From: Karen Jex Date: Mon, 26 May 2025 12:54:17 +0000 (+0200) Subject: Add CfP Committee guidelines to events services section. X-Git-Url: http://git.postgresql.org/gitweb/static/gitweb.js?a=commitdiff_plain;h=8b6a517b8a39f73c35daa9ffb56bc1a2181449df;p=pgeu-web.git Add CfP Committee guidelines to events services section. --- diff --git a/template/nav_events.html b/template/nav_events.html index b2345c0..edfb618 100644 --- a/template/nav_events.html +++ b/template/nav_events.html @@ -4,4 +4,5 @@
  • Events
  • Event sponsorship
  • Event services
    • +
  • Selection Committee Guidelines
    • {%endblock%} diff --git a/template/pages/events/services.html b/template/pages/events/services.html index 27cdb3f..e9282e5 100644 --- a/template/pages/events/services.html +++ b/template/pages/events/services.html @@ -2,7 +2,6 @@ {%block title%}Event Services{%endblock%} {%block content%}

    Event services

    -

    As part of our work on the annual PostgreSQL Conference Europe, we have real-world experience on how to set up and run events. We have built a web @@ -11,54 +10,51 @@ sponsors, and more. We offer that to any community organisation who wants to build an event around PostgreSQL. We regret we're unable to assist with events organised solely by a single PostgreSQL commercial organisation.

    -

    For legal reasons any events that we provide support for must publicly acknowledge our support (typically on their website), and must be considered to be "organised by PostgreSQL Europe".

    -

    We have many ways to help. First one is with our event webapp. It can deal with:

    -

    Due to their legal nature, our partnership contracts must be used. They've been hand written in Plain English and reviewed by a lawyer. A few edits will be needed to put the event's name, days, location, and state sponsor costs and benefits. All changes must be agreed to by the PostgreSQL Europe Board.

    - -

    -PostgreSQL Europe requires that the organization complies with these rules: -

    +

    PostgreSQL Europe requires that the organization complies with these rules:

    - -{%endblock%} +{%endblock%} \ No newline at end of file diff --git a/template/pages/events/services/cfp_guidelines.html b/template/pages/events/services/cfp_guidelines.html new file mode 100644 index 0000000..1386ea8 --- /dev/null +++ b/template/pages/events/services/cfp_guidelines.html @@ -0,0 +1,295 @@ +{%extends "nav_events.html"%} +{%block title%}Event Services{%endblock%} +{%block content%} +

    Selection Committee Guidelines

    +

    +This document contains guidelines for PostgreSQL Europe Conference CfP/Talk +Selection Committees. +

    +

    Responsibilities of the Talk Selection Committee

    +

    +The CfP/talk selection committee (hereafter refered to as "The Committee") is +responsible for curating a balanced, interesting and informative program of +talks that will be appreciated by the conference's target audience. +

    +

    A balanced program will comprise of:

    + +

    Forming the talk selection committee

    +

    +The conference organisers will appoint a chairperson for the committee. +This person (hereafter referred to as "The Chair") will be responsible for +the day to day running of the committee, and for the administrative tasks +relating to talk selection and creation of the program. The Chair may or may +not have a full voting role on the committee. +

    +

    +The Chair and/or the conference organisers will select the remaining members +of the talk selection committee. +

    +

    +In order to get a balanced review of the submissions and in order to get a +range of views, it is important to select a committee with a variety of +backgrounds, interests, roles, experience levels etc. +

    +

    +It can be useful to launch an informal "call for participants" for the talk +selection committee. +

    +

    +The committee must follow the rules set out in the +Guidelines +for Community Conference Recognition which states in particular that the +talk selection committee MUST NOT consist of 50% or more members from a single +company or group of companies under the same ultimate ownership or management. +

    +

    Communications

    +

    The committee can choose whichever method of communication works best for them.

