We are happy to announce the dates for EuroPython 2015 in Bilbao, Spain, this year:
Please mark your calendar. We’d love to meet you all in Bilbao - and hey, it’s summer, so you might want to combine the conference with a holiday :-)
Enjoy,
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EuroPython Society (EPS) and the Asociación de Ciencias de la Computación Python San Sebastián (ACPySS)
We would like to welcome the next 15 new EPS members to the EuroPython Society. The EPS now has 121 members (*) and we’d love to grow more…
If you have attended a EuroPython conference and would like to have a say in the organization or simply show your support by being a society member, please consider signing up using our application form: http://www.europython-society.org/application
EPS membership is free.
We regard the EPS as representation of the EuroPython attendees and are working hard to make every single EuroPython conference a professional, high quality and fun event. Even if you don’t want to be an official EPS member, we would still like to encourage you to send in your suggestions for enhancements, changes or anything we could do to make EuroPython an even better event. Please contact us at board@europython-society.org.
(*) If you’ve seen our previous post about new members and wonder why 111+15=121, that’s because we had a few duplicate entries in our database. A cleanup resulted in the lower count.
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EuroPython Society
The EuroPython Society (EPS) is happy to announce that we have decided to accept the proposal from the on-site team ACPySS in Spain to hold EuroPython 2015 in Bilbao, Spain. The decision was made in Monday’s EPS board meeting.
We are extremely happy to have received the proposal and would like to thank everyone from the ACPySS team for their work on the excellent submission:
The cooperation with the ACPySS throughout the proposal process has been very productive. The EPS board is now working together with the ACPySS on the venue selection. The conference dates will be announced as soon as we have finalized the venue.
Companies who would like to signup as EuroPython 2015 sponsor are encouraged to contact the sponsor workgroup at sponsoring@europython.eu. We will be taking on launch sponsors early in January.
The two venues we have for the conference have plenty of room for sponsor booths, so we will try to make EuroPython 2015 as effective as possible for sponsors by offering more booth space and sponsors slots than ever before.
This is your chance to reach out to more than a thousand enthusiastic and highly motivated EuroPython attendees !
In Monday’s meeting we have also initiated the following EuroPython workgroups and will follow up in separate blog posts:
We are still looking for volunteers to help with the following workgroups:
If you want to help, please apply for one or more workgroups which you feel match your interests and experience. If you’d like to help, but don’t have enough experience, yet are willing to learn, please apply as well.
To apply please send an email to board@europython.eu with your details, the motivation for applying (basically why and how you think you could help) and the workgroup(s) you’d like to apply for.
Thank you and Merry Christmas,
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EuroPython Society
We would like to welcome the next 16 new EPS members to the EuroPython Society. The EPS now has 111 members and we’d love to grow more…
If you have attended a EuroPython conference and would like to have a say in the organization or simply show your support by being a society member, please consider signing up using our application form:
http://www.europython-society.org/application
EPS membership is free.
We regard the EPS as representation of the EuroPython attendees and are working hard to make every single EuroPython conference a professional, high quality and fun event.
Even if you don’t want to be an official EPS member, we would still like to encourage you to send in your suggestions for enhancements, changes or anything we could do to make EuroPython an even better event. Please contact us at board@europython-society.org.
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EuroPython Society
The EuroPython Society (EPS) is happy to announce that we have received the amended proposal from the ACPySS team in Spain to hold EuroPython 2015 in Bilbao, Spain. We had been discussing questions with them in the last couple of days.
Following the CFP process, we are now publishing the redacted version of the proposal, which has all the confidential information removed:
The EPS board will now do a final review and announce the decision in the next two weeks (2014-12-26 latest).
We would like to encourage feedback from the EuroPython and Python community regarding the proposal. Please send your emails to the europython-improve mailing list (you will have to sign up to that list before being able to post there).
Thank you,
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EuroPython Society
The EuroPython Society (EPS) is happy to announce that we have received a promising proposal from an on-site team in Spain.
We are currently reviewing the proposal and will follow up with the team to clarify any questions. Following the CFP process, the amended proposal will then be due by Friday next week (2014-12-12).
Given that we only received a single proposal, the final decision will likely be made just in time for Christmas.
Thank you,
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EuroPython Society
The EuroPython Society (EPS) is happy to announce the Call for Participation (CFP) for EuroPython 2015. The purpose of this call is to select teams willing to help organize the EuroPython conference on-site at a suitable location.
