Ideas for next year RSEAA25

[rowlandm]

What are the ideas we might want someone else to think about for RSEAA25?

I am planning for RSEAA25 to be from the 8th to the 12th September 2025.

Maybe we should try not to do too many changes at all.

[rowlandm]

Reach out to a journal for a conference publication - It is planned to publish the proceedings with Springer in their Communications in Computer and Information Science series (final approval pending) - reach out to journals to raise our profile - ask the community!!!!

[rowlandm]

Schedule an event - https://sched.com/webinar/demo/ is being used by https://apan58.apan.net/event-schedule/

[rowlandm]

Miniconf on Monday and Tuesday. eg. Digital Humanities Arts Social Sciences miniconf, or MRI miniconf / workshops / tutorials. Tie in with ARDC training.

[rowlandm]

Even NCRIS RSE day miniconf on Monday this year?

[rowlandm]

From US-RSE - Interactive Workshops: Dive deep into cutting-edge topics, enhance your skills, and gain practical knowledge through hands-on workshops led by RSEs and leading industry experts.

[rowlandm]

Hi everyone,

You’ve probably heard that Everything Open is coming to Adelaide in January 2025! It is over 20 years since we last hosted our open source technologies conference here, so we are looking forward to welcoming you back, this time at the Adelaide Convention Centre from Mon 20 - Wed 22 January 2025.

As we start preparing in earnest, we need to expand our organising team. As you might be aware, we have a number of roles that are needed to make the conference a success, including but not limited to:

• Communications officer
• Event coordinator
• Treasurer
• Speaker liaison
• Sponsorship coordinator
• Volunteer coordinator

While being based in Adelaide or nearby is beneficial, it is not a requirement for being a part of the team. We also know that many people have not been involved in running a conference before, so we have guides and experienced people to help you along the way.

If this is something you are interested in, we want to hear from you! Please reach out to us at contact@everythingopen.au and let us know you would like to be involved.

As usual, we will also open a Call for Volunteers for people to assist during the week of the conference, which will come out later this year.

With thanks,

Mike O'Connor Conference Chair Everything Open 2025

[rowlandm]

https://venueless.org/en/ - Seamless integration into existing event processes venueless is great on its own, but works best as part of a powerful combination of open source event software

[rowlandm]

CRM tool needs from someone else - eg. Nutshell didn't work.

[rowlandm]

Drop E in RSE so it become Research Software Asia Australia #RSAA2#106

As we want this to be a community for people associated with research software.

[rowlandm]

All PyTexas websites are standardized on Mkdocs with the Material plugin (starting with 2024). https://github.com/pytexas/ Every year we just create a new repo with the name of the year, so 2025 for the 2025 conference, and we use GitHub pages to host everything. It's a super simple and elegant deployment. https://github.com/pytexas/pytexas.github.io - Foundation Site https://github.com/pytexas/2025 - 2025 conference site https://github.com/pytexas/meetup - Meetup site

[chrismpr86]

ask for a link to their academic page, resume or LinkedIn

[rowlandm]

Paid tickets

• 2022 was total of 89 tickets paid for
• 2023 was total of 47 tickets paid for, with 18 tickets sold on September 1
• 2024 14 tickets sold on July 26th

[rowlandm]

Look at Red Bee Media alternatives.... Maybe even ask the disabled community?

[rowlandm]

Suggestions for next year on Accessibility Fellowship:

Add in a link to LinkedIn profile or resume To review the selection criteria and weightings or possibly one more question that is light. What question should we ask next year (ask Harsh and Sanchit)

[rowlandm]

Go with RSEAA25 - A research software community event for Asia and Australia.

[rowlandm]

Invite the other associations that ARDC gives ecellence in research software - eg. Eureka, Maths and stats, ABACBS.

[rowlandm]

Accessibility Fellowship for deaf and blind.

[rowlandm]

Create an accessibility tutorial or bring in a speaker?

[rowlandm]

Bring in funders panel? What do funders need from us? Provide a jobs panel?

[rowlandm]

Explanation of RSE overview for International?

