DebConf13/Orga/Registration

Bugs

Open Bugs

"non-RC" bugs (nice to have, would improve user experience and get us less support requests)

• Find a way to improve presentation of the "DebConf" fieldset in the "general" tab without loosing information. Ideas:
  • Make the options radioboxes insted of select dropdowns. This would allow for line wrapping.
  • Have the select dropdown below the question title instead of on the same row.
• The "Category" option is hidden until the DebConf role is selected. But normal users will often try to complete the per-conference information first (that's what they have loaded the page to do). So either the whole per-conference section should be hidden until the role is selected, or there should be a message next to this box (that still shows when it is hidden; can optionally be hidden itself once not needed) asking the user to choose the DebConf role first.

  I disagree about this being a bug. Its a nice to have, maybe, but nothing more. Ganneff

to be discussed

• "Basic" should be "Sponsored registration (free)", since we only intend for contributors to use this option.
  • gaudenz: I don't think this is only intended for contributors. Also eg. a student from Neuchatel not invloved in Debian sleeping and eating at home should be able to select this option. So I vote for keeping the word "Basic"
• Replace "I will accept sponsored communal accommodation (12 or more beds per room)" "I prefer camping (in my own tent)" with the following options:
  • I'd accept sponsored communal accomodation
  • I'd pay to get non-communal accomodation
  • I'd prefer camping (in my own tent) over communal accommodation if possible
  • I'd not come to DebConf, if only sponsored communal accomodation is provided
    • hug/gaudenz ok
    • cate: ok. It will simplify the questions
    • please spell-check

done

• Answer fields for the 3 sponsorship questions should be textareas and not single line textfields. Additionally it would be preferable to have the fieldset title "Sponsorship" and the explanation text "Answer *all* these questions if you request sponsorship for *food*, *accomodation* or *travel*."
• The explanation of roomtype link should have 'class="visible-link"' at least. Making it even more visible would be preferable. Like it's now, it will be overlooked.* on "Save", one should "leave the page and discard changed" to really save.
  • < Ganneff> that saving thing i have seen. but if you press ok, it saves.
  • < Ganneff> no idea why. its javascript client side, so if you want to debug it...
• dates on travel tab (I get 3 errors on arrival date, which are not consistent):
  • (this date is outside the conference time span, and you said you wont attend DebCamp)
  • (this date is after DebCamp ends, and you said you will attend DebCamp)
  • (this date is outside the conference time span)
• So, we need dates with a possible DebCamp, true dates, and check with the "new" DebCamp option
• 'Role in DebConf' shows a '0' by default.
• Link to room types should open a new window (target="_blank")
• Chrome shows "If you leave this page, your changes will be lost", when clicking Save ('Uncaught TypeError: Cannot read property 'style' of null' in application.js: check_debcamp())
  • easiest fix: comment out call to check_debcamp()
  • this is probably the line which returns NULL: var desc = $('dc_conference_person[debcamp_reason]')
• "travel fare" labels disagree with what was decided, they should be (also, the explanation text doesn't agree with these):
  • Travel costs:
  • Travel sponsorship needed in order for me to attend DebConf:
• http://penta.debconf.org directs to …/dc11/… and in general mentions DebConf12 only.
• OK being photographed or filmed? should be put on the general section of general tab, e.g. near public image
• check_debcamp() is still invoked from the html-template. (<script type="text/javascript">check_debcamp(); check_dates();</script>), remove invokation to check_debcamp()
• Full Name (for e.g. proceedings) -> Full Name (for e.g. badges) (we should not mention the proceedings)
• check_dates() uses wrong dates. correct dates are: 2013-08-10 to 2013-08-18
  • In general we should check all dates: DebConf is from 11 to 17, but we allow people in Le Camp from 10 to 18
• Debconf categories "Sponsor/Press/Accompanying/None" can't select "Basic (free)" registration. This should be possible.
• For the "food" point, I think the formulation should be changed to what OdyX proposed (and which gaudenz ack'ed and amended) (with that intentional order, making the "pay-for food" the default): (conflicts with next change, select one of them)
  • I wish to pay for food at the conference (25 CHF/day)
  • I request sponsored food
  • I will care for my own food and understand that there are no shops or restaurants nearby.
• gaudenz: 3 separate textfields for the sponsorship request questions: See http://lists.debconf.org/lurker/message/20130416.101535.bad0f345.en.html
• "Category" should be "Registration type"
• "Professional" and "Corporate" should also include the word "registration", to help clarify that we have split out the registration aspect from accommodation/food.

main tab

• Question to be implemented in the registration system.

