Re: [Debconf-team] DebConf discussion: Venue bid process

[Moray Allan <moray@sermisy.org>]

Here is a further draft of the decision process, again updated to take
into account people's comments.

Those with little time should use their email client's search function
and start reading at the paragraph "For the decision meeting,  bid
teams prepare:" -- the initial stages have already taken place for
this year, but we need to finalise how the last stage will be run.

Moray.


DebConf venue bid process (draft 3)

Modifications to this process should be agreed with the competing bid
teams.

If bid teams miss announced deadlines, this should not immediately
disqualify them, but bid teams' apparent organisational skills,
ability to work together effectively, and redundancy in case of
absence, should all be taken into account during the decision process.

Bid submission

Bid teams are invited to describe their proposals at DebConfN-2.  This
is not a hard requirement, and bids can start work later than this,
but it is helpful to everyone working on DebConf.  Bid teams
themselves can benefit from this as a milestone to encourage progress,
and as an opportunity to gather comments and suggestions before their
proposals become too firm.

Bid teams submit proposals before the end of that year.  Teams are
free to submit additional materials, but the core of a bid is
responses to questions determined in advance by the DebConf team.
Bids should be posted to the DebConf wiki, and announced on the
DebConf mailing list.

Once a bid has been posted, everyone is encouraged to read the
materials, and to ask questions about them on the debconf-team list.
Bid teams should give any additional information requested, and update
their bid pages in the wiki to reflect significant points.  Bid teams
remain free to change aspects of their bids, but at this stage details
such as costs should be researched immediately for any new proposals,
so that it remains possible to see full and accurate bid information.

Venue decision

Dates and times for the bid status and venue decision meetings are
arranged by the DebConf Committee, in consultation with the bid teams.
The DebConf Committee is made up of the delegated DebConf chairs and
additional members recruited by the Chairs from those with a long-term
interest in helping organise DebConf.

The date, time, and procedure for the meetings should be announced
well in advance, along with a list of the current members of the
DebConf Committee.

Before the bid status meeting, bid teams send a status update to the
mailing list, including again pointers to their materials.

Bid status meeting agenda:

* Introductions from teams and their members.

* Questions from teams about the process, and about what others
suggest they try to do on any uncertain aspects or potential problems.

* Questions to teams, if there are still unanswered issues.

After this meeting, bid teams answer questions on the mailing list,
where they weren't already answered during the meeting.  Others raise
any new questions or ask for clarifications as necessary.

If any DebConf Committee members feel that there is no bid they could
support at this stage, they should explain on the debconf-team list
what problems they see and how they could be addressed.  If there is a
widespread feeling among Committee members that none of the bids are
ready, the second decision meeting will be delayed.

Before the decision meeting, bid teams again send status updates,
with pointers to any additional materials since the first meeting.

For the decision meeting, bid teams prepare:

* A description of how their bid meets each of the points on the
priority list (http://wiki.debconf.org/wiki/PriorityList).

* A description of the weak points in their own bids.

* A description of the strong points in other bids.

Bid teams may opt to keep these materials private until the decision
meeting.

Venue decision meeting agenda:

* Quick introduction from each team, and quick questions to each team.
Ideally by now everyone should already be clear on the bid statuses.

* Bid teams post links to the materials they have prepared describing
how their bid meets points on the the priority list, the weak points
in their own bids, and the strong points in other bids.

* We work through the priority list, considering each item for each
bid, and noting areas where there is consensus that bids are stronger
than each other.  This stage is intended to ensure that no important
topic is missed, but even if there is agreement on each bid's
advantages, coming to a decision isn't simply a mathematical
calculation: some aspects are more important than others.  There
should be an agreed time limit for discussion of each point.

* There is a period of chaired discussion of the competing bids'
merits, with opportunity for anyone present to speak, during which the
meeting chairs seek consensus on a decision.  The DebConf Committee
members should participate in this discussion.  There should be an
agreed time limit on the discussion.

* The DebConf Committee members are asked to vote to decide which bid
to take forward.  If there is already clear consensus, this may simply
mean voicing their assent to the apparent decision.  If there are
still more than two bids in contention, a formal vote (using Debian's
normal voting methods) may have to be run after the meeting, but the
vote should be held and the result announced as soon as possible.
Committee members who are part of a bid team should announce this on
the debconf-team list before the meeting, and abstain from voting.