# FOSDEM 2023 organisation

**URL:** <https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224>\
**Category:** Conferences\
**Created:** [October 20, 2022, 4:45pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224 "2022-10-20T16:45:23Z")\
**Posts on this page:** 14\
**Page:** 1

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**Author:** ![nim](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/nim/32/2142_2.png) [@nim](https://discourse.opensourcedesign.net/u/nim)\
**Post date:** [October 20, 2022, 4:45pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/1 "2022-10-20T16:45:23Z")

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Since we’ve started talking about FOSDEM logistics in the past few days, we can keep track of what to do using the [great FOSDEM to-do list that has been passed down for generations](https://discourse.opensourcedesign.net/t/fosdem-2019-open-source-design-organization/692).  
The exact dates for some of these tasks depend entirely upon when the FOSDEM organisers respond. this list is a more general overview of the things we would need to do, if anyone is interested in volunteering 🙂

# Steps and tasks 2023

Keep an eye on FOSDEM organising news  
 Write and [submit proposal](https://submission.fosdem.org/devroom.php) for Design Developer Room on [Fosdem.org](http://fosdem.org/)  
 Decide who will be Primary and Secondary contact:  
 Primary contact gets notified about the devroom application answer by e-mail from FOSDEM organiser | 31 October (latest)  
 Accepted devrooms get published on [fosdem.org](http://fosdem.org/) | 31 October  
 Find out from FOSDEM how speakers will tell devroom organisers if they are speaking in person or remote | Deadline: 5 November (latest - start as soon as possible)  
 Primary contact neeeds to confirm they’re on the FOSDEM devroom-managers email list  
 Create FOSDEM 2023 OSD devroom Call for Participation content | [WIP](https://cloud.opensourcedesign.net/s/KHqZgAMT9QPGPXB) | Deadline: 3 November (latest)  
 Create Call for Participation event on [opensourcedesign.net](http://opensourcedesign.net/) | [Example](http://opensourcedesign.net/events/2016/01/30/fosdem-2016) | Deadline: 5 November (latest - start as soon possible after devroom announcement)  
 Create Call for Participation article on [opensourcedesign.net](http://opensourcedesign.net/) | [Example](http://opensourcedesign.net/events/2016/01/30/opensourcedesign-fosdem-2016) | Deadline: 5 November (latest - start as soon possible after devroom announcement  
 Update the date in the event for the track when it is announced | Deadline: as soon as dates are announced  
 Update the date in the article for the track when it is announced | Deadline: as soon as dates are announced  
 Submit [proposal for Stand](https://stands.fosdem.org/submission) on [fosdem.org](http://fosdem.org/) | Deadline: 15 November  
 Advertise we’re looking for “new” speakers | Deadline: as soon as devroom is accepted  
 Outreach with people who might be interested in talking but could do with some help, possibly Twitter AMA or post in [discourse like we did before](https://discourse.opensourcedesign.net/t/so-youd-like-to-speak-at-fosdem-but-you-have-some-questions/2793/5) | Deadline: as soon as possible after CfP is released  
 Promote the CfP to [friendly places](https://cloud.opensourcedesign.net/s/CRPFpBstmiYbjgA). on social media and [Open Source mailing lists](https://github.com/opensourcedesign/events/issues/22#issuecomment-159428347) | Deadline: as soon possible after CfP is released  
 E-mail the CfP to the FOSDEM devroom managers list (ask Bernard to find it later) | Deadline: as soon as the CfP is created  
 Propose deadline extension, check with other OSD members in discourse | Deadline: 10 December  
 Update CfP deadline on Open Source Design website | Deadline: as soon as we know the extended deadline  
 Publicise the deadline extension on [social](https://twitter.com/opensrcdesign/status/1069004492186808320) [media](https://twitter.com/bernardtyers/status/1069524642946211840), [OSD forum](https://discourse.opensourcedesign.net/t/call-for-participation-open-source-design-devroom-at-fosdem-2019/749/8), and [other locations](https://www.linkedin.com/feed/update/urn:li:activity:6476801517700681728/) | Deadline: as soon as we know the extended deadline  
 Devroom organisers keep an eye on the mailing list for the devroom location allocation email  
 Update call for proposals with devroom location once FOSDEM organisers notify devroom managers email list | Deadline: as soon email is released  
 Create the session proposals review spreadsheet | [example](https://docs.google.com/spreadsheets/d/1bj906jUu57e5fy6TokLcGv_GUL6CmgRbe6SEsTipy7Y/edit#gid=0) | Deadline: 5 December (latest, start as soon as devroom is accepted)  
 Create review post for community members to vote on discourse | Deadline: 5 December  
 Send thank you email to all who submitted, including small survey | Deadline: 7 December  
 Final talks decided after community votes for talks | Deadline: 10 December  
 The acceptance / rejection notifications to speakers via pentabarf | Deadline: 12 December

