Requirements for Software Freedom Tour
- Conference facility suitable for around 500 people
- Venue should be with conference facilities
- Not too remote from an international airport
- Rooms include:
- 1 big conference room (300 people)
- 1 secondary parallel track (80 people)
- 2 smaller rooms (30 - 50 people
- enough space for exhibitions / booths outside of the above rooms
- the above rooms should not be far from each other
- The main conference room should include:
- Power boards on the stage
- Projector screen
- At least two microphone for the presenters on the stage
- Two portable microphones on the floor
- Notice board
- The Software Freedom Tour is recommended to contain the following sessions:
- Tutorial sessions / workshops
- Lightning talks
- Presentations
- Exhibitions
- The DFI Board and Advisory Board Meeting
- Open discussions
- Birds of a feather (BoF) sessions
- Social activities (the opening reception, social event and closing event)
- Other small meetings
- Internet access - the local host must assist to establish the wireless network in the conference rooms, meeting rooms and public areas.
- Catering - including lunch and morning and afternoon coffee breaks
- Accommodation - the local host assists in booking hotel at discounted price and provide a list of alternative, affordable accommodation options that are nearby to the event
- Opening reception and social event - consists of a dinner with light entertainment
- Local 1 day tour - for speakers and / or volunteers
- Local event coordinator - the local host should provide a member with some event organization experience to assist DFI with local logistics
- Sponsorship assistance - The local host should help seek local sponsors or consider sponsoring the event and all the remaining profit will be donated to DFI
- Promotions - the local host is encouraged to use local media contacts to promote the event
- Website - the local host will assist DFI to build website contents for the event
- Visa application assistance - including invitation letters and other administrative support
- Costing and budget control - the local host will help to prepare a detailed estimated budget and check the business and tax laws carefully for your country before agreeing to host the event
- Local community, government, industry support
- Venue details. Information about infrastructure and facilities to organize the tour should be provided
- The cost of travel from major Asian and European cities