We are excited to announce IndiaFOSS 2024, the fourth edition of the Free and Open Source Software (and Hardware!) conference organised by the FOSS United community.
Attendees- Sai Rahul, Ansh, Vishal
Reg. Sponsorships at IndiaFOSS
Vishal proposed to bring down the price of the highest sponsor tier (to something like 3 lakhs ).
We didn’t come to a conclusion on this, will have another discussion on this decision before moving ahead.
The communications with sponsor (and the deck) should make it clear that there are no talks for sponsors. Any sponsors interested in giving a talk should follow the standard CFP path.
We should start reaching out to potential and past sponsors by next week. We can start the conversations, updating the sponsorship deck is not an immediate requirement as of now.
CTA
Make a list of companies to reach out to and add them to the IndiaFOSS tracker.
Volunteers to share the deck with their employers and other companies.
Last date to onboard sponsors: August 15.
Will start reaching out to companies that showed interest last year.
6. Parallel Session Management
Sessions:
Software showcase and hardware showcase planned.
List of communities and people to be contacted for potential showcases.
7. Diversity
Diverse Speakers:
Hari and Ruchika to find and reach out to diverse speakers.
Diversity Scholarships:
Explanation and process to be discussed.
Budget: 55k+ remaining.
Child Care:
Vishal and the diversity team to manage this (planning activities for kids).
8. Guides
Content Team Tasks:
Create FAQs for participants and speakers.
Information on accommodation, travel, and places to visit in Bangalore.
Draft invitation emails for review team, speakers, and participants.
Speakers’ FAQs:
Operating System Guidelines - We prefer presenations on a linux system
Mock session details.
Free tickets and travel support (if applicable).
Slide submission instructions.
Collect Contact information.
Participant FAQs:
General information and common questions.
9. Community Partnership
Old Partners:
Reach out to previous partners.
Prospectus:
Create a community partnership prospectus.
New Partners:
Identify and reach out to potential new partners.
10. Questions and Suggestions
Task Distribution:
Suggestion to ensure tasks are well-distributed among volunteers to avoid burnout and ensure volunteers have time to rest and also check out the conference.
Agenda: Immediate and long term requirements for marketing, assigning roles to volunteers
Posting requirements
CFP reminder posts [30D/15D/7D/1D Left]
Workshop reminder post (Same link as CFP)
Call for community partners post (7-8th June)
Marketing Timeline
Current phase of IndiaFOSS promos end by June End
FOSS Hack Content in July
Back to IndiaFOSS content in August
Content Specific CTAs
Following talks review and confirmation, reach out to speakers, inviting a small recorded clip (introduction, about their talk etc) for social media content.
Similar stuff for FOSS Hack, from previous participants and winners.
Effort already underway for previously delivered talk-based under FOSS Explained, will collaborate with volunteers to accelerate it, final polishing and editing to be done by volunteers, following the reel content clipping, and caption done. Will promote IndiaFOSS using this, with a CTA clip added to the reels.
Promotional reels to be made, solely volunteer driven.
2-3 ideas being drafted, updates by Friday, 14th June.
59 submissions - 24 talk proposals this week
CFPs are closing in 30 days
Sponsorships
Lambdatest has confirmed to continue being an Industry Partner
Linux Foundation has confirmed a sponsorship. Rahul is meeting them tomorrow to iron out details
Other
Vishal and Ansh visited NIMHANS last Monday for planning out the arrangements for tables
Planning 30 tables/booths on ground floor this year
Vishal shared pictures of booths that we can give to projects/sponsors if they’d like to pay extra for a better setup. Pics are in the venue topic on telegram
Call for booths to open soon. Plan for this year is -
• Reach-out underway to a couple of speakers.
• Discussion on a panel that can be organised, the team will work towards finding, discussion upon, and then contacting possible panelists.
• Diversity guidelines to be drafted, can be put up with the conference guidelines.
Marketing
• Not much updates, volunteers will come up with some ideas to execute.
• Standard posts for CFPs, deadlines etc will continue to go up.
It was a short meeting, other major updates were covered in the pre-meeting notes.