This Call for Participation is meant to collect proposals from teams wishing to help run EuroPython 2015 in a location they are local to. As on-site team, you will be integrated into the new workgroups organizational structure the EPS is currently putting in place to run future EuroPython conferences:
EuroPython Workgroups: Call for Volunteers
The main idea behind this workgroup model is to make sure that tasks which do not need to be done by on-site team members can be implemented by distributed workgroups, that can work remotely and persist from location to location, greatly reducing the loss of institutional knowledge we have seen in recent location switches.
Another major aspect of setting up the EPS workgroups rather than having a structure centered around a local organizer, is to reduce the amount of work and financial risk for the on-site teams. As on-site team you no longer have to enter 5-6 figure Euro contracts for the venue or catering and you don’t have to bother with running a website or arranging the conference program. Please note that we still encourage local team members to participate in the workgroups for these tasks, since this simplifies coordination.
The EPS strives to keep the EuroPython conference quality as high as possible, in all of its components. We expect the on-site team to take their proposals very seriously, knowing that they will need to work hard to make the conference a real success.
The Call for Participation will run until the following deadline for submissions. Proposals must be submitted until midnight UTC on the deadline day, and must adhere the requirements specified in this document. Please make sure to read the whole document carefully.
Send your proposal as PDF to the board list: board@europython.eu. This is a private list, so you can include confidential information such as quotes from venues and caterers.
The board will review the proposals and possibly request amendments directly from the submitters. This is done in private between the submitters and the EPS board.
The final version of each proposal will be released to the public after the amendment deadline (with confidential information removed). The EPS will ask to the Python community to provide comments relating to the proposals and take an active role in to discussions.
The final decision for the selection of the on-site team and location will be announced by the EPS board within two weeks after the deadline for amended proposals.
EuroPython is the second largest Python conference in the world, right after PyCon US in North America. These are some statistics from EuroPython 2014, to give you an idea of what the on-site team should be ready to handle:
1200 participants
7 days of conference
7 parallel tracks (5 talk tracks, 2 training tracks)
Total revenue of about 500,000 EUR
Note that we are open to accepting proposal which can only host fewer attendees, with 600 attendees being the minimum. These numbers are just to give you an idea of how big the EuroPython event has become over the years and how much potential there is for growth.
Please see the EPS EuroPython page for more details on past EuroPython conferences:
http://www.europython-society.org/europython
The EuroPython conference series brand is owned by the EPS. In the past the EPS granted permission to use the brand to local organizers based on a set of requirements, and the local organizing team then had to run the event in collaboration with the EPS.
Since this model no longer scales and doesn’t encourage the community to take part in the organization process, we have started a new approach based on workgroups as explained in the document linked to in the introduction. The on-site team will integrate with the other EPS workgroups and be responsible for taking care of the tasks related to the conference organization on site.
Unlike in previous years, and to further reduce the burden on the on-site teams, we will only request the on-site teams to sign up for one year, keeping in mind, of course, that the team may want to submit a follow-up proposal for the next year. The EPS will take such prior knowledge into account when deciding on the proposals.
These are the requirements the on-site teams signs up to when submitting a proposal. Changes to these requirements are possible, but must be signed off by the EPS board before they can be put in place.
The conference will be financially and legally run by the EPS, so the on-site team does not have to be a legal entity or enter into high-risk contracts.
The on-site team should be geographically located in a specific country within Europe.
The on-site team must be willing to actively coordinate with the EPS board and the other workgroups, so that all parts of the EuroPython ecosystem can work together in a productive way.
The on-site team must be composed of at least 5 active people. We feel that 5 is the bare minimum for the team to successfully handle the amount of work. Please keep in mind that the team is required to grow significantly during the conference days and it’s considered an advantage, if the on-site team can show that they already have a good number of volunteers to count on during the conference days.
The on-site team must provide at least 2 available venue options, together with catering options for the venues. Locations must provide room for hosting at least 600 attendees, but please keep in mind that demand for EuroPython is more in the range of 1000+ attendees.
The conference must provide the following services to all attendees. Proposals will have to provide details about how these can be implemented at the proposed venues.
Food and drinks for lunches and breaks on all conference days and the sprints
Optionally, breakfast on all conference days (not necessarily on the sprint days)
WLAN service to access the Internet during the conference and the sprints
At least one social event, which can be a dinner, a show or some other form of entertainment, where food and drinks are served. The main social event should ideally be available to all attendees, but may also be limited to a lower number of people, if the selected venue cannot serve as many participants.
A partner program
Audio/video facilities to support speakers and talk recordings.
The conference must take place within the following timeframe: May 1st - October 31th. The venues have to be available for one week plus a setup day during this timeframe. It is possible to propose more than just one possible conference date, since the costs may vary across this timeframe.
