Contents

  1. PMCs - Hackathon, Evenings events etc
  2. Speaker Details
  3. Announcement for Speaker Acceptance
  4. Announcement for Speaker Rejection
  5. Announcement for Speaker Reserve (Backup)
  6. Announcement to Committers
  7. Announcement to PMCs and PPMCs (to send Monday 23rd)
  8. Announcement for outside the Foundation
  9. Announcement for Technical and Financial Assistance
  10. To Submit a Proposal
  11. Important Dates

PMCs - Hackathon, Evenings events etc

To: pmcs@apache.org

Reply-To: planners@apachecon.com

Subject: [ApacheCon EU] Get your community involved in events at ACEU

(To write)

Speaker Details

To: Speakers who were accepted and confirmed, plus backup speakers already promoted to fill gaps

Reply-To: planners@apachecon.com

Subject: [ApacheCon EU] Speaker Next Steps

Hi All

Thank you for sending in your replies, and confirming you'll be speaking at ApacheCon Europe in November!

Firstly, could you please all check the schedule at http://www.apachecon.eu/schedule/, and ensure that you can make the slot(s) you have been put down to talk in? You don't need to do anything if your slot(s) are fine, but if you have a problem with your proposed slot please let us (planners@apachecon.com) know ASAP so we can try to shuffle things around

Next, conference registration. There are two options here, depending on if your employer is able to help out with the costs of your registration or not.

If your employer is able to contribute towards your registration fee, we'll gladly offer them a Community Sponsor[1] credit. Please go to http://www.apachecon.eu/tickets/ and enter the promotion code Apache_Speaker12 to unlock the discounted EUR 325 speaker tickets. Please then register as a Company Supported Speaker. Then, log into the website (the same credentials you used to submit your talk), and use the Dashboard to apply to be a Community Sponsor. Upload your company's logo and brief description, and your company will be listed as a sponsor within a few days, and we'll be very grateful!

If you need the ASF to cover your conference registration fee - Please go to http://www.apachecon.eu/tickets/ and enter the promotion code Apache12_Free to access the free ticket option. Please register for the free ticket, so we know you'll be coming, and can have a name badge waiting for you! There will be nothing to pay if you go for this option, the ASF will cover your registration fee for you, but you do still need to register!

Accomodation - no free accomodation is available, sorry - all the speaker support money is earmarked for speaker registration. There are a number of options for accomodation in the area around the venue, ranging from a hotel just over the road, through cheaper hotels in town, to bed and breakfast guesthouses in the surrounding area. Please visit http://www.apachecon.eu/accommodation/ for more information what's available, and for links (where available) to book things. If you're looking to save money by sharing a room with another speaker, the http://wiki.apache.org/apachecon/ wiki is available to help co-ordination, amongst other options

Transport - The Venue page http://www.apachecon.eu/venue/ has information on how to get to the venue from nearby airports, by train and by car. Please let us know if there are any gaps in the page, and we'll do our best to correct them

Talks - Talks will be 50 minutes in length, including time for questions, with 10 minutes to move rooms after. Sessions will be recorded where possible (mosly likely audio only), and slides will be collected from speakers during the conference. Speakers are welcome to use any presentation technology they like, just so long as it can be captured to be shared afterwards. We aim to make available a template presentation in a few formats in a few weeks, to help those who prefer to use a standard template.

Dates - The conference is taking place from Monday 5th to Thursday 8th November. On the Monday we have hackathons, coding sprints etc, to which you are very much encouraged to come. We're also aiming to have a drinks reception on Monday evening, for speakers and committers, which we'd love you to come to. (We're hoping to confirm the sponsor and announce that shortly!). The conference proper is Tuesday-Thursday, and your session(s) will be on those days.

Publicity - We need your help to get the word out! Please tweet about your speaking, list yourself and your talk on our Lanyrd page, and use our banners/logos on your websites. http://www.apachecon.eu/about/publicise/ has more information and links to banners etc

Next steps reminder:

Thanks The ApacheCon Planners Team [1] http://www.apachecon.eu/sponsors/prospectus/#community

Announcement for Speaker Acceptance

Sent by lewismc to concom list on 14/08/2012

To: Accepted Speakers

Reply-To: planners@apachecon.com

Subject: [NOTIFICATION] ApacheCon EU 2012 Speaker Acceptance

Dear submitter

The track chairs and planners have now finalised their decisions on talk proposals, and I'm happy to tell you that your talk submission_title for the submission.track.name track has been accepted. The schedule for ApacheCon Europe 2012 will be published by the 17th of Septmeber: please check it, and if your talk is not in a convenient slot please let your track chair know as soon as possible.