• Add prices also in EUR and USD. Number are examples. Finally they should be taken from the relevant doc

general

(No changes required to general questions vs. DebConf12; one question removed from "general" section, the registration category)

• Name: 'First name', 'Last name', 'Nickname', 'Full Name (e.g., for proceedings)', 'Title', 'Image', 'Make image public?' (:first_name, :last_name, :nickname, :public_name, :title, :image, :public :spoken languages
• Sex: :gender
• Role in Debian
• Role in DebConf

(if any role is accompanying or none, sponsored options below should be unavailable, if that's implementable, otherwise we will enforce that manually)

DebConf

• I want to attend this conference (checkbox) :attend :debcamp_id
• Reconfirm attendance: I will attend DebConf13 (checkbox, hidden at the beginning) :reconfirmed

  (This appears automagically when we turn on reconfirmation)

• Not shown until reconfirmation open. Attend checkbox to be reset after reconfirmation deadline, for people without confirmation.

• Contact me regarding disability accommodation :disabilities
• Registration category (your financial support is appreciated):
  • Basic (free)
  • Professional (200 CHF)
  • Corporate: (500 CHF)
• T-Shirt size :t_shirt_sizes_id
• Accommodation (for explanation of room types, see https://wiki.debconf.org/wiki/DebConf13/Accommodation): :accom_id
  • I will arrange my own accommodation off-site (no fee)
  • I request sponsored accommodation (not available to pro/corp if possible)
  • self-paid communal accommodation (20 CHF/day)
  • self-paid camping (camper van or tent; 20 CHF/day, limited availability)
  • self-paid accommodation in room with up to 8 beds (30 CHF/day)
  • self-paid accommodation in room with 2 beds (40 CHF/day/person, should be offered for professional/corporate only)
• Roommate preference or special requirements: :room_preference

 This appears automagically during reconfirmation. (Ganneff)

• I will accept sponsored communal accommodation (12 or more beds per room)
  • Yes
  • No

(select box, no default, like sex; link to https://wiki.debconf.org/wiki/DebConf13/Accommodation#Sleeping-bag_accommodation_or_camping for explanation)

• I prefer camping (in my own tent) over communal accommodation if possible (sponsored attendees only): (checkbox, default no)

• Food: :food_id
  • Am staying off-site and will provide own food
  • I request sponsored food (not available to pro/corp if possible)
  • I wish to pay for food at the conference (25 CHF/day)
• Food preference:
  • N/A (hard-coded if "Will provide own food" selected above)
  • Regular
  • Vegetarian
  • Vegan
  • Other:
• If "other", please explain:

 - Whats the point of making food preference depend on food? If
   someone does own food they can sure select any of the other options.
   We don't care.
   The only point I can see is the orga selecting on it.
   And thats better done in sql (queries, views, etc), than forcing
   ui changes to the user when selecting stuff.

 - Do we really need a textfield for other? It currently reads
   Other (contact organizers).
   If someone has really special requirements that they need extra
   attention, can't we trust them to send a mail? Which can go to
   lotsa orga people, while here one needs to select the admin
   interface and check through people. Or ask someone to do sql magic.

• If you are requesting sponsorship of food, accommodation or travel:
  • What are your current contributions to Debian?
  • How will your attending this DebConf benefit Debian? Examples include collaboration with other attendees, giving talks, and volunteering at DebConf.
  • Why do you request help paying for your costs?

DebCamp

• I would attend DebCamp if it was held: (checkbox, default no)

Travel tab

No changes to departure/arrival questions, publishing, etc.

Two fields for travel sponsorship, drop all other fields:

• Travel costs:
• Travel sponsorship needed in order for me to attend DebConf:

 I keep the "Need help" checkbox too. Nice for sql queries.

Announcement mail

Subject: Registration is now open for DebConf13
Reply-To: debconf-discuss@lists.debconf.org
To: debian-devel-announce@lists.debian.org
To: debconf-announce@lists.debconf.org
Cc: debian-events-eu@lists.debian.org
Cc: debian-news@lists.debian.org

Registration is now open for DebConf13, which will take place in Le Camp near Vaumarcus, Switzerland, from Sunday 11 August to Saturday 17 August 2013. The registration deadline for those who wish to make sponsorship applications is Wednesday 15 May 2013.

It is still possible that we will extend the current DebConf week with additional DebCamp days. If you would like this, please contact us and help find additional sponsorship.

To register, follow one of the processes outlined below:

- If you have registered for a previous DebConf via Pentabarf, go to

 https://penta.debconf.org/penta/submission/dc13/person to login.
 DebConf has used Pentabarf since DebConf7 in 2007.