The on-site team will work as on-site workgroup in the context of the EPS (see below for details) and has to follow the same rules as all other workgroups in the EPS. Members of the on-site team should also participate in other workgroups to simplify coordination, e.g. there should be on-site team members in the sponsors workgroup to help the sponsors with booth setups, shipment of goods, customs, etc.
The on-site team will coordinate with the EPS board and workgroups to implement the chosen EuroPython structure. The current structure is: conference days from Monday to Sunday, in which 5 days are used for parallels talks and trainings, and 2 weekend days for sprints.
The on-site team must provide a local expenses budget plan as part of the proposal. A example budget plan can be provided on request. The budget figures will then be used as basis for the conference budget maintained by the EPS and its workgroups, so care has to be taken to provide sound numbers in the budget plan.
The on-site team will receive a budget for the work on site, e.g. to pay for logistics, printing, local service companies, etc. It must work together with the EPS financial workgroup to keep it updated on any spendings and changes in a timely manner. Budget changes must be approved by the EPS board.
The on-site team must be able to provide supporting letters for visa applicants wanting to attend the conference.
The proposal must cover all of the following points:
A proposal introduction which describes the motivation for the proposal, underlines the willingness to commit to the needed work and acknowledges the above requirements.
A description of the on-site team, its members and history in the context of their local Python community.
Short biography of the key members and their previous experience in conference and events organizations.
Previous conference history of the on-site team (if any). Describe which conferences were run and provide some figures on their size (registrations, tracks, total income)
Assignment of key positions to on-site team members. Positions to be assigned (one member can be responsible for more than one of the following roles):
Chairperson of the on-site team workgroup: usually also the conference chair and representative of conference for that year
Sponsor manager: on site contact for all sponsor activities, responsible for local sponsors
Venue manager: handling all contacts with the venue and caterer
Logistics manager: handling all aspects of local logistics and customs
Conference desk manager: responsible for the on site help desk, on site registrations, tickets, cash refunds, attendee support, etc.
List of all team members that will be present during the conference itself as volunteers (but not necessarily help before the conference begins), and/or sources from which people can be or will be acquired if needed (eg: universities, other local associations, etc.). This list is indicative, as most of the volunteers helping during the conference are usually enrolled during the last months/weeks before the conference, usually started of through a call for volunteers.
List of potential local sponsors. The EPS manages contacts with international sponsors, but local sponsors also help a lot in funding the conference. These are often smaller companies which will not move to new locations with the conference, so a local contact is highly beneficial in attracting these sponsors.
Proposed dates for EuroPython 2015.
Conference Events. Describe which kind of (social) events you can propose for the conference and are able to provide support for.
Expected differences from previous EuroPython conferences (2013 and 2014). Please highlight what things would need to be changed in the way the conference is run on site. Examples of things we would consider worthwhile to be mentioned:
“We can get additional support from the local government / city council”
“We need to provide tickets to city locals at reduced prices”
“We intend to serve meals in a different venue”
“We have some extra space available for posters / sponsors”
“We want to have our local Python conference run as satellite event”
Venue proposal. Describe the following subitems:
Location, reachability by car, train, plane
Venue floor plans, catering floor plans (if different from venue)
Total capacity for talk rooms, training rooms, plenary sessions, booth space and catering/restaurants; if possible, including room plans
A/V equipment
Video recording, availability of on-site support for A/V recordings, possibly even including live- or post-editing
Lightning equipment, availability of on-site support for lighting
Upstream internet connection (at least 100Mbit/s up and downstream)
WLAN structure, service provider, their experience with similar events (WLAN has to be able to handle more than 1000 devices without problems)
Available space for conference desk, sponsor booths, posters, social event, etc., planned locations of these on the floor plans
Accomodation. Describe the following subitems:
Available hotels/hostels near the conference venues, their distance from the conference venue, city center, airport and train station
Rates for the hotels/hostels and, optionally, special rates which can be made available to attendees
The above for three different categories: high end, average and low end
Optionally, a “main” hotel that serves as default choice for conference attendees and serves as social hub
City tourist information. Describe the following subitems:
General information: touristic information, restaurants, mobility
Travel information: how to get to the city and to the conference venue. This information should indicate how easily the conference city and venue are accessible from across Europe and from overseas. It should also answer questions like: Are there convenient ways to get to the conference venue from airports/trains and bus stations and without having a car/taxi?
Travel costs from the previous mentioned travel hubs to the conference venue
Visa: if attendees may require a visa to enter the country/city, please provide detailed information.
Proposed local budget.