We have included the reviewers' comments (if any) at the end of this message.

What should I do now?... Upon receipt of this notification please RSVP ASAP with your acceptance (or otherwise). This will give the planners sufficient time to finalise the speaker agenda. If we do not receive your response by Wednesday 12 September, we will assume that you are no longer able/willing to present at ApacheCon and will progress with approaching reserve speakers. We will supply details on registration, advice on hotels etc once all speakers have replied.

Some important dates... It is up to you to have the final version of presentation ready one week before the conference. The Conference begins on the 5th of November. All presentations will be collected after the talk by track chairs, and recordings of the presentations will also feature in the proceedings. Please also check the schedule when announced,

Thank you again for your support of ApacheCon EU 2012 (Community Edition). We look forward to seeing you at the conference in Sinsheim, Germany in November.

Thanks,

John Doe (On behalf of the ApacheCon EU Planners)

Announcement for Speaker Rejection

Sent by lewismc to concom list on 14/08/2012

To: Rejected Speakers

Reply-To: planners@apachecon.com

Subject: [NOTIFICATION] ApacheCon EU 2012 Speaker Rejection

Dear submitter

Thank you very much for your recent submission of a talk proposal to ApacheCon EU 2012, submission_title.

The track chairs have now finalized their selections, and I regret to inform you that your submission was not among the accepted talks. We had a very large number of very high quality submissions this year, and selection was very tough, and sadly we are unable to accept all the talks proposed.

We have included the reviewers' comments (if any) at the end of this message, to help you with future submission proposals. We would also urge you to try again in the future for other ApacheCon conferences.

Thank you again for your support of ApacheCon EU 2012 (Community Edition). I hope you will be attending the conference in any case, and look forward to seeing you there in Sinsheim, Germany in November

Thanks,

John Doe (On behalf of the ApacheCon EU Planners)

Announcement for Speaker Reserve (Backup)

Sent by lewismc to concom list on 14/08/2012

To: Reserve Speakers Reply-To: planners@apachecon.com

Subject: [NOTIFICATION] ApacheCon EU 2012 Speaker Reserve

Dear submitter

The track chairs and planners have now finalised their decisions on talk proposals, and I'm happy to tell you that your your talk has been chosen as a reserve talk. Your proposal of $submission_title for the submission.track.name is now on the backup list of talks.

With any conference, there are always a number of sessions which are unable to go ahead, due to speakers not being able to accept, speakers being ill, transport problems etc. We try to keep in reserve enough talks to ensure the conference remains filled, but few enough that almost all backup proposals will end up being scheduled, if perhaps only near the time.

We have included the reviewers' comments (if any) at the end of this message.

What should I do now?... Upon receipt of this notification please RSVP ASAP with your acceptance (or otherwise) for being reserve speaker. If we can count on you as a reserve speaker, we will be in touch a little nearer the time to let you know what slot we'll propose for you, based on where space opens up. We will also supply you with a registration code in a few weeks, that will enable you to register to attend at a discounted rate, so we can ensure you will be there! If we do propote your proposal to a confirmed talk, we'll refund the difference to the speaker's ticket price if you'd like.

Congratulations, we look forward to greeting you in Sinsheim, Germany in November.

Thanks,

John Doe (On behalf of the ApacheCon EU Planners)

Announcement to Committers

Sent by Nick on Thursday 19th

To: committers@apache.org

Reply-To: apachecon-discuss@apache.org

Subject: Call for Papers for ApacheCon Europe 2012 now open!

Hi All

We're pleased to announce that the Call for Papers for ApacheCon Europe 2012 is finally open!

(For those who don't already know, ApacheCon Europe will be taking place between the 5th and the 9th of November this year, in Sinsheim, Germany.)

If you'd like to submit a talk proposal, please visit the conference website at <http://www.apachecon.eu/> and sign up for a new account. Once you've signed up, use your dashboard to enter your speaker bio, then submit your talk proposal(s).

We welcome talk proposals from all projects, from right across the bredth of projects at the foundation! To make things easier for talk selection and scheduling, we'd ask that you tag your proposal with the track that it most closely fits within. The details of the tracks, and what projects they expect to cover, are available at <http://www.apachecon.eu/tracks/>.

