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All the Perl that's Practical to Extract and Report

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  • Years previous there were plenty to choose from!

    Have you thought of letting the previous candidates know of the lack of proposals? Maybe you've done this already, but I couldn't go without mentioning the possibility of emailing all of them...

    • I believe most have either been emailed, or spoken to in person at some point in the process. Of course, they shouldn't *need* to be asked. They know when the CFV is happening. We're all adults :-)

      But that raises another question. If you someone proposes one year, and doesn't get it.. why are they not in there the next being the first to propose with an even better bid?
      • I can imagine for some it may be a lot of hard work to prepare the bid, and to go through the process again, only to be knocked back, may be too much effort. Remember this is a volunteer effort, not everyone has the free time to prepare bids again and again.

        Have the groups that have previously bid changed leadership or membership, that means the same enthusiasm isn't there any more?

        This is the first time I've ever really seen any metrics for the number of groups applying for chance to host a YAPC::NA, and I know the last few YAPC::Europe weren't too hotly contested. Perhaps there needs to be more visibility of this sort of thing to help generate interest. Should there be more help for previous bidders to ease the cycle of resubmitting?

        The documentation for organising a conference is out-of-date and inappropriate in places. That can scare potential bidders off. Organising a conference isn't easy, creating unnecessary hurdles can make it worse. I would also suggest http://www.yapc.org/ [yapc.org] needs an update.

        The burden of organising is always on the local group. There is now a lot of experience from previous organisers that is being wasted by not being shared. I have only ever seen Jonas' piece regarding organising the Nordic Workshop, if there are any other documents to help guide others they aren't accessible. There must be countless of different letters for approaching sponsors, caterers, venues, etc, that could easily be made in to a conference pack for prospective organisers, so that they have a starting point. Starting from scratch every time is not going to improve organising a conference.

        I'm looking forward to attending YAPC::NA, wherever it happens to be, I just hope that the prospective organisers out there get the support needed to get it up and running in such a short space of time. In regards to the latter, why is the deadline AFTER the YAPC::NA? The timelines for YAPC::Europe work much better and mean the annoucement happens at the conference for next year, and the next organisers have a year to organise themselves, not 6-9 months.

        • To be honest, I didn't think preparing a bid was "difficult", although others may not have the same experience. Here's what I did (and won the bid)

          * Made a list of possible venues
          * Got the venue req's list
          * Called each venue and went through the list
          * Wrote down prices they gave
          * Wrote down available dates
          * Chose the best priced and suitable venue
          * Wrote the figures down, a little about the venue, about the area, etc... from the venue req's list.
          * Emailed it

          It took me (alone) no more than a week

          • I think the key thing is passion. Some of us have the drive to do this, and make it all worthwhile. Others who might be interested, need encouragement that they can do it. I think the bidding process needs to be made clearer in what people need to think about, as if you can't see what you need to think about it can be a daunting task. People helped Birmingham.pm, because we made a big song and dance about the fact we were going for it. Anyone who wasn't so vocal wouldn't necessarily get the same help.

            When

            • Thinking about it, would there be any worth in requesting that potential bidders contact YAPC first

              I think we always have, non officially, encouraged people to contact us. I think a good thing for every next YAPC is to make sure a YAPC BOF is held, so everyone possibly interested in doing one is in a single room. I know at every YAPC before I proposed is when I was most motivated to propose. It could also be a good way to get contact info so we can follow up.

              Of course, to do this, we'll need another Y

              • Actually there was one at YAPC::Europe::2004 in Belfast that was well attended. My PerlMongersBOF was well attended this year, so I shall look to having both in the schedule for next year at YAPC::Europe::2006. I'm very interested in encouraging new blood to get involved.
        • In the cases I know of where I personally approached previous bidders, life happened. It wasn't an issue of being rejected. But that happens often in the open source community.

          As Kevin is handing things off to me as TPF Conference Chair, one thing I can commit to is trying to capture more info. We've actually already done this here:

          http://www.jbisbee.com/yapc/index.cgi [jbisbee.com]

          and I'm going to try to keep updating that.

          We've talked about moving up the date so we can announce the next year location at the current yea
          • http://www.jbisbee.com/yapc/index.cgi [jbisbee.com]

            This is excellent. This is exactly the kind of thing that needs to be more visiable and updated after each conference. The missing pieces for me would be the draft letters. Some of us are really bad at writing, and using the experience of previous organisers makes sure we all know what works and what doesn't. The sponsor list is also very useful. For YAPC::Europe::2006 we are hoping to be able to extend that list.

            The other group we didn't hit was yapc attendees via