- If you have not registered for DebConf before, you will first need

 to create an account in the conference management system.  Use 
 https://penta.debconf.org/penta/user to create your account. After
 visiting the activation URL sent to you by email, go to
 https://penta.debconf.org/penta/submission/dc13/person and log in.

After you have logged in

---

After you have successfully logged in, please fill in at least the 'General', 'Contact' and 'Travel' tabs reachable through the 'Registration details' button on the bar on the left of the page. Please pay special attention to the 'DebConf' and 'DebCamp' boxes on the 'General' tab. You need to select at least the "I want to attend this conference" tickbox or your registration won't be valid.

Note to users who have a pre-existing account: we did our best to make sure you do not have to enter all your personal data again, only the conference-specific changes. However, please check carefully for missing or outdated information.

See below for notes on applying for sponsored accommodation and food, and for travel grants. If you want to make it more likely that we have enough sponsorship to pay for these this year, please consider joining the DebConf fundraising team.

Registration

---

As in the past the conference is free and we try our best to offer food and accommodation sponsorship to Debian contributors who register before Wednesday 15 May. This year the costs for the registration, food and accommodation have been split. This is particularly important for attendee who pay the attendances. DebConf officially starts Sunday 11 August and it finishes Saturday 17 August 2013, but the venue is opens from the afternoon of Saturday 10 August to Sunday 18 August (also for sponsored accommodation).

Please take a look to the registration instructions for the food plan and room categories: https://wiki.debconf.org/wiki/DebConf13/Registration

Registration fee

---

As in previous years, registration to DebConf is free of charge, but we provide two additional registration options: "Professional" and "Corporate". The "Corporate" category, with a CHF 500 (around 415 EUR or 540 USD) registration fee is intended for those attending DebConf as representatives of companies. The "Professional" category, with a CHF 200 (around 165 EUR or 215 USD) registration fee, is intended for any individual or company who wants to help the conference by contributing to cover some of the costs of their attendance.

Note that in contrast to previous years the registration fees do not include food or accommodation: you should pay them separately according the preferred room category.

We encourage all attendees to help making DebConf a success by selecting the "Professional" or "Corporate" category.

Food

---

Lunch and dinner will be provided by the Le Camp venue, for 25 CHF/day (about 21 EUR/day, 27 USD/day) (free for sponsored people). Please note that there are no restaurants or bars near the venue. The deadline for applying for sponsored accommodation and/or food is the Wednesday 15 May 2013.

Accommodation

---

The following options apply (per person, always including breakfast):

• I will arrange my own accommodation off-site (no fee)
• I request sponsored accommodation (not available to attendees paying the professional or corporate fee)
• self-paid communal accommodation (20 CHF/day, ~16.50 EUR/day, ~21.50 USD/day)
• self-paid camping (camper van or tent; 20 CHF/day, ~16.50 EUR/day, ~21.50 USD/day, limited availability)
• self-paid accommodation in room with up to 8 beds (30 CHF/day, ~25 EUR/day, ~32.50 USD/day)
• self-paid accommodation in room with 2 beds (40 CHF/day/person, , ~33 EUR/day, ~43 USD/day, only available to attendees paying the professional or corporate fee)

More information about the accommodation options is available at https://wiki.debconf.org/wiki/DebConf13/Accommodation (with some pictures). Communal accommodation (with more than 8 beds) requires bringing one's own sleeping bag. Please familiarize yourself first with the available options before filling in the registration questions.

Possibly we will provide later (by reconfirmation/on site) some room upgrades (possibly with a fee), according the room availability.

As in previous years, we will do our best to offer sponsored accommodation and food to Debian contributors. The deadline for applying for sponsored accommodation and/or food is the Wednesday 15 May 2013, describing shortly your contributions. After this date, you can still register, but you will need to pay for accommodation and food.

Due to space limitation, we give accommodation preferences to developer and contributors.

Travel grants

---

We hope to obtain enough sponsorship to help some people attend who could not otherwise afford to travel to DebConf. We intend to allocate travel grants by the end of May. If you would like to apply for travel sponsorship, please fill in as much information as you can on the registration pages. Even if you have not arranged your travel when you apply for sponsorship, we need to know which days you intend to spend at the conference.

In order that we may use scarce sponsorship funds where they are most needed, please pay as much of your own travel costs as you can afford.

The deadline for sponsorship applications is Wednesday 15 May 2013.

