Fwd: Deadline 20 June - TPAC 2025 - Community Group meetings

fyi

---------- Forwarded message ---------
From: Alexandra Lacourba <alex@w3.org>
Date: Fri, Jun 13, 2025 at 9:48 PM
Subject: Deadline 20 June - TPAC 2025 - Community Group meetings
To: tp <w3t-tpregister@w3.org>


Dear Community Group Chairs,

You have one week left to create your Github issue:
https://github.com/w3c/tpac2025-meetings/issues/new?assignees=&labels=session&projects=&template=session.yml

Thank you for your help!

Alexandra.

On 6/5/2025 3:53 PM, Alexandra Lacourba wrote:

Dear Community Group Chairs,

TPAC 2025 will take place from 10-14 November 2025,
with in-person meetings at the Kobe International Conference Center in
Japan.

As usual, we will organize group meetings (including joint meetings)
on Monday, Tuesday, Thursday, and Friday. This year we are using
GitHub [1] to collect information from chairs about their meeting
preferences. To request Community Group meetings, please use this
form:https://github.com/w3c/tpac2025-meetings/issues/new?assignees=&labels=session&projects=&template=session.yml

Please create a GitHub issue for your group(s) before *20 June at the latest*.

See below for more information about the schedule for group meetings,
breakouts, and other events during the week.

We thank you in advance for your input to plan a successful hybrid event!

Alexandra Lacourba
W3C Global Events Coordinator

[1] https://github.com/w3c/tpac2025-meetings

-----------------
Group meetings

This year, to accommodate additional breakout sessions (see below), we
are making minor changes to the slots available for group meetings (all
times Japan):

Monday and Thursday:
  09:00 - 10:30
  11:00 - 12:30
  13:45 - 15:00
  15:30 - 16:45

Tuesday:
  09:45 - 11:00
  11:30 - 13:00
  14:15 - 16:00
  16:30 - 18:00

Friday:
  09:00 - 10:30
  11:00 - 12:30
  14:00 - 16:00
  16:30 - 18:00

On each day, groups will have breaks and lunches at the same times.

In the GitHub form for requesting meeting times, you will be asked to
identify:
  (1) the total number of slots you would like for your group meetings, and
  (2) which slots are *acceptable* for your meetings.

To express *preferences*, please use the "Other instructions for
meeting planners" field. Preferences can include (but are not limited
to):

  * Preferred days and slots. For example: "We prefer Monday and Tuesday
    all day, but can live with Tuesday and Thursday." Or "We would
    like to meet in the first two slots on all four days."
  * Groups to avoid conflict with
  * Groups to meet jointly with

Please note that the meeting planners will be adding and editing
sessions in GitHub so that our scheduling tools can consume session
descriptions and preferences.

-----------------
Breakout sessions

We know from TPAC participant feedback both that breakout sessions are
popular and that we should reduce the number of sessions scheduled in
parallel.

During TPAC 2024 we scheduled 14 breakouts in parallel in each of
6 slots. Our goal for TPAC 2025 is to schedule only 10 breakouts in
parallel. Because we expect receiving 80-90 session proposals, we are
organizing 9 1-hour slots during the week as follows (all times Japan):

Monday:
   17:00-18:00
Tuesday:
   08:30-09:30
Wednesday:
   6 1-hour slots between 08:30 and 18:30
Thursday:
   17:00-18:00

We have chosen this schedule to minimize the disruption to group
meetings and to allow for both "morning" and "evening" breakouts (in
part to accommodate remote participation from various locations).

In addition, we anticipate reserving a few rooms during the Thursday
breakout slot for "last-minute" session proposals that arise as a
result of TPAC discussion (another suggestion from attendee feedback).

We expect to call for breakout session proposals in August.

-----------------
Additional Wednesday activities

On Wednesday we are also planning:

* a full-community session immediately following lunch
* an evening reception



-- 
Alexandra Lacourba    alex@w3.org
W3C Global Events & Operations Coordinator
Mobile: +33 7 66 83 55 33
World Wide Web Consortium   https://www.w3.org