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Removing of hurdles #5

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Removing of hurdles #5

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47 changes: 4 additions & 43 deletions guideline/cfh.md
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Expand Up @@ -89,7 +89,7 @@ off by the PAC before they can be put in place.
2. The on-site team must be geographically located in a country in the Asia
Pacific and Australasia region.

3. The on-site team must be willing to actively coordinate with the PAC board
3. The on-site team must be willing to actively coordinate with the APAC board
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PAC == PyCon APAC Committee. Changing it to APAC looks wrong. But we might change "PAC board" to "PAC".

and the other regional Python groups or Python workgroups where applicable,
so that all parts of the PyCon APAC ecosystem can work together in a
productive way. Of importance is the quality of the presentations which
Expand All @@ -100,9 +100,9 @@ off by the PAC before they can be put in place.
afforded to the proposers in order to assist improvements to their
presentations where applicable.

4. The on-site team must be composed of at least five (5) active members and
4. The on-site team must be composed of at least three (3) active members and
the team, or a majority of its members thereof has previously organized at
least one (1) PyCon conference before. Five members is the bare minimum for
least one (1) PyCon conference before. Three members is the bare minimum for
the on-site team to successfully handle the amount of work required to
organize the conference.

Expand Down Expand Up @@ -131,26 +131,11 @@ off by the PAC before they can be put in place.
Proposals will have to provide details about how these can be implemented at
the proposed venues.

1. Food and drinks for lunches and breaks on all conference days (and
tutorials and sprints where applicable)

2. Optionally, breakfast on all conference days (not necessarily on the
tutorial and sprint days where applicable)

3. WLAN service to access the Internet during the conference (and the
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I think food and drinks are important for a successful PyCon APAC. I don't want to remove this information.

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I think food and social events should be moved to "good-to-haves", and we can include how other local or APAC PyCons have been done as a reference. I'm trying to reduce our narrative that imposes restrictions on what we think will make a successful PyCon and leave that to the organizers to decide. In terms of food and social events (PyCon itself is a whole social event), we can't really for sure say it will produce a better and meaningful PyCon if we put it as a requirement. It is fun for me, yes. But should not be put as a requirement.

I believe what we should be doing is not to restrict, but to facilitate.

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I agree that a PyCon, at different scale and for different audience, do not need to provide lunch or beverage. It's up to the team and we should not impose restriction.

But for PyCon APAC, I think lunch and beverage are important. IMHO they are more important than good to have. If one is asked to find food himself/herself in the lunch break of the conference, it's hard to make smooth intellectual engagement in the conference.

I agree PyCon itself is a social event, but it consists of intellectual components. Again, the composition should be determined by the PyCon's team. But for PyCon APAC, it's good to set up minimal. I think lunches is part of the minimal requirement. Dinners might not.

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I agree that lunch should be a minimal requirement.

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I agree with about lunch.
But as you know there are many countries and different situation
In some venues, providing food cost much money, for example food for one person, one time can be at least 70 USD in some venue in korea.
in that case, we should ask Participants to pay at least 150 USD ( at least 2 meals )
so I think it's case by case.

I agree it's good and will to have, but it should not be necessary condition to remove hurdle.

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It can be a separate cost e.g. recommending nearby canteens/restaurants that can accommodate participants. Same idea with lodging recommendations. But IMO, that'll be harder to plan out and will give participants a harder time to get food (especially international guests). For me, it's better to get an average prepared lunch than to scurry around looking for food.

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USD 150 is too much. The admission (early bird individual rate) of the past PyCon APAC's didn't reach that number. I think it's the team's responsibility to bring down that cost. Even in downtown Manhattan one can feed himself/herself with less than 30 bucks per day. McDonald's will do.

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If we think lunches is a must-have for PyCon APAC, we should require host proposers to state how they plan to provide it. @darjeeling gave a good example justifying that requirement. If for any reason there is a difficulty to provide lunches, PAC should know it by reading the proposal. It's PAC's duty to include this factor into their evaluation.

tutorial and sprints if applicable)

4. At least one social event, which can be a dinner, a show or some other
form of entertainment, where food and drinks are served. The main social
event should ideally be available to all attendees, but may also be
limited to a lower number of people, if the selected venue cannot serve
as many participants.

5. Audio/video facilities to support speakers and talk recordings.
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Since it's optional, I prefer to keep this in the requirement.


8. The conference must take place within the following preferred timeframe: May
1st - October 31th. It is possible to propose more than just one set of
conference dates if necessary, since the costs may vary across this timeframe.

9. The on-site team must provide a local expenses budget plan as part of the
proposal. An example budget plan can be provided on request. The on-site
Expand Down Expand Up @@ -205,12 +190,6 @@ The proposal must cover all of the following points:
5. Conference desk manager: responsible for the on-site help desk, on-site
registrations, tickets, cash refunds, attendee support, etc.

6. List of all team members that will be present during the conference itself
as volunteers (but not necessarily help before the conference begins),
and/or sources from which people can be or will be acquired if needed (e.g.,
universities, other local associations, etc.). This list is indicative, as most
of the volunteers helping during the conference are usually enrolled during
the last months/weeks before the conference.

7. List of potential international and local sponsors. Note : Local sponsors
help a lot in funding the conference. These are often smaller companies
Expand All @@ -223,20 +202,6 @@ The proposal must cover all of the following points:

9. Keynote speakers proposed.

10. Conference events. Describe which kind of (social) events you can propose
for the conference and are able to provide support for.

11. Expected differences from previous PyCon APAC conferences (2014 and 2015).
Please highlight what things would need to be changed in the way the
conference is run on-site. Examples of things we would consider worthwhile
to mention:

1. "We can get additional support from the local government / city council"
2. "We need to provide tickets to city locals at reduced prices"
3. "We intend to serve meals in a different venue"
4. "We have some extra space available for posters / sponsors"
5. "We want to have our local Python conference run as satellite event" etc.

12. Venue proposal. Describe the following sub-items:

1. Location, reachability by car, train, plane
Expand All @@ -253,11 +218,7 @@ The proposal must cover all of the following points:

6. Lightning equipment, availability of on-site support for lighting

7. Upstream internet connection (at least 100MB up and downstream)

8. WLAN structure, service provider, their experience with similar events
(The WLAN has to be able to handle at least the number of participant
devices expected without problems)
7. Upstream internet connection

9. Available space for conference desk, sponsor booths, posters, social
event, etc., planned locations of these on the floor plans
Expand Down