Merge pull request #4 from AaltoSciComp/reg

Cleanup and adjustments according to discussions

Author: rkdarst

content/about.rst

@@ -6,6 +6,8 @@ Organizers
 
 * Richard Darst, Aalto University (co-lead, RC/SciComp part)
 * Samantha Wittke, CSC - IT Center for Science (co-lead, RSE-FI)
+* Luca Ferranti, Aalto University
+* Ina Pöhner, University of Eastern Finland
 * Local volunteers: open
 
 The organizers welcome others to take part in planning, either in
@@ -18,10 +20,10 @@ place that Nordic-RSE people hang out.
 Supported by
 ------------
 
-* Aalto Scientific Computing (Science-IT): (Staff time, sponsoring all facilities)
-* CSC - IT Center for Science (EuroCC2 project) : (Staff time)
-* Software Sustainability Institute (through fellowship of Samantha Wittke): (Travel funding, planning support)
-
+* Aalto Scientific Computing (Science-IT): Staff time, sponsoring all facilities
+* CSC - IT Center for Science (EuroCC2 project) : Staff time
+* Software Sustainability Institute (through fellowship of Samantha Wittke): Travel funding, planning support
+* [Society of Research Software Engineering](https://society-rse.org/) : Catering support
 
 History of NoBSC
 ----------------

content/call-for-sessions.rst

@@ -1,33 +1,37 @@
-Call for sessions
-=================
+Call for contributions
+=======================
 
-Everyone is asked to contribute to "cool things and problems".
-
-Remember, the theme of this conference is how we actually work and
+The theme of this conference is how we actually work and
 "the problems we found along the way", not "advertising our product".
 You can present ideas, what you couldn't do, things you need advice
-on, and so on.  You can request time slots for lightning talks, short
-talks, long talks, breakout sessions