The budget should include all expected costs for the on-site support, including the venue costs, catering, on-site rental of equipment, costs for venue services and logistics, extras like public transport passes, museum/tourist passes, etc. Optional budget positions should be indicated as such, to give more flexibility in comparing proposals.
The budget must handle different scenarios related to different venues, including fixed rooms costs, catering, services, etc. Please provide cost estimates for 600, 800, 1000 and 1200 attendees (if possible with the venue).
Please write to the EPS board if you need help with setting up a budget plan.
Taxes/Legal. If there are special tax/legal requirements in the on-site team’s country that require the EPS to register with the local government or pay attention to special regulations, please describe the necessary steps and provide a local accounting/legal contact who can help us work out the details.
Some things to consider when sending the proposal document.
Please mark information that you consider confidential in the proposal, so that we can remove those parts from the version that will be published during the Call for Participation process.
The proposal itself should be sent as PDF, LibreOffice, Word document, or shared as Google Docs document.
When using third party content (e.g. pictures, graphics, special fonts), please add a section which includes the references for these elements of the proposal. We need to publish the proposals to the general public and thus adhere to copyright restrictions that may apply to the content.
This Call for Participation (CFP) is also available as PDF file.
Thank you
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EuroPython Society
Dear EuroPython community,
the EuroPython Society is happy to announce a new organizational concept that we’d like to put in place for the next EuroPython conferences: the EuroPython Workgroups.
In the past, the EPS granted permission to use the brand to local organizers based on a set of requirements, and the local organizing team then had to run the event in collaboration with the EPS. Most of the work was centered around the local team.
This model no longer scales and doesn’t encourage the community to take part in the organization process. The workload and the financial risks of running such a big conference for the local teams is very high.
The biggest change is the introduction of permanent workgroups integrated with EPS and its activities. This change is designed to address the issues mentioned above in a way which allows our community to get more involved, while at the same time reducing the risk and work load on individual teams.
Workgroups will be coordinated by the EuroPython Society board based on the community feedback and proposals, from their definition and creation to their implementation.
The key workgroups we have identified so far are:
All of these workgroups, except for the On-site Team, will remain active when changing location. We expect to keep institutional knowledge within the organization and make transitions to new locations easier by using this approach.
The EuroPython Society collects and reviews the applications to each workgroup. The EPS board will then vote on the chair and a set of permanent workgroup members with (workgroup internal) voting rights and then have the workgroup chair appoint additional (non-voting) members as necessary.
Workgroups will be confirmed/reestablished by board vote every year, this allows non-voting members to become voting members in the following year.
Workgroups and board will update, coordinate and plan activities on a regular basis. While every workgroup will be responsible for its own coordination and establish a workflow that best fits its needs, we expect all workgroups to integrate and interact with other workgroups to create a productive work environment.
To simplify and speed up the workgroup setup, we will create a set of workgroup guidelines which aim at collecting the institutional knowledge gathered over the years. We will put these guidelines up for comment in the coming weeks.
Please help us build EuroPython and keep making it better and better every year.
If you want to help, please apply for one or more workgroups which you feel match your interests and experience. If you’d like to help, but don’t have enough experience, yet are willing to learn, please apply as well.
To apply please send an email to board@europython.eu with your details, the motivation for applying (basically why and how you think you could help) and the workgroup(s) you’d like to apply for.
Just to clarify: We will issue a separate Call for Participation (CFP) for the On-site Team, so you don’t need to apply for this workgroup before we have selected an On-site Team.
Thank you,
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EuroPython Society
We’d like to thank everyone who participated in the EuroPython 2014 feedback call. A total of 164 people have sent in their feedback.
The results are now available as PDF:
EuroPython 2014 Feedback Results
As previously announced, we have removed the comment field entries to make sure that we don’t accidentally leak private information.
A few key points can be extracted from the results:
We will use this feedback to continue to improve the attendee experience for EuroPython 2015.
If you would like to help with EuroPython 2015, we invite you to join the EuroPython Society. Membership is free. Just go to our application page and enter your details. Please join and help us make a better conference.
Enjoy,
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EuroPython Society
EuroPython 2014 was a great event and we’d like to learn from you how to make EuroPython 2015 even better. If you attended EuroPython 2014, please take a few moments and fill out our feedback form:
We will leave the feedback form online for another two weeks and then use the information as basis for the work on EuroPython 2015 and also post a summary of the multiple choice questions (not the comments to protect your privacy) on our website. Many thanks in advance.
If you would like to help with EuroPython 2015, we invite you to join the EuroPython Society. Membership is free. Just go to our application page and enter your details.
In the coming months, we will start the discussions about the new work group model we’ve announced at the conference.
Enjoy,
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EuroPython Society
