Open Stack

Hi everyone,

Thank you again for volunteering to serve as a Track Chair for the November OpenStack Summit in Paris.

We received a record-breaking 1,100+ speaking submissions for the Paris Summit and during the past week over 102,000 votes were cast by OpenStack community members! Now it's your turn to select which of the submissions will ultimtely make it into the final Summit schedule. 

As you can likely imagine, venue space in Paris comes at a premium, therefore we only have a limited quantity of rooms to dedicate for breakout sessions. You can see a high-level view of the breakout schedule and quantity of session slots per track here  With so many great submissions to choose from we understand that it's going to be difficult for you to make your final selections - but we trust your judgement and know you can do it!

Now it’s time for you to get started. We've just shared the Track Chair Tool (Google worksheets) with each of your gmail addresses. If you haven't received your worksheet please email us at events at openstack.org.

Before doing anything please watch Todd's video on how to use the tool and read the below instructions and recommendations. 

Friday, August 15 is the deadline to swap any sessions from your track to other tracks. Details below and in the video.  

Please make all final selections in the 'Team Selections' tab no later than 5pm CT on August 19, 2014.

If you have any queries or issues along the way please notify us at events at openstack.org. 

Thanks again!

Cheers, 
Claire

Instructions
1) Watch this quick video to understand the selection process 

2) Take a look at the presentations submitted to your track. Each row contains the speaker and the session title, which is 
hyperlinked to the session page on the voting portal that shows the abstract and speaker profile.

3) Before selecting any sessions, please scan the list and see if there are any high quality sessions that you think should be 
chosen by another track. If so, please change the status of that row to "Move" and notify us at events at openstack.org by Friday - August 15, 2014. On August 15, we will review all suggested transfers and will make the swaps for you.

4) Click here to view the high level breakout schedule which shows where each track will be located within the Summit schedule.

5) Please make your selections in the column with your initials on the "Team Selections" sheet.  The number you assign to each presentation determines the order that the presentations will be included in the schedule.

6) Once everyone has weighed in, please discuss your selections with the other track chairs over 
email, phone, Skype, Google Hangout or other method of communication. It’s up to you to select the method of communication and to schedule the day/time for the meeting.

7) On the "Team Selections' tab, please Indicate your FINAL SELECTIONS for the entire team in the column 'Team Selections' by 5pm CT on Tuesday - August 19, 2014.


Tabs in the Tool
"Welcome" - holds all instructions, deadlines and recommendations.
"Team Selections" - discuss with track chairs and make FINAL selections

Recommendations
Column F on the 'team selections' tab will be where your final choices (discussed with the team) will be indicated
If you make any edits to the current session speaker names or session titles please include these changes in the New/Edited column
If several high quality sessions cover the same topic then you may combine these talks into one joint panel presentation
No more than 20% of your selected sessions should come from the same company
Make sure you have a diverse set of companies represented in your selected sessions
Make sure you have a good mix of Intermediate, Beginner and Advanced sessions
Abstain from voting on sessions submitted by your coworkers - please do not vote on sessions submitted by fellow employees at your company
Make sure to put the sessions you select into a naturally flowing order
To sort your selected sessions at the top, please use column I 'Team Score' on the last tab of the spreadsheet. Do not sort any other columns.
You can email all the other track chairs on the spreadsheet through "file > email collaborators" on the toolbar
Email us at events at openstack.org with any queries or problems with the spreadsheet or think you've destroyed it

Panels
If several high quality sessions cover the same topic then you may combine these talks into one joint panel presentation
Only 10% - 15% of the chosen sessions in your track can be panels
To create a new panel do NOT edit any submitted sessions but add a new row and fill in the title and speakers. Use the 'Comments' column to add an abstract for the panel.
Tick the column 'Edited/New' when you add a new row.
If you create a new panel, you must assign a moderator for said panel - include this in the 'Comments' column
You can have no more than 5 panellists on a panel and 1 moderator
We stronly encourage you to have at least 1 female speaker on each panel

Deadlines
August 15: Last day to switch a session to a different track (5 days before all sessions should be chosen)
August 19: Track Chairs Deadline for Selections
August 22: Foundation staff notifies all submitters whether or not their session was accepted into the final Summit agenda
August 25: Breakout session agenda published around this time
August 27: Early bird registration deadline, prices increase on August 28


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