- For remote speakers include video / Q&A guidelines
- For all speakers include helpful info

Publish OSD developer room complete schedules on [fosdem.org](http://fosdem.org/) | [example](https://archive.fosdem.org/2016/schedule/track/open_source_design/) | Deadline: 15 December (latest)  
 Write video review templates for remote speakers | [Template](https://cloud.opensourcedesign.net/s/AeFBWJbLXnXfXHb) | Deadline: 20 December  
 Locate/create promotional materials (stickers, banners) for opensourcedesign | Deadline: TBD  
 Organize the open source design dinner | Deadline: TBD  
 Create cloud volunteering poll to cover time at devroom | Deadline: 16 January  
 Send reminder for remote speakers to submit their videos | Deadline: 16 January  
 Receive videos from remote speakers | Deadline: 18 January (2 day stretch to 20 January)  
 Review videos from remote speakers | Deadline: 25 January (latest, start as soon as videos are received)  
 Send remote speaker email saying 1) requesting video changes, OR 2) confirming their video is ok | Deadline: 25 January  
 Send reminder for in-person speakers they are talking at FOSDEM | [Template](https://cloud.opensourcedesign.net/s/gwSjFzPJgiQDDqS) | Deadline: 25 January  
 Received updated videos from remote speakers | Deadline: 30 January (give 1 days stretch to 31 January)  
 Upload videos to cloud (in case primary/secondary contact can’t make it) so they can be downloaded locally at devroom | Deadline: 1 February  
 Have call with devroom volunteers to logistics of the day | Deadline: 1 February  
 Open Source Design Dinner + picture | Deadline: 1-2 February  
 Handle the devroom logistics videobox | [example](https://github.com/FOSDEM/video) | Deadline: 3-4 February  
 Open Source Design Devroom sessions | Deadline: 4-5 February  
 Open Source Design Devroom picture | [example](https://twitter.com/evalica/status/693493767844818945) | Deadline: 4-5 February  
 Cover the event on Twitter | [example](https://twitter.com/opensrcdesign/status/693359800277671936) | Deadline: 4-5 February  
 Review the videos recording start/end times for the talks in order to be published | Deadline: 1 March  
 Create FOSDEM 2023 slides folder on OSD Github | [example](https://github.com/opensourcedesign/talks/tree/master/fosdem%202017) | Deadline: 1 March  
 Submit talks slides on opensourcedesign GitHub | [example](https://github.com/opensourcedesign/talks/tree/26fc7394837f1bfd7435ffbbe213c1f325729769/fosdem%202018) | Deadline: 1 March  
 Write post event article on [opensourcedesign.net](http://opensourcedesign.net/) | [example](https://opensourcedesign.net/design/open/source/2021/05/05/FOSDEM-2021-Open-Source-Design-Devroom-wrap-up.html) Deadline: 15 February  
 Provide a link to the video recordings | [example](http://video.fosdem.org/2016/aw1120/STATUS.TXT) | Deadline: 31 July

