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Infrastructure¤

Warning

This document is a work in progress. Please check back later for updates.

Open Source

We want to prefer the use of Open Source tools.
We want to use pragmatic solutions if it eases the work of the volunteers.

Tools for Collaboration¤

Starting with the 2025 conference, we implemented and will to evaluate the following setup

Common Conference Google Workspace¤

  • Group access control for all files and folders
  • Group access for tools like Google Calendar, Meet, and Drive in a unified workspace
  • Shared inboxes and distribution lists for conference communication
  • Account options:
  • conference @pycon.de account for committee members
  • existing Google accounts can be added as guest accounts as well.

Using the committee group email address (your_committee25@pycon.de) you can invite all committee members to a meeting, for example.

This way, it's straightforward to manage access control and ensure that all data is owned by the conference and not by individual volunteers.

Trello for Task Management¤

  • Each committee has a dedicated Trello board
  • All committee members can manage the committee board
  • The board is visible to the committee members only by default but can be opened to other committees if needed, except the Diversity Committee and Steering Committee boards might contain sensitive information and must be kept private
  • The board is administered by the conference organization, it's not possible to create private boards

Discord for Communication¤

We want to continue using Discord for communication, as it has proven to be a valuable tool for real-time communication and collaboration.

  • Each committee has a dedicated channel
  • All committee members can access the channel
  • Other committees can access the channel, except:
  • the Diversity Committee and Steering Committee channels, which might contain sensitive information and must be kept private

Group Communication outside the Conference Committees¤

Messages sent to the committees or the conference from: - conference attendees - speakers - grant applicants

We use Google Groups for now (Nov 24). After evaluation of Google Groups we decided to implement a helpdesk solution along with a mass email service via API.

Website¤

Warning

This section is a work in progress.

Communication¤

  • Social Media
  • Information for participants
  • Information for speakers
  • Newsletters

Warning

This section is a work in progress.

Documentation¤

Warning

This section is a work in progress.

Call for Proposals¤

We use Pretalx for the CfP. More details about the setup can be found here.

Automation / Bots¤

- GitHub Actions
- Discord Bots
- Website Updates

Warning

This section is a work in progress.