X.org Foundation Duties

This page lists duties of the foundation/board and what not to forget on transitions:

Board Member


  • Ask fd.o admins to update secretary@x.org alias by filing an issue in the fdo gitlab.

  • Make sure the secretary has member admin rights Secretary needs to approve membership requests.

  • Send mail to SPI board to inform them of the change (board at spi-inc dot org).

  • Subscribe to http://lists.spi-inc.org/listinfo/spi-general

  • Script to run meetings in bod.git/scripts/xorg-bod.

  • Prepares agenda, nags people for update on the things they promised to do, writes meeting minutes.

  • Yearly presentation/write-up for the secretary report.


  • Ask fd.o admins to update the treasurer@x.org alias by filing an issue in the fdo gitlab.

  • Send mail to SPI board to inform them of the change (board at spi-inc dot org).

  • Subscribe to http://lists.spi-inc.org/listinfo/spi-general

  • Maintains books for X.org in CLI Ledger.

  • Tracks reimbursements and invoices being handled by the SPI treasurer. Send mails to treasurer at rt.spi-inc.org for each new request.

  • Writes yearly treasurer report.

Socal Media

  • Twitter: Private account currently held by Alan Coopersmith

GSoC Administrator

ATM Trevor Woerner

  • Apply every year to the GSoC, to get accepted as an organisation

  • Inform potential mentors and students when/if we get accepted

  • Make sure enough projects are proposed to students

  • Check the student proposals, and instruct/help students to look for mentors. Make sure they fulfil all requirements (including the open source experience)

  • Request slots from Google, and assign them to the students, in priority order

  • Get the students' blog to fd.o planet

  • Write a blog post about the accepted projects, with links to their blog

  • Write weekly posts on G+ to talk about the students' work

  • Ask mentors and students how they feel about their work

  • Write a final blog post about the year

EVoC Coordinator

ATM Trevor Woerner

See XorgEVoC for details and policies.

XDC Sponsor Coordinator

ATM Daniel Vetter

  • Start nagging sponsors for the next XDC right after the last one finished. Sponsors are tracked in bod.git/Sponsors. See SponsorshipLevels for policies.

XDC Organizer Coordinator

ATM Samuel Iglesias Gonsálvez

  • Create an Indico event and fill it with basic content: registration form, CfP form, CoC, location, etc. Coordinate with organizers the writing of the rest of the content.

  • Send out RFP a few months ahead of this years XDC, so we can hopefully announce next year's organizer at XDC. See RFP for lots of details.

  • Coordinate with organizers the work required to have the conference and monitor its progress: venue, multimedia setup, streaming & recording talks, network, marketing materials, etc.

  • Share our twitter/youtube account details to organizers.

  • Be sure we don't miss any step or deadline: CfP announcement (usually about April/May), schedule announcement (usually one month before the conference)...

  • Solve any doubt the organizers might have, either directly or forwarding it to the board.

XDC Paper Committee Chair

ATM Samuel Iglesias Gonsálvez

  • Make sure you have a good committee (both board and organizers, wide representation if possible).

  • Make sure you know how much time/slots we have to not overfill the schedule.

  • Committee instructions before they go and make up their minds matter! If you have too many talks, you need to tell people how many they need to reject/accept/maybe to be able to roughly hit the quota of slots we have. Otherwise they accept everything.

  • Make sure everyone is added to Indico as reviewer (note that normal reviewers can only review, not judge talks). Currently set up that review is a -1/0/+1 plus comments.

  • Figure out some process to filter out talks: Clear accepts/rejects go out first, then lots of haggling about the remaining ones.

  • Solicit workshops as seems useful to completement the program of talks. Don't forget the board meeting.

  • Build program. For lighting talks this needs to be done by organizers at the conference.

  • After conference ask attendees for feedback. Put any lessons learned into PapersCommittee

  • Aim for one week for the initial voting, then two weeks for haggling and figuring out the maybe talks.

  • Indico can't send message to submitters aside from accept/reject notices, we need to handle travel requests by mail. Regularly check for new submissions with travel requests, forward those as mail to board@ and the requester (you can get their mail by editing the proposal, then edit the author list), and sanity check them (and ask submitters to improve). Also make sure the board actually approves them in a timely manner.