    +

    +A method that has been found to work well is a group chat in Telegram or a +similar service for day-to-day discussions, combined with voice or video +calls during the selection phase. This is just a suggestion; you may choose +any method that suits the group. +

    +

    Roadmap

    +

    +The Chair should ensure that the committee is aware of the important +milestones and deadlines. In particular: +

    +
      +
    1. CfP opening date.
      2. +
    2. CfP closing date/deadline.
      3. +
    3. Voting deadline.
      4. +
    4. Talk/program selection calls/meetings.
      5. +
    5. Date by which speakers will be informed.
      6. +
    6. Schedule publication date.
      7. +
    +

    During the Call for Papers

    +

    +It is essential to ensure that there are sufficient submissions, including +sufficient diversity of talks and speakers, to be able to select a balanced program. +

    +

    +The CfP must therefore be published widely, especially within groups of people +who feel under-represented in the PostgreSQL community. Experience has shown +that it will be necessary to do considerable outreach work, encouraging people +who are hesitant, but who are interested and who have something to offer the +event, to submit talks. +

    +

    +This is the responsibility of the entire organisation team, but The Chair +has an important role to play. This work must start before the CfP closes. +

    +

    Voting

    +

    +The Chair must ensure that all members of the committee have access to the +talk voting system, and must share the link to the system with the committee +before the end of the voting process. +

    +

    +Voting can start on or before the CfP deadline. Voting will be at +https://www.postgresql.eu/events/admin/conference-short-name/talkvote/ +

    +

    Voting guidelines for committee members

    + +

    Selecting Talks

    +

    +Once the individual voting has taken place, the committee will decide collectively, +usually during a (virtual) meeting, which talks to select or reject. +

    +

    Committee members must be made aware of information such as:

    + +

    +To assist the selection process, the submissions will usually be sorted by +average rating and talks will (generally) be selected from amongst the highest +rated submissions. +

    +

    +Note that the ratings are to be used as a guide only - the committee should +choose the talks they think will give the best overall program for the event. +

    +

    +The process can take place in different ways, but a common way is to select +a cut-off point and create a shortlist of submissions that scored over this +cut-off point. +

    +

    +The shortlisted talks will be discussed by the committee, who will decide +which to accept/reject/accept as a reserve talk. +

    +

    +Be sure to keep in mind the desire for a balanced program (as discussed above) +when selecting talks: +

    + +

    +Talks that are definitely wanted may be accepted at this point without +waiting for the deadline for informing speakers. +

    +

    +Talks that are definitely not wanted can be rejected at this point +without waiting for the deadline for informing speakers. +

    +

    The sooner acceptance emails are sent to selected speakers, the better.

    +

    +If a selected speaker is no longer able to present their talk, the committee +must choose and accept another talk to take its place. +

    +

    Reserve talks

    +

    A number of talks should be selected to go on a reserve list.

    +

    +A reserve talk may or may not be moved onto the schedule to replace a talk that +a confirmed speaker is no longer able to present. This could happen at any time +between the schedule being published and the day(s) of the conference itself. +

    +

    +It is important to choose sufficient reserve talks to allow you to keep the +balanced nature of the schedule that you have created. This means selecting +reserve talks from a variety of speakers and on a range of topics. +

    +

    +You want to keep the number of talks per speaker to 1 or 2 as far as possible, +even when speakers have to withdraw. This means that you want to have some +speakers on the reserve list who do not already have confirmed talks +on the schedule. +

    +

    +Unfortunately, however, reserve speakers can not always get travel +authorisation unless their talk is actually on the schedule. This means that +it is important to know whether or not a reserve speaker plans to actually be +at the conference and whether or not their talk will be prepared and ready +to go at the last minute. +

    +

    +To allow for last-minute replacements (just before and/or during the actual +conference), it is useful to include some talks from confirmed speakers who +you know will definitely be at the event, even though this may mean that a +speaker ends up giving more than 1 or 2 talks. It is still important to confirm +whether or not their reserve talk will be prepared and ready to present at the +last minute. +

    +

    Compiling the Program

    +

    +Once the talks have been selected and the speakers have confirmed that they +can present their talks, the schedule itself can be created. +

    +

    Use the scheduling tool in the system to create a schedule.

    +

    This involves:

    + +

    Consider things such as:

    + +

    Final checklist

    + +

    Suggested Talk Selection Committee Checklist

    +

    +Note that this is not exhaustive, and is just presented as an idea of the type of +information that should be readily available to the committee for a given event. +

    + +{%endblock%} \ No newline at end of file