DebConf Overview
DebConf is the annual conference for Debian contributors and users interested in improving Debian. Debian is a Linux distribution, an operating system for computers, composed of free and open-source software.
The first DebConf was held in 2000, bringing together Debian contributors from all around the world. Over time, the conference has grown into an event of around 500 in-person attendees. The content live-streamed over the Internet to remote participants. Every year the conference is held in a different country, organised by a new team. Teams bid to host the conference in their city two years in advance.
The event typically runs for two weeks. The main conference, DebConf, takes place in the second week with scheduled talks and meetings. There is one day allocated in the middle of DebConf for day trips and excursions. The first week, known as DebCamp, does not have a formal schedule and provides space for Debian contributors to work, individually as well as in groups, on Debian projects. Attendees usually arrive over the course of DebCamp, with numbers slowly growing from ~10 on day 1 to ~200 by the end of DebCamp. Conference build-up happens in parallel to DebCamp, starting a day or two before it.
The attendees are mostly software engineers from a wide range of backgrounds, including corporate executives, hobbyists, students, and academics. The atmosphere is rather relaxed and informal, with attendees socialising together, but also working productively on their laptops.
Conference Content
DebConf typically has 3 tracks of scheduled talks with recorded and streamed video. One of them will be in a large auditorium that can seat most of the conference attendees, for plenary sessions and popular events. The other two can be smaller venues (seating around 200) for smaller events.
Most events are typical academic-style conference presentations, with Q&A from the audience at the end. The other common type of event is a Birds of a Feather (BoF) session, which is a group meeting or open discussion (possibly introduced by a short presentation). There are also typically some panel discussions and Q&A sessions, lightning talks, a poetry event, and sometimes live music.
Most content is in English, the common language of Debian Development, but there are often talks in the local language, aimed at local attendees, who may be new to Debian.
In parallel to the main auditoria there are a few smaller rooms for ad-hoc presentations and BoFs, without video coverage. These are available throughout DebCamp and DebConf.
There are a few “hack-lab” work-spaces for attendees to work on their laptops, individually and in very small groups. These are the focus of DebCamp, and are set up at the start of it. Typically we have one noisy hack-lab with a bar for sociable hacking, and one quiet hack-lab for more focused work. When possible we also have an outdoor hack-lab.
Travel Bursaries
The conference provides travel, accommodation, and food bursaries. This is usually the largest part of the conference’s budget.
Accommodation
For attendees with conference-sponsored accommodation, we typically provide low-cost shared rooms. These are university dormitory rooms when available, but have ranged in the past from camp-beds in school classrooms to private hotel rooms, as available.
Self-paid attendees will often want to use the conference-organised accommodation, when possible, for social reasons and convenience.
Catering
The conference typically provides 3 meals a day for attendees. The food is usually fairly basic, and locally-inspired.
Many of the attendees will have their meals sponsored, but self-paid attendees can also purchase meal vouchers.
There are a wide range of diets to cater for: many vegetarians and vegans, some religious dietary restrictions, and a range of allergies. Typically, we can’t cater to all the allergies and special needs, but try to make a best effort.
Accessibility and Diversity
The DebConf audience is large and varied. We accommodate attendees with reduced mobility and in wheelchairs, as well as with sight and/or hearing impairments. There is also a visible LGBTQ presence among our attendees.
Our attendees come from a wide range countries: Some come from countries not recognised by the host country, some are stateless, and some live in countries under economic sanctions.
Budget
Typically the conference runs a budget of around USD 200,000, including travel bursaries. While this is usually more than covered by sponsorship raised for the event, many sponsors don’t commit until late in the process, and Debian has to commit to covering the budget before the funds are raised.
Attendee numbers and sponsorship can be hard to predict until weeks before the event, so we try to maintain some flexibility in accommodation and catering quantities.
Infrastructure
Internet access is essential for attendees to work on Debian: in auditoria, meeting rooms, hack-labs, dormitories, dining rooms, smoking areas, gardens, and bars. The conference usually provides free high-speed, unfiltered WiFi connectivity in all of these spaces, with the help of the venues.
Social Events
The usual scheduled social events are the cheese and wine party and the official conference dinner.
Attendees bring cheese and wine (and other tasty things) from their home countries, when permitted by Customs, to share at the party. It’s usually held on an evening early in DebConf.
The conference dinner is usually held off-site towards the end of DebConf.
As many of the conference attendees are colleagues who only see each other once a year, the conference has a strong social component. Groups will work together in the hack-labs and gardens, go out to dinner together, and socialise in the pub during the conference and after hours.
We usually have a hack-lab with a bar, to create an affordable on-site social space in the evenings and allow the attendees to be productive while socialising.