openSUSE:Asia Summit Tips for Organizers
This page explains how to organize openSUSE.Asia Summit. Let's keep our knowledge about planning our summit to make our summit sustainable—every future organizers can make their summit successful.
Please refer to Help:Editing in order to write a quality approved article.
How to write proposals
Date
- Our summit are usually held on weekends of the latter half of a year
- If many speakers and attendees are expected, we can use Friday for workshops, meetups and so on
- A conference tour after on Monday is optional
Venue
- We prefer school campus because we can find student volunteers and invite them to openSUSE community
- The venue should be easily accessible from the abroad. If not, please provide a transportation guide with your proposal.
- Please confirm there are enough accommodations around the venue.
- The venue should have the following facilities
- A room where all the attendees can join sessions such as opening and keynote
- A screen and a projector (or huge monitors, etc.), which can connect to speakers' laptop. Note that the OS is usually openSUSE not Windows
- Enough number of rooms for break out sessions (i.e., parallel tracks). Please estimate how many tracks you will have in advance.
Budget estimation
- Estimate income from sponsors including openSUSE project
- Typical expense includes
- Venue fee
- Party, food, and drinks
- T-Shirt
- Name cards, flyers, posters
- Fees related to meeting of organizing team
- Please refer financial reports of the past summit
- Please add 20% of total cost as buffer
- Write minimum a budget plan as well
- Note that openSUSE travel support program (TSP) has independent funds from your summit. Usually please do not include the cost of TSP for your budget estimation.
Milestones until the summit
See openSUSE:Asia_Summit_Annual_Roadmaps