be captured via a USB frame grabber connected to the projector feed. We will also get a copy of the original slides from each presenter before they start their talk. The audio and two video streams will then be combined into two different versions for each talk, one with integrated slides and one without.

The Audio Visual side of the conference is one thing that is very hard to get right. As a result of this we are planning well in advance to resolve issues prior to the conference even beginning. To this end we have given ourselves one year to develop the systems and to understand any limitations of those systems.

Risk

Mitigation

Description

Problems with the AV System

Spend time developing and testing the system

We will be developing the systems at our Humbug meetings where we are currently recording talks. By doing this we hope to iron out all of the bugs from the system well before the conference even begins.

Simplify the Setup

By making the system either work or not work the operator then knows that something is wrong without question. They can then go through trouble shooting routine and by having a simple system it will have less risk of going wrong.

Backup Equipment

For every piece of equipment we will have a backup for it. It may not be pretty but it will work

Use what is there

It is stupid not to make use of of systems that are already in place and have proven themselves to work so where possible we will integrate our system to work within each room. A case is the audio. Since most of the rooms have audio cables connections and wireless mics we can simply tape into those to get our audio feeds

Problems with the System Environment

Know the working environment

We will have a complete plan of how we will implemented the system in each room. Our system will be bench tested and then put in situ into the rooms during the development phase. As soon as we gain access to the rooms the AV equipment will be put into place and tested.

Problems with Recording media

Have tape and DVD Backups

Failure is always an option. To that end we will be relying on tape and DVD backups as well making sure that we have a copy of the slide presentations. This is sure to take extra time editing which will also be taken into account.

Problems within the team

Treat My Team with Respect

People should be able to come to me with any issue. They should feel that they can do this no matter how stupid the problem appears to be. So to this end by making sure that I or another core team member doesn't berate our volunteers for "stupid question" we hope to be able to deal with issues before they become major dramas.

Have good documentation and a failure plan

Simplifying the system should make the system less likely to fail. However the biggest cause of failure is human error. We will reduce this by having a step by step guide that has clear instructions. Also we will include documentation that shows all of the settings that is easy to read. This will greatly reduce this risk due to human error. There will also be a failure plan. A simple guide that shows what to do when things go wrong. Like the setup by step guide it needs to be clear cut and easy to read.

Training

All of the volunteers will need to spend time learning the equipment. Combine that with being teamed up with a member of the core group who will know the systems inside and out this should greatly reduce the risks. Once they have learned enough to be on their own the core group will then float between rooms so that they will then always be around to help.

Media and Promotion

Sponsorship

Financial Management

Budget

Letters of Support

Conclusion