So the UKOUG Technical and E-Business Suite Conference is over for another year. Considering the adverse external factors, the event was incredibly successful (in my opinion). We had expected that the recession and imminent public sector cutbacks would affect attendance this year. However, despite the inclement weather, attendances were surprisingly resilient this year. This is undoubtedly due to the quality of speakers that we attract from around the world and the quality of our audience, both domestic and international.
In this post I will try to explain one or two unexpected issues that we faced this year.
First of all we experienced an unprecedented number of issues with the agenda. Many of these were caused by late speaker cancellations due to the unexpectedly adverse weather often preventing speakers from travelling. There is not much we can do about the weather. However, it was suggested to me by several attendees that we could copy some of the larger US conferences by asking regular speakers to bring along a reserve presentation in order to avoid gaps in the agenda.
The remaining agenda issues were almost entirely caused by the retrospectively bad decision to hold judging and agenda planning later in the year. The main motivation for this decision was to ensure papers selected for conference were as current as possible. In particular we would like to have been able to consider material and announcements from Oracle OpenWorld. As it happened the latest date it was possible to hold the agenda planning meeting was early September, too early for OpenWorld anyway. However shifting this meeting back put a huge amount of pressure on UKOUG staff for whom the conference is the largest single operation. Speakers were notified during OpenWorld and it takes at least six weeks to get confirmations and to source suitable replacements in the event the speaker can no longer take up the slot. Apparently the office dealt with over 600 e-mails regarding agenda changes following the original planning meeting.
As a director I can only apologise for the inconvenience the resulting agenda changes have caused to speakers, session chairs and delegates and the unnecessary pressure inflicted on the staff.
As it happens I was not present at the meeting where the decision to delay paper selection was made; I would have strongly opposed it, but not because I have some crystal ball; As a regular speaker I know it takes at least one month for me to prepare a new presentation and I would have been selfishly concerned that I would not have time to develop new material for two presentations. I also recognize that the late acceptance of sessions puts unnecessary pressure on other speakers making it difficult to schedule time and potentially leading to increased travel and accommodation costs.
I also have to take some of the blame for the agenda as I am a member of the agenda planning team. I do not to participate in abstract judging, but I am involved in scheduling the server technology stream. We try to select papers based on judges scores but with some sensitivity to the material so, for example, we don’t get eight presentations on the same topic. Server technology is the largest stream usually with at least three concurrent sessions often allocated to the three largest halls available. During the planning meeting we produced a reasonably attractive and consistent agenda. However, subsequent changes are made in response to speaker cancellations, replacements, dependencies on travel arrangements etc. In past years this process has worked reasonably well; this year due to the compressed timetable we needed to respond much more rapidly which meant it was difficult to retain an overview of the entire agenda. We recognize that a better process is needed for next year.
One of the main victims of this process was myself. I originally submitted three abstracts, of which two were selected in the planning meeting. The third presentation was discarded under our rule that most presenters have a maximum of two sessions. In retrospect I should have torn up the card for the third session at the time but it somehow sneaked back onto the agenda as a late replacement. Unfortunately I only discovered this on the Thursday before the event at which point it was far too late to develop a new presentation and there was no alternative but to cancel it. I must apologize again to anyone who turned up to “The Statistics Never Lie?”; they might not but on this occasion the printed agenda definitely did.
I would like to thank Dan Morgan for stepping in at the last moment with a really excellent replacement presentation on Very Large Databases – it was much better than mine would have been and it was a pity that the confusion over scheduling resulted in a smaller audience than the presentation deserved.
In order to ensure the continued financial viability of the event, we made some changes to the structure of the conference. A couple of these worked incredibly well in my opinion:
• We moved the early evening social events from a dedicated hall into the exhibition hall. I thought this was an inspired decision; the exhibitors were pleased with the additional footfall and for delegates like myself, it was great to be able to have conversations without intrusive music or other distractions. My kids used to like jugglers and unicyclists; I’m not sure I need them around when I am trying to discuss RAC upgrades or to close a consultancy deal.
• We moved the speaker lounge to the balcony of the exhibition hall. Again this worked well as the speakers were more centrally located and had to traverse the reception area to access the lounge making them more accessible to other delegates. Previously they were located in the Media Suite which segregated them completely from other attendees.
So all in all I think this was a successful event despite the weather which affected the travel plans of many delegates. When I left on Wednesday evening there were quite a large number of delegates stranded in Birmingham because of flight delays, rail cancellations or road closures. There’s not much we can do about the weather, but there are definitely worse places in the world to get stuck.
I will discuss the individual sessions that I attended in separate posts. In the meantime, thanks to everyone who contributed to such an enjoyable and productive event.
Posted by Julian Dyke 