[rowlandm]

• Remove panel
• Remove poster session
• Drop it down from 3 days to 2 days
• Add in tutorials or workshops aligned with ARDC?

[rowlandm]

• Make it cross-domain including research domains as well as research infrastructure and open source. Make sure you connect with different organisations.

[rowlandm]

Maybe lightning talks over posters might be better.

[rowlandm]

https://wandering.shop/@WisConSF3/112986095486891179

In order to have an in-person con in 2025, we need to have 3 co-chairs by the end of this month (August). Otherwise, we will not have an in-person con. Please reach out if you have any interest.

Contact Personnel (personnel@sf3.org)

[rowlandm]

What is the best way to get volunteers for a community online conference?

Please respond as if you were an experienced volunteer or conference organizer in the technical or open source software space.

Please don't hallucinate and only provide factual answers that you can verify.

To effectively recruit volunteers for a community online conference, especially in the technical or open-source software space, consider these strategies:

1. Leverage Existing Networks: Reach out to your existing community networks, such as mailing lists, forums, and social media groups. These platforms are where interested and engaged community members are likely to be.

2. Engage with Relevant Communities: Post volunteer opportunities in relevant open source and tech-related communities and forums. Websites like Reddit, Stack Overflow, and GitHub can be useful for finding individuals with the right skill sets.

3. Utilize Conference Platforms and Tools: Many conference management platforms have built-in tools for recruiting and managing volunteers. Tools like Eventbrite or specialized conference software often have features for volunteer sign-ups and management.

4. Promote on Social Media: Use social media channels, including Twitter, LinkedIn, and Facebook, to announce volunteer opportunities. Highlight the benefits of volunteering, such as networking opportunities, skill development, and community contribution.

5. Engage with Industry Influencers: Reach out to influencers or key figures within the tech and open-source communities. They can help spread the word about the conference and volunteer opportunities to a broader audience.

6. Offer Clear Roles and Responsibilities: Clearly define the roles and responsibilities of volunteers, including time commitments and tasks. Transparency helps attract volunteers who are aligned with your needs.

7. Highlight Benefits and Recognition: Emphasize the benefits of volunteering, such as gaining experience, networking with industry professionals, and receiving recognition for their contributions. Offering perks like free conference passes, swag, or certificates can be motivating.

8. Follow Up and Maintain Engagement: Once you have interested volunteers, follow up promptly and keep them engaged with regular updates about the conference. Clear communication helps ensure a smooth volunteer experience.

By using these approaches, you can attract and retain committed volunteers who are essential to the success of your online conference.

[rowlandm]

Certainly! Here are additional strategies to recruit volunteers for an online community conference:

1. Create a Volunteer Recruitment Page: Develop a dedicated page on your conference website outlining volunteer roles, responsibilities, and benefits. Include a simple application form to streamline the sign-up process.

2. Host a Virtual Volunteer Meet-and-Greet: Organize an online event where potential volunteers can learn more about the conference, ask questions, and understand what’s involved. This can help build interest and clarify expectations.

3. Collaborate with Educational Institutions: Partner with universities or coding bootcamps to offer volunteer opportunities as part of students' practical experience or extracurricular activities.

4. Use Volunteer Platforms: List your volunteer opportunities on platforms like VolunteerMatch, Idealist, or TechSoup, which specialize in connecting volunteers with organizations.

5. Engage with Local Tech Meetups and User Groups: Reach out to local tech meetups and user groups. Members are often enthusiastic about contributing to conferences and might have the skills you need.

6. Highlight Previous Success Stories: Share testimonials or success stories from past volunteers. This can provide a tangible sense of what new volunteers can expect and the impact of their involvement.

7. Offer Skill-Building Opportunities: Include opportunities for volunteers to develop new skills or gain certifications related to their roles. This can be an attractive incentive.

8. Encourage Referrals: Ask current volunteers or community members to refer others who might be interested. A personal recommendation can be a powerful motivator.

9. Create a Volunteer Ambassadors Program: Identify and engage dedicated volunteers who can help recruit others and act as points of contact for new volunteers.

By integrating these strategies with the initial approaches, you can broaden your reach and attract a diverse pool of motivated volunteers.