• LcaBid
• 2009
• Team

The LCA 2009 Committee

This pages is for organising the people who will be on LCA 2009 committee, should the bid win.

If you want to nominate put your name in the Nominations table below.

So what is the committee? These are the people responsible for ensuring the list below gets done, and done well. They aren't necessarily the people who will do the work. Going on past LCA's, you can be sure more than enough people will volunteer to help out during the event. Surprisingly, LCA seems to get many inter-state volunteers. Getting volunteers before the event is more of a challenge as these must be Brisbane based, but again I think that won't be too hard if there is a lot of work to be done. That said, you will have to be present full time during the event.

So how much experience do you need? Very little. In two positions some technical know-how is probably necessary - Networking, and the Web Site. In the rest you will be able to get by with lots of enthusiasm, asking questions and willingness to take advice. In essence, saying something along the lines of I have no idea how to make this happen - can you tell me what to do next to the president or committee a month or two before it has to happen is acceptable and even encouraged. But doing the same ting the day before it is required will get you lynched.

Nominations

If you want to be on the committee either add it to the list below or send an email to general. In either case list all the positions you like the most. Those positions are an indicator only - we will assign positions if and when we win the bid. The nominations will be finalised at the Humbug meeting on 19/May/2007.

Positions

Bear in mind that I have never organised an LCA before, so take these position descriptions with a bag of salt.

• Media & Promotion.

  • Point of contact for the media (ie its your telephone number which will be handed out to the media).

  • Writing & releasing press releases (LA has a schedule of standard ones).

  • Notify media organisations of the event, seek to get the event mentioned regularly.
  • Organise paid for promotions - eg on Slashdot.
  • Media passes to the event.
  • LA has people who have done a lot of this can can assist.
  • Keep Web site page up to date with media worthy news, media contact information, availability of passes and 'registration of interest' lists.
• Sponsorship.
  • Finding sponsors.
  • Be the sponsors "point of contact".
  • Determining how sponsorship will run, eg sponsorship levels.
  • Ensuring the agenda and materials meets all sponsors needs.
  • Obtaining the money from the sponsors (ie debt collector).
  • Ensuring sponsors are mentioned on web site.
• Treasurer.

  • Handle the money & bank accounts, sign cheques.

  • Do the banking.
  • Demand and collect doco (eg receipts) from other committee members before handing over money.
  • Reports (vs budget) and bank reconciliations.
  • Point of contact for LA.
  • Ensuring the web site payment gateway works (ie balances).
• Network engineer.
  • Organise bandwidth from ISP.
  • Payment for bandwidth.
  • Organising procurement of equipment.
  • Configuring of routers.
  • Deployment of wireless routers running Whiterussian at Uni, colleges and possibly Southbank.
  • Modifying wireless router source so it interfaces well with the registration system (ie handles wireless logon seamlessly).
  • Monitoring network during event to ensure smooth operation.
  • The terminal room.
  • De-commissioning of network after event - eg returning gear rented or borrowed.
• Papers, speakers, keynotes.
  • Organising Call For Papers (CFP).
  • Organising paper selection process - eg referees.
  • Finding keynote speakers.
  • Contact point for speakers.
  • Organising speaker travel, accommodation and reimbursement (this includes people who do their speaking by just showing up).
  • Sorting out the agenda during the main conference, eg assigning the papers to streams.
  • Organising the 'best of' if we have one.
  • Organising speaker training.
  • Organising speaker gifts.
  • Update web site with Programme, Speakers Bios, abstracts and copies of final paper.
• Mini conferences.
  • Be the contact point for people wanting to do mini-confs.
  • Ensure mini-conf's meet LA's requirements.
  • Publishing the mini-conf schedule, and keeping it up to date.
  • Update web site with Programme, Speakers Bios, abstracts and copies of final papers.
• Open Day.
  • Be the contact point for open day exhibitors.
  • Organise equipment for open day - ie chairs, tables, power, etc.
  • Actively recruit open day displays by contacting Uni's, Schools and organisations.
  • Setup on the day, and return equipment at the end of the day.
  • Promotion of Open Day to likely attendees - schools, etc.
  • Update web site with list of attractions on open day, contact information and so on.
• Partners Programme.
  • Be the contact point for people planning to attend partners day.
  • Plan partners day activities, and ensure they happen.
  • Handle attendees registration for partners day.
  • Determine fees charged for partners day.
  • Be chaperone when required for partners day.
  • Update web site information about partners programme.

• Events & Dinners.

  • This covers the Penguin dinner, the Professional Networking session, the Speakers Dinner and any other "external events" (ie events not at the main venue) we might decide to stage for the attendees.
  • Be the contact point for the venues we are holding events at.
  • Think up and organise for entertainment at the event, eg speeches, music, auctions, or whatever.
  • Make sure the event has a MC, and the MC is prepared.
  • Prepare the decor for the event - A/V presentations, check acoustics are OK, balloons printed, etc.
  • Ensure the venue ie prepared for the event - eg AV is in place and working, wine / food will arrive at the correct time, table decorations are in place.
  • Organise any transportation need to get to the event, including payment. Eg, if they are walking have people guiding them or signs, etc.
  • Handling of payment for the event.
  • Update pages on web site for each event, detailing dress standards, prices, registration and how to get there / where to assemble.
• Video.
  • Rent / obtain video equipment.
  • Budgeting and payment.
  • Training for people manning the equipment.
  • Collection and backup of captured material.
  • Organisation of transcoding and editing, including provision of the the CPU cycles used.
  • Uploading of material to web site in a timely manner.
  • Returning of equipment when finished.
  • Be the contact point for the Video's - eg answer the numerous queries on the mailing list.
• Venue organisation.
  • Be the contact point for the University.
  • Determining the 'division of responsibilities' between the Uni and Humbug - ie who is responsible for providing what.
  • You are also responsible things the venue would normally handle - eg rooms for keynotes, but our's can't handle. This includes transportation to/from such rooms (which presumably will be walking).
  • Preparing a 'list of facilities available' for the other committee members.
  • Harassing other committee members for a list of facilities they need.
  • Organise and pay for in-break catering.
  • Organise on venue events - eg dunk tank, or hungry crocodile vs hungry penguin fight.
  • Ensure food and coffee is available at venue.

  • Organise "in venue" (eg college) accommodation & transport to and from that accommodation.

  • Organise sign-age at venue.
  • Organise people staffing presentation rooms. These people will be doing the MC and video jobs.
  • Organisation of registration desk, including equipment (printers, computers) and staffing.
  • Organisation and procurement of information and schwag attendees get. Eg bag, booklet, pen, name tag, information given to people on arrival at colleges.
  • Update web pages with site information, eg maps.
• Web Site.
  • Be point of contact for the web site.
  • Hosting of web site, ensuring it is up, manning pager, backup.
  • Choosing the CMS package (LA can provide one, I think).
  • Responsible for overall structure of web site, but not content. Responsible for making it easy to navigate.
  • Make it easy for contents providers (primarily other committee members) to update the site without your assistance.
  • Organise online registration and payment - making sure those gateways work.
• Committee president.
  • Monitor all tasks above to ensure they get done.
  • Ensuring a consensus is reached, casting vote if you fail.
  • Be prepared to any of the above jobs at a moments notice.
  • Be available full time during the event, and a week or two prior.