## Resources

- [fosdem.org](https://fosdem.org/2023/)
- [FOSDEM Call for Devroom applications key dates](https://fosdem.org/2023/news/2022-09-29-call_for_devrooms/)
- [FOSDEM 2023 stands call for proposals](https://fosdem.org/2023/news/2022-09-26-stands-cfp/)

cc @ei8fdb @Erioldoesdesign @brownie

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**Author:** ![ei8fdb](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/ei8fdb/32/50_2.png) [@ei8fdb](https://discourse.opensourcedesign.net/u/ei8fdb)\
**Post date:** [October 20, 2022, 4:53pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/2 "2022-10-20T16:53:52Z")

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> [@nim](#):
>
> the [great FOSDEM to-do list that has been passed down for generations](https://discourse.opensourcedesign.net/t/fosdem-2019-open-source-design-organization/692).

😆 We have @evalica to thank for that heirloom. 🙂

Thanks for putting in the time last night @nim. I know it took some time but it was worth it in the end especially figuring out how to handle the inclusion of the 3-4 remote talks.

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**Author:** ![belenbarrospena](https://avatars.discourse-cdn.com/v4/letter/b/7ea924/32.png) [@belenbarrospena](https://discourse.opensourcedesign.net/u/belenbarrospena)\
**Post date:** [November 5, 2022, 12:43pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/3 "2022-11-05T12:43:54Z")

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I hope you don’t mind if I use this thread for the stand organising as well.

The deadline for submitting a stand request is 15 November. A stand gives you a table during the 2 days in the stands area so that you can interact with the community as they pass by. The information about the call for stands is at

> **[FOSDEM 2023 - FOSDEM 2023 stands call for proposals](https://archive.fosdem.org/2023/news/2022-09-26-stands-cfp/)**

And the form we need to complete is at

[https://stands.fosdem.org/submission/](https://stands.fosdem.org/submission/)

The form has some additional questions this year, but the submission we used in 2019 should provide a good starting point. It’s at

> [@FOSDEM 2019 Open Source Design organization](https://discourse.opensourcedesign.net/t/fosdem-2019-open-source-design-organization/692/17):
>
> @jan They use a drop down menu for the number of tables, but I’ve added the “if possible” bit to the Why does it fit FOSDEM? question @evalica I’ve added the core email address and clarified the purpose of each table. Thanks both for reviewing and commenting!! slight_smile Below is the final version I’ll be submitting later today. Name of project: Open Source Design Description of project(s) for publication: Open Source Design is a community of designers and developers advocating more …

Any volunteers to organise the stand this year? You won’t be on your own: we’ll be around to help you all along 🙂 Reply in this thread if you’d like to take this on.

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**Author:** ![Erioldoesdesign](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/erioldoesdesign/32/2895_2.png) [@Erioldoesdesign](https://discourse.opensourcedesign.net/u/Erioldoesdesign)\
**Post date:** [November 6, 2022, 2:09pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/4 "2022-11-06T14:09:45Z")

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Happy to organise the stand for 2023 - I’ve started filling out the form here: [https://cloud.opensourcedesign.net/apps/files/?dir=/Open%20Source%20Design/Event%20organising/FOSDEM%202023&openfile=3059](https://cloud.opensourcedesign.net/apps/files/?dir=/Open%20Source%20Design/Event%20organising/FOSDEM%202023&openfile=3059)

will ping folks for feedback when it’s ready for review!

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**Author:** ![nim](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/nim/32/2142_2.png) [@nim](https://discourse.opensourcedesign.net/u/nim)\
**Post date:** [November 7, 2022, 9:01am UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/5 "2022-11-07T09:01:41Z")

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Hello everyone! Some important news: The OSD devroom has been accepted for FOSDEM 2023!  
The slot allotted is the **second half of Sunday only** , because of the high number of applications this year. There is no info about if would be a virtual component, but we will have to wait for that I guess.