See also http://debconf13.debconf.org/ and https://wiki.debconf.org/wiki/DebConf13 for more information

We thanks to our sponsors,http://debconf13.debconf.org/sponsors.xhtml

Looking forward to welcoming you in Le Camp in August,

- the DebConf13 team

Announcement mail (alternative short version with link to wiki)

Subject: Registration is now open for DebConf13
Reply-To: debconf-discuss@lists.debconf.org
To: debian-devel-announce@lists.debian.org
To: debconf-announce@lists.debconf.org
Cc: debian-events-eu@lists.debian.org
Cc: debian-news@lists.debian.org

Registration is now open for DebConf13, which will take place in Le Camp near Vaumarcus, Switzerland, from Sunday 11 August to Saturday 17 August 2013. The registration deadline for those who wish to make sponsorship applications is Wednesday 15 May 2013. After this date, you can still register, but you will need to pay for accommodation and food.

If you want to attend DebConf13, go to the Registration wiki page at https://wiki.debconf.org/wiki/DebConf13/Registration and follow the procedure outlined there. Please even read the wiki page if you attended previous conferences, because it explains some important changes with respect to previous years.

We are planing to prepend the current DebConf week with additional DebCamp days. But we need some more time to sort out the details. We also need more money to be able to fully sponsor DebCamp for everyone or to extend it to more than a few days. If you would like this, please contact us and help find additional sponsorship. We will send another announcement about DebCamp as soon as registration for DebCamp opens.

Looking forward to welcoming you in Le Camp in August,

- the DebConf13 team

Call for Papers

Draft from earlier edition. Keep the format for email! In bold thing what should be checked and corrected.

Subject: Call for Papers DebConf13 at Le Camp, Switzerland

Debian invites submissions of proposals for papers, presentations, discussion sessions and tutorials for its DebConf13 conference which will take place in Le Camp by Vaumarcus, Switzerland, in August.

Submissions are not limited to traditional talks: you could propose a performance, art installation, debate, or anything else. Official submissions will be accepted until Saturday, 6 July 2013, 23:59 UTC.

This year submission of a formal written paper for the conference proceedings is again optional, though encouraged. Providing a written paper in advance means that interested people can attend your session ready with ideas for discussion, and especially helps those who find it hard to follow rapid English speech. Submitting any supplemental material useful for better understanding the subject, as well as the slides you will present is also encouraged, mainly for the benefit of people following the talks online.

DebConf talks will be broadcast live on the internet when possible, and videos of the talks will be published on the web along with the presentation slides and papers. Regular sessions will be 45 minutes long, including time for questions, with a 15 minute break between events.

This year, we will continue to organize some talks into thematic tracks. If you have a proposal for a DebConf track, please contact debconf-team@lists.debconf.org. Previous examples included "Debian Science", "Debian Infrastructure", and "Community Outreach" tracks. If you would like to be a track coordinator, please volunteer on that list.

To submit an event, first register as an attendee for DebConf13 in the Pentabarf conference management system [1], then go to the submission page [2] and use the "New event/paper" button on the left. Fill in information about your submission on the various tabs. The most common event types are "Lecture" or "Open Discussion (BoF)". Please include a public "Abstract", and a "Description" listing any notes for the DebConf talks team, such as special requirements for your event.

While we ask speakers to submit their events before the deadline of Saturday, 6 July 2013, late submissions will continue to be accepted until the end of DebConf. All attendees will have an opportunities to schedule ad-hoc events during DebConf itself, and very promising late submissions may be considered for inclusion in the main conference. Note that ad-hoc events have a much lower chance of video archiving and streaming, so it's better to get your submissions in early.

For private communication regarding your talk, please mail talks@debconf.org. For more general ideas or questions about talks or events, please mail debconf-team@lists.debconf.org.

Looking forward to welcoming you to Le Camp in August,

- the DebConf team

[1] https://penta.debconf.org/penta/user

[2] https://penta.debconf.org/penta/submission/dc13/person

About DebConf

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DebConf is the Debian Project's developer conference. In addition to a full schedule of technical, social and policy talks, DebConf provides an opportunity for developers, contributors and other interested people to meet in person and work together more closely. It has taken place annually since 2000 in various locations over the world.

If you are interested in helping by working as a volunteer during DebConf, please contact debconf-team@lists.debconf.org

If you or your company are interested in sponsoring DebConf by donating money or lending equipment, please contact the sponsorship team at sponsors@debconf.org

More information about DebConf13 can be found on the conference website:

 http://debconf13.debconf.org/

About Debian

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The Debian Project is an association of Free Software developers who volunteer their time and effort in order to produce the free operating system Debian GNU/Linux.