“Great places are where great people meet” such was the site at MIT college Pune from 26 to 28 th June where the yearly FUDCon APAC chapter was conducted. The aspiration to host and organise the conference came true when Pune was officially announced as the venue for the APAC conference.
All thanks to a detailed and promising bid by the organisers.
The organisation and planning of the event started from the CFP and the website, which was going to be the place people to watch for the most sought after event in open source.
It took us a good 3 months of effort for the CFP to be live and eventually more intense efforts towards outreach on CFP. We did a fair enough job on that justified by the number of talk submission we received with a reasonable good number of 140 talk submissions. The CFP planned to close by 9th March got extended by a few more days.
The budget estimates were based on the repositories from the the FUDCon 2011 handled by more or less the same organisers with room for inflated travel rates (web fares) and real time experiences from recent events. The organising team also sought help from Red Hat, Pune as financial sponsors. The estimated vis a vis the actual closed within the budget. MIT college sponsored the wifi. Hasgeek and Sanisoft came in as angel sponsors when the organisers needed them the most.
The weekly planning meetings started from Jan 2015. This mostly included organisers and volunteers from Red Hat and was open through dial in for those who wished to attend the meetings. The minutes were regularly posted and pirate pads updated. The best part was we never had to follow up or remind volunteers to attend these meetings, there was always much euphoria around it 🙂
The planning was fairly around head like- Travel, Accommodation,venue, Outreach , FUD-Pub,Swags and collaterals and conveyance.To save on the burden for associates to pay and expense later we used the existing vendor base for bill to company and some awesome negotiated rates.
Vendors who did a splendid and a professional job were Creation Magnifique for T shirts and socks, Country wide travel for local and airport conveyance, Cocoon magarpatta hospitality for accommodation and BLUO for the FUDPub and Food delight for the lunch. An awesome conference happens when you manage to have few volunteer who have these niche vendor management skills. The key to that to have overestimated deadlines for the finish.
A learning to have prioritised swags over all makes a difference in the last few days of planning.
Talk selectors realised there were a number of talks on Docker/atomic , storage and OpenStack which warranted a series of separate talks which we called as tracks for better management and audience understanding. And thus we had 3 technical tracks, one bar camp track, a track for BOF. and two main talk tracks.
Talk selection were done and published and travel sponsorships were being approved soon after that. The sponsorship were more based on the criteria of active contributors to Fedora than on the basis of being a speaker.
The tickets were thoroughly looked at and travel sponsorships partial or total were done. The travel consumed 30- 35% of the total budget.
We had some constraints over the HTML format of the schedule and that’s where Sanisoft came as a sponsor and there was our schedule with 89 speakers, 7 tracks , 36 deep dives and 13 hands on workshops. :http://fudconin15.shdlr.com/grid
Fedora Booth was mostly manned by Sankarshan Mukhopadhyay and Prasad Pandit.
The talks ran smoothly except for a few glitches in the wifi which were mainly due to changes in the firewall settings which created confusion for a while. Apart form that the BOF’s were mostly used for the fedora ambassadors meeting and Bar camps had limited entries which did not use the whole conference day.
FUD-PUB- the networking event was an awesome place with all that one can expert as perfect setting including bowling alley, foos ball, pool, karaoke, drinks a dance floor and not to forget the awesome food !!
The last day of the conference was mostly workshop and got over with a closing note which detailed the active volunteers, the journey from bid to bid adieu from glitches to milestones and to watch for’s in the coming days.
The next FUDCon venue is in discussion.
And last but not the least, a community grows flourishes with its members and more so with the ambassadors who act as crusaders of the technology in specific and community engagement in general. Conferences like these are aimed at increasing awareness, collaborating on technology platforms and sharing through community work. Coming together is either the first step towards building a community or holding hands and pursuing the goals of a successful institution. An event is successful by not just the smiles its captures or the pats it receives but more from the culture its brings or passion it encourages in the future!!
Photo credits to Jared Smith 🙂
Kushal Das thank you for these awesome captures :https://www.flickr.com/photos/kushaldas/sets/72157653370892863/page1
Special thanks to all the volunteers who made it happen, you were an awesome group to be with 🙂 : http://fudcon.in/conference/about.html