Nevertheless, the fact that we’ve been accepted means that we can start doing more organisational stuff, and to discuss that @ei8fdb and I would be hanging out at the [OSD Jitsi room](https://meet.jit.si/opensourcedesign) on **Wednesday 09.11 at 19:00 CET**. Anyone who is interested in being involved can join as we would be going over some of the immediate next steps 🙂

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**Author:** ![belenbarrospena](https://avatars.discourse-cdn.com/v4/letter/b/7ea924/32.png) [@belenbarrospena](https://discourse.opensourcedesign.net/u/belenbarrospena)\
**Post date:** [November 7, 2022, 9:31am UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/6 "2022-11-07T09:31:12Z")

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Thanks @Erioldoesdesign

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**Author:** ![ei8fdb](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/ei8fdb/32/50_2.png) [@ei8fdb](https://discourse.opensourcedesign.net/u/ei8fdb)\
**Post date:** [November 8, 2022, 1:48pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/7 "2022-11-08T13:48:02Z")

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Hiya @Erioldoesdesign @kirakirawes also expressed interest in writing the stand submission.

The submission deadline is 15th November.

Tomorrow on the FOSDEM organising call, @nim and I will be reviewing the CfP so we can publish it.

Would you have the stand application ready for review tomorrow, or elae we can work on it tomorrow. What do you think?

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**Author:** ![brownie](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/brownie/32/2661_2.png) [@brownie](https://discourse.opensourcedesign.net/u/brownie)\
**Post date:** [November 9, 2022, 12:27pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/8 "2022-11-09T12:27:44Z")

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I will be joining the call today.

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**Author:** ![ei8fdb](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/ei8fdb/32/50_2.png) [@ei8fdb](https://discourse.opensourcedesign.net/u/ei8fdb)\
**Post date:** [November 9, 2022, 8:01pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/9 "2022-11-09T20:01:18Z")

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@brownie @nim and I worked on the CfP this evening. @brownie took responsibility for creating the file, making the commit, and the PR. 🎉 So it’s now live:

> **[Open Source Design](https://opensourcedesign.net/2022/11/09/fosdem-cfp-2023)**
>
> Connecting open source & design! 🎨

So we can now advertise it to social media, mailing lists, friends and people who might be interested.

(@brownie @nim: The reason it wasn’t publishing when we were waiting was it had the wrong status. I updated the status from `future` to `upcoming` and it went live. All good now.) 👍

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**Author:** ![brownie](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/brownie/32/2661_2.png) [@brownie](https://discourse.opensourcedesign.net/u/brownie)\
**Post date:** [November 9, 2022, 8:03pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/10 "2022-11-09T20:03:41Z")

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Awesome! will you be making the social media post?

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**Author:** ![ei8fdb](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/ei8fdb/32/50_2.png) [@ei8fdb](https://discourse.opensourcedesign.net/u/ei8fdb)\
**Post date:** [November 9, 2022, 8:06pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/11 "2022-11-09T20:06:04Z")

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No no, you go ahead and do it.

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**Author:** ![brownie](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/brownie/32/2661_2.png) [@brownie](https://discourse.opensourcedesign.net/u/brownie)\
**Post date:** [November 9, 2022, 8:11pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/12 "2022-11-09T20:11:24Z")

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OK, I could do that. I think I have access to our twitter.

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**Author:** ![brownie](https://yyz1.discourse-cdn.com/flex029/user_avatar/discourse.opensourcedesign.net/brownie/32/2661_2.png) [@brownie](https://discourse.opensourcedesign.net/u/brownie)\
**Post date:** [November 9, 2022, 8:38pm UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/13 "2022-11-09T20:38:23Z")

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I just made the tweet.

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**Author:** ![belenbarrospena](https://avatars.discourse-cdn.com/v4/letter/b/7ea924/32.png) [@belenbarrospena](https://discourse.opensourcedesign.net/u/belenbarrospena)\
**Post date:** [February 2, 2023, 7:42am UTC](https://discourse.opensourcedesign.net/t/fosdem-2023-organisation/3224/14 "2023-02-02T07:42:44Z")

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During the monthly call yesterday someone suggested we designate a place and time to meet during FOSDEM. After some deliberation, we decided we’ll camp on the main cafeteria from 10:00 to 12:00 on Saturday. We’ll bring some signs so that you can spot us. We’ll be sitting down at one of the big tables there.

See you on Saturday in Brussels!