EuroPython Workgroups: Call for Volunteers

M.-A. Lemburg mal at
Sat Oct 11 13:18:28 CEST 2014

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Dear EuroPython community,

the EuroPython Society is happy to announce a new organizational
concept that we'd like to put in place for the next EuroPython
conferences: the EuroPython Workgroups.


In the past, the EPS granted permission to use the brand to local
organizers based on a set of requirements, and the local organizing
team then had to run the event in collaboration with the EPS. Most of
the work was centered around the local team.

This model no longer scales and doesn’t encourage the community to take
part in the organization process. The workload and the financial risks
of running such a big conference for the local teams is very high.

Proposed New Structure (Workgroups)

The biggest change is the introduction of permanent workgroups
integrated with EPS and its activities. This change is designed to
address the issues mentioned above in a way which allows our
community to get more involved, while at the same time reducing
the risk and work load on individual teams.

Workgroups will be coordinated by the EuroPython Society board
based on the community feedback and proposals, from their definition
and creation to their implementation. The key workgroups we have
identified so far are:

 * Conference Administration (contracts, venue contact, ticket support,
   satellite conferences, legal support, insurance, licensing)

 * Finance (budget, controlling, accounting, billing, invoicing,
   taxes, payment system administration, Treasurer needs be part of
   this WG)

 * Sponsors (sponsor contacts, sponsor logistics, room/booth assignment,
   recruiting session, jobs fair, exhibit hall, startup row)

 * Communications (press, community relations,
   diversity/outreach/CoC, CoC contact, announcements, social media,
   attendee tools, volunteer  coordination, mailing lists)

 * Support (helpdesk, attendee support contact, visa help, travel
   management, chat support for attendees)

 * Financial Aid (setup, grant selection, aid organisation)

 * Marketing/Design (brochures, advertisements, banners, flyers,
   travel guide, t-shirts, lanyards, badges, panels, logo)

 * Program (talk selection, scheduling, session chairs,
   sprint/openspace/keynote/lightning talks/poster session
   organization, Young Coders session, Python for Teachers)

 * Web (web site support, ticket system, administration, backups,
   payment system integration, hosting, chat support for attendees)

 * Media (video recording, live streaming, live translations,
   uploads to YouTube and

 * On-site Team (on-site support, local contact, help with venue
   selection, help with catering selection, partner program, social
   events, buddy program, internet access, venue contact, catering
   contact, on-site logistics)

All of these workgroups, except for the On-site Team, will remain
active when changing location. We expect to keep institutional
knowledge within the organization and make transitions to new
locations easier by using this approach.

The EuroPython Society collects and reviews the applications to
each workgroup. The EPS board will then vote on the chair and a set
of permanent workgroup members with (workgroup internal) voting
rights and then have the workgroup chair appoint additional
(non-voting) members as necessary.

Workgroups will be confirmed/reestablished by board vote every year,
this allows non-voting members to become voting members in the
following year.

Workgroups and board will update, coordinate and plan activities on a
regular basis. While every workgroup will be responsible for its own
coordination and establish a workflow that best fits its needs, we
expect all workgroups to integrate and interact with other workgroups
to create a productive work environment.

To simplify and speed up the workgroup setup, we will create a set of
workgroup guidelines which aim at collecting the institutional
knowledge gathered over the years. We will put these guidelines up
for comment in the coming weeks.

Call for Volunteers

Please help us build EuroPython and keep making it better and better
every year.

If you want to help, please apply for one or more workgroups which
you feel match your interests and experience. If you'd like to help,
but don't have enough experience, yet are willing to learn, please
apply as well.

To apply please send an email to board at with your
details, the motivation for applying (basically why and how you think
you could help) and the workgroup(s) you'd like to apply for.

Just to clarify: We will issue a separate Call for Participation
(CFP) for the On-site Team, so you don't need to apply for this
workgroup before we have selected an On-site Team.

Thank you,
EuroPython Society

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