This is an EPIC for Conference module

• This EPIC comes from Barcelona's public procurement process, whose specifications are detailed at meta.decidim: https://meta.decidim.org/processes/roadmap/f/123/results/6920?locale=es

Summary

This module will be a configurator and generator of Conference/Event pages, understood as a collection of Meetings, with program, inscriptions and categories, and will take as a model the following web page: https://bcnparticipa.cat/JornadesMetadecidim.

EPIC motivation

Most of democratic processes involve conferences or big events that go beyong a single Meeting (general assemblies, forums, conferences, community meetings with multiple tracks and subevents, etc.). It is often the case that theses events require more relevant information highlights that what a tipical Meeting provides (e.g main speakers). In addition participants want to register for the full conference and not individually to each meeting within. In short: Decidim needs a space where different Meetings can be collected and put together into a single unified conference-event with additional information.

User story

I want to be able to get information and interact with conference events that boost democracy in my organization: a collection of Meetings that are related to the same topics and occurs in the same place. I want to have more general information about the conference: location, speakers, resulting documentation, inscription, full program, etc. beyond what specific Meetings provide right now. I want to be able to make an inscription for the whole conference or individual tracks within. I want to receive notifications accordingly.

Main related issues

• MVP: Conference/events module MVP #3743
• 1st Iteration: Conference/events module 1st Iteration #4305
• Design: Conference Module Design / General Conference Module Design / General #3843
  • Design Registration Page --> @decidim/lot-px
  • Design of main Conference page --> @decidim/lot-px
  • Design of Program section --> @decidim/lot-px

Pre-requisites or dependencies

• Selective Newsletter
• Improvements on Meetings
• Types of Meetings?

Technical and product decisions that need to be made

• Should speaker information be added to the Meeting and then captured by Conference-module to display them all together?
  • No, to simplify things it was decided that the members feature of assemblies could be re-used for this.
• Should the conference program be displayed as Meeting navigator? Should we add ordering preferences to the Meeting navigator?
  • No, to simplify things it was suggested that the program section would be a new section, specific to Conferences that would take information from meetings and display it in a different manner.
• An easy way of implementing this module is to reuse the Organs as a template, where Members become Speakers, components (Meetings, proposals, etc.) are available (if needed) and focus on the extra fields that the Conference module requires, the program section, the registration feature and how it all comes together. Categories might be used as conference tracks or topics
  • Yes. This option was considered and approved on sprint-planning meeting.
• Should we include a new mode of registration to the Conference that doesn't demand registration in the platform?
  • To be discussed. Can we start without this question being solved?
• Should we develop "types of meetings"? This would help navigation of meetings/sessions/tracks within the event and manage some special information.
  • We can start simple without considering this.

Tasks

Features

This module needs to offer the following features for admins:

• Send invitations by email --> MVP
• Automatically add and collect links to digital media websites covering the event. --> 1st Iteration
• Upload photos from the events. --> 1st Iteration
• Ability to add one or more static pages that can be defined by the event administrator. --> this can be satisfied if we work based on the assemblies space-module by including static pages as a component of the Conference-space-instance.
• Send an email to successfully registered participants.

The module must allow users to:

• Access all the information related to the event
• View and browse all the conferences on "Conference" cards through a conference list page. It must be possible to embed event cards on other pages or externally on other websites. --> this we get for "free" if we reuse the assemblies space-module.

Conference information display

General Conference information

• Title of the conference --> MVP
• Slogan --> MVP
• Hashtag --> MVP
• Dates --> MVP
• Conference Venue(s) --> MVP
• Brief description of the conference --> MVP
• Extensive explanation of the conferences --> MVP
• Objectives --> MVP

Collaborating/sponsoring entities

• The front page should display different groups of entities involved on the conference, the name of each group (e.g. Platinum sponsors, collaborating entities and organizing entities) is defined by the admin. Each group displays name, logo and link of each entity under the title of the group. --> 1st Iteration

Speakers or relevant participants

Speakers need to be visible at first sight on the conference page, they are very often an important motivating factor for attendees.

• Name --> MVP
• Charge Position --> MVP
• Affiliation --> MVP
• Image --> MVP
• Twitter handle --> MVP
• Short Bio (optional) --> MVP
• Main personal link Website/blog --> MVP
• Title of his/her intervention --> 1st Iteration
• Link to the Meeting(s) where s/he takes part --> 1st Iteration
• Link to the events where s/he participates (talks, round tables, etc.) --> 1st Iteration

Full programme list

• Meeting navigator (this is only for MVP purposes by now) --> MVP
• Within the program section Meetings (events, talks and sessions within the conference) need to be displayed by the following order: by day, then time, and grouped by category/track. Including:
  • Meeting/Session title with link to the meeting --> 1st Iteration
  • Duration --> 1st Iteration
  • Location (short field of the Meeting location data) --> 1st Iteration
  • Link to minutes (when ready) --> 1st Iteration

List of results and other materials generated

The Conference site should display the following information as the information is updated

• List of minutes of all meetings, including streaming links (if any) --> this could simply go on the program section
• Possibility to activate other Decidim-components --> MVP
  • Proposals
  • Debates
  • Surveys
  • Static pages

Relationship with other spaces and component

Each Conference-page should potentially be related to (and the space-instances be related back): --> 1st Iteration

• With participatory processes
• With consultations
• with organs

Registration management.

• Participants can register for the whole conference and thus are automatically registered for all the main meetings withing the conference (note that this is only for the MVP) --> MVP
• Accept/validate registrations (for payments, etc.): administrators need to have access to a list of registered participants and validate their registration (e.g. check if they have done a payment that is required). Once administrators validate a registration participants receive and email notification --> 1st Iteration
• Selective registration by: main, full registration, extras, and by categories (tracks), by days. --> 1st Iteration Conference Module / Selective Registration #4048
• Distinguish early and late registration

Fridge

Features

This module needs to offer the following features for admins:

• Generate diplomas in an automated way for those who want one using an attendance panel that can be accepted/validated by the group arranging the event. --> 1st Iteration Conference Module / Diplomas #4047
• Allow the events to be followed via social networking (e.g. incorporating a Twitter feed).

The module must allow users to:

• Sign up for sessions at the event and send related notifications. The user will be automatically registered for the meetings (see Module for Improvements to meeting component) associated to that event. Registration for the event is separate to the total registrations for all meetings at the event. --> This point is moved to Conference registration.
• Conferences must be shown as a selectable filter in the face-to-face meetings section. This page shows the list of Conferences within the face-to-face meetings page of a participatory process. --> For now this should not be done if Conferences are spaces.

Speakers or relevant participants

• Other links (Google Scholar, LinkedIn, ORCID) --> 1st Iteration

Data visualization

This data is a summary of the data collected at the end of each face-to-face meeting and is in addition to the data specific to the event. --> 1st Iteration

• Number of accepted registered participants
• Number of attendees
• Number of participating organizations and list
• Number of meetings included
• Number of speakers
• Number of interventions