(If your project/group of projects was intending to submit a track, and missed the deadline, then please get in touch with us on < apachecon-discuss@apache.org > straight away, so we can work out if it's possible to squeeze you in...)

The CFP will close on Friday 3rd August, so you've about 3 weeks to send in your talk proposal. We'll look forward to seeing some great ones shortly!

Thanks

Nick

(On behalf of the Conferences committee)

Announcement to PMCs and PPMCs (to send Monday 23rd)

To: pmcs@apache.org

Reply-to: apachecon-discuss@apache.org

Subject: ApacheCon Europe 2012 CFP

Hi All

As you'll hopefully all have seen, the Call for Papers for ApacheCon Europe 2012 is now open, and runs until Friday 3rd of August.

For many projects, the CFP will be of interest to the wider project community, and not just to the project committers. If that's the case for your project, could you please forward the announcement below to your user and/or dev lists as appropriate?

We're currently also putting the finishing touches to website banners/logos for the conference, we'll be back in touch soon to ask you about adding something about the conference to your website once that's ready!

Thanks

Nick

(On behalf of the Conferences committee)

Announcement for outside the Foundation

TODO Keep this in sync with the published version at http://www.apachecon.eu/cfp/

Sent by Sally to announce@apachecon on Tuesday 17th (plus blogged etc)

ApacheCon, the official conference, trainings, expo, hackathon, barcamp and meetups of The Apache Software Foundation (ASF), is please to announce the opening of the call for papers for ApacheCon Europe, to be help in Sinsheim, Germany on November 5-9, 2012. Submissions should be made online at http://www.apachecon.eu/ . Financial Assistance is available for attending the conference through the Apache Travel Assistance Committee.

The conference is intended to reflect the diversity of applications that Apache technology projects make possible, so submissions about novel applications are particularly welcome. The theme for this year's conference is "Diversity: Worldwide Technical Collaboration Creates Great Open Source Projects". We are looking for proposals on technical, business and community matters for audiences at all levels fron beginner to expert. Especially relevant will be submissions demonstrating real-world experience of solving specific problems. The following areas are of particular interest. More information is available on the (tracks: link) page.

Submissions are welcome from any developer or user of Apache projects. First-time speakers are just as welcome os experienced ones, and we will do our best to make sure that speakers get all the help they need to give a great presentation.

Announcement for Technical and Financial Assistance

Sent by lewismc to travel-assistance list on 05/08/2012

To: ?

Reply-To: travel-assistance@apache.org

Subject: ApacheCon EU 2012 Travel Assistance Applications now open!

Hi All

We're pleased to announce Travel Assistance (TAC) applications for ApacheCon Europe 2012 are now open!

The Travel Assistance Committee exists to help those that would like to attend ApacheCon events, but are unable to do so for financial reasons. For more info on this years Travel Assitance application criteria please visit the TAC website at < http://www.apache.org/travel/ >.

Some important dates... The original application period officially opened on 23rd July, 2012. Applicants have until the 13th August 2012 to submit thier applications (which should contain as much supporting material as required to efficiently and accurately process your request), this will enable the Travel Assistance Committee to announce successful awards on the 24th August, 2012.

As always TAC expects to deal with a range of applications from many diverse backgrounds so we encourage (as always) anyone thinking about sending in a TAC application to get it in ASAP.

We look forward to greeting everyone in Sinsheim, Germany in November.

Thanks

Lewis

(On behalf of the Travel Assistance Committee)

To Submit a Proposal

First, sign up for a new account or log in to your existing ApacheCon EU account, on the conference website

Once logged in, proceed to your account dashboard and create a speaker profile. When your speaker profile is completed, submit one or more proposals!

Important Dates

Please note the following significant dates.

. 17th July, 2012: Call For Papers opens, talk proposals welcomed.

. 3rd August, 2012: Talk proposals due.

. 13th August, 2012: Extension deadline for Call For Papers.

. 19th August, 2012: Selected talks announced, speakers notified.

. 27th August, 2012: Conference schedule announced.

. 23rd July, 2012: Financial aid applications, through the Apache Travel Assistance Committee open.

. 16th August 2012: Financial aid applications due.

. 24th August, 2012: Financial aid awards announced.

. 5th - 9th November, 2012: ApacheCon Europe.

ACEU12CFPAnnouncement (last edited 2012-11-26 11:50:12 by NickBurch)