Check list for Debian-Edu/Skolelinux-gatherings

Formal announcements and the like

• announcement
• registration
• reimbursements for travel expenses
• small report from the gathering, some text and perhaps pictures saying what happened. To be published on the web pages as well as the mailing lists. The announcement should ask for someone to take responsibility for this.

Organisation

• each 'part' of the gathering, such as technical developers, translators, users and the like, should have one coordinator to organize status meetings and the like.
• two people should share the responsibility of being local coordinators

Technical details for the location

Requirements:

• Cabled network, and wireless if possible. Preferably as easygoing as possible.
• ssh connections to remote servers are allowed
• at least 512KBit/s line in, but as much as possible.
• sufficient number of power outlets available.
• make sure the Skolelinux crates with hardware equipment are available.

Wishes:

• irc connections are allowed
• http/https are allowed
• a tcp/ip printer for testing would be nice

Specific needs for the development part of the gathering:

• ssh/cvs/svn access
• sufficient bandwidth to download new, updated cd images, or a local server for duplication purposes?
• a few workstations which can be reinstalled to those who do not bring laptops
• some computers which can be reinstalled for testing purposes
• access to either a blackboard or a white-board
• wireless network / network for all workstations and laptops
• the possibility to re-patch the network, for testing purposes

Specific needs for the translators:

• ssh/cvs/svn access
• sufficient bandwidth to check out from cvs in parallel at the beginning of the gathering
• a few workstations which can be reinstalled for those who do not bring laptops

Specific needs for courses, if given:

• computers that can be reinstalled for testing and setup
• network access for realistic testing of setup and the possibility to download packages and cds
• access to at least one of a blackboard, a white-board or an overhead projector

Location:

• preferably at least two rooms, one for developers and one for translators. This is dependant on the number of people showing up. If a course is given, it is preferable with a separate room for them as well.
• If artificial limits are placed on the location, forinstance does does not open until 10:00 then the schedule should be adjustet to avoid logical errors like breakfeast at 09:00, also the limits should be on the wikipage.

Accommodation:

• accommodation for those travelling a considerable distance to get to the gathering, preferably by staying with local participants to save money and encourage people to get to know each other better.
• It is a good idea to coordinate needs for sleeping bags, bed sheets and the like up front.

Food:

Dinner on Friday and Saturday.

• the usual practice is for the organisers to pay for food for all participants on the gathering, leaving drinks as an optional to be payed by each person.

• for details on dinner coordination, see the designated information for this as provided on http://developer.skolelinux.no/info/prosjektet/delprosjekt/dinner-checklist.txt

• remember vegetarian food alternatives.
• Consider takeaway dinner on saturday, to allow for more work. Ask the participants for their feelings.

Bread or something equivalent for lunch on Saturday and Sunday, as well as breakfast on Sunday for those who do not get it elsewhere must be organised. What should be available is, roughly (in a Norwegian setting - make changes as applicable for other parts of the world):

• Drinks
  • juice and milk
  • tea and coffee
• Solids
  • bread, count approximately two persons per bread
  • spreads, cheeses, meat, etc to put on top of slices of bread for eating (pålegg)
  • tomatoes and cucumbers for the same purpose
• fruit (bananas, apples, oranges...)
• some chocolate and similar for the afternoons

Changes are to be made to this list as needed, to account for the number of people attending and other local adjustments.

List started by Mari Wang <mariwan@skolelinux.no>, 2005