Conference Management

Roles

  • Participant: anybody involved in the conference; can be an organizer, speaker or visitor
  • Speaker: a participant with a speaker profile (any participant can create one)
  • Confirmed Speaker: a speaker who has at lease one paper that was accepted and scheduled
  • Visitor: a participant who does not give a talk but only attends the conference as a visitor
  • Track Chair: a person who overlooks and decides on the accepted sessions for a specific track
  • Administrator: a person who has administrative rights for the whole Conference App (usually the organizer)

Scope and Course of Action

The conference organizer sets up the conference website by defining the basic parameters and dates for the conference. Once the site is ready, he issues a call for papers (CfP). During the CfP period, potential Speakers can register themselves and submit one or more papers. Each potential Speaker must also submit a speaker profile which contains a short bio, a photograph and more background information. The Speaker must choose one of the provided tracks (ie. Business, Design, Development etc.) for his session proposal.

When the CfP period is over the preselection period begins. During that phase the Program Committee, consisting of the Track Chairs, reads the session proposals of all tracks. If questions arise (concerning the scope of the paper etc.), members of the Program Committee can send questions to the paper authors, who can in turn give replies to their questions through the same system. Program Committee members can also leave internal comments for each proposal which can only be read within the Program Committee.

After the preselection phase, all Track Chairs go through the proposals for their track and make the final selection for their program. When this is done, the Program Committee might meet (online or in person) to discuss the overall selection of talks and agree on it. Finally the Organizer creates a first schedule out of the accepted sessions and other activities (coffee breaks, social event etc.). When the program looks fine and is consistent, the Organizer sends out notifications to the speakers if their talk was accepted and what time slot has been reserved for their talk.

After the selection and schedule build phase, the conference program is published on the website. From now on Visitors may register themselves and buy tickets. The actual ticket sale is processed by a dedicated website (shop.typo3.org) and thus not in the scope of this app.

The conference organizer has the possibility to accept additional, reject accepted talks and re-arrange the time schedule at any time. He can also send emails to participants and/or speakers through the system.

Visitors can create a personal timetable out of the available sessions. They can subscribe to this timetable via RSS (iCal) or view the timetable in a format suitable for printing. Visitors are asked to rate sessions they attended and can optionally give publicly visible comments. All sessions, their rating and comments are pubslished to (or handled by) joind.in. Slides of all talks are displayed on the conference site, probably by embedding a Slideshare widget.

The whole conference website can be put into "conference over" mode which disables any interactive features. This inactive conference site must be suitable for conversion into a static HTML via wget or the like and is used for the archive of earlier conferences.

Infrastructure

The development server is available at http://dev.conference.p.robertlemke.de and http://conference.p.robertlemke.de in development and production context respectively. The server is owned by Robert; Christian and Bastian have root access.