What is Software Freedom Tour?
Software Freedom Tour is a conference run by the Digital Freedom International during the Software Freedom Day. The conference is held in a different location every year and the purpose is to help to bring together Free Software Advocates to local Software Freedom Day events and boost users as well as participation of Free Software Projects in the local area. It would as well help the Digital Freedom International in fund raising and donation campaign. The Digital Freedom International needs to work with local organizations that are able to assist with arrangements and support for the event. For each Event the Digital Freedom International will call for proposals in advance from organizations interested in hosting a Software Freedom Tour in their area.
Requirements for hosting a Software Freedom Tour
1. Conference facility
- Venue should be with conference facilities suitable for around 500 people
- 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
2. Internet access
- The local host must assist to establish the wireless network in the conference rooms, meeting rooms and public areas.
3. Catering
- Catering will include lunch and morning and afternoon coffee breaks
4. Accommodation
- The local host must assist in booking hotel at discounted price and provide a list of alternative, affordable accommodation options that are nearby to the event
5. Opening reception and social event
- It consists of a dinner with light entertainment
6. Local 1 day tour
- The tour would be for speakers and / or volunteers, local host should recommend a few places for the tour
7. Local event coordinator
- The local host should provide a member with some event organization experience to assist DFI with local logistics
- Besides, it's better to have a team of volunteers (5 to 10 people) to work on different roles including accounting, program schedule, design and printed material production, registration, marketing, etc.
8. Sponsorship assistance
- The local host should help seek local sponsors or consider sponsoring the event and all the remaining profit will be donated to the DFI organization
9. Promotions
- the local host is encouraged to use local media contacts to promote the event:
- press release
- call for proposals / speakers / exhbitors
- call for sponsors
- call for volunteers
- call for participants
- after event press release
10. Website
- The local host will assist DFI to build website contents for the event
11. Visa application assistance
- It will include invitation letters and other administrative support
12. 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
13. Local community, government, industry support
- Are there any local community, government or industry support from the local area?
14. Travel cost reference
- The cost of travel from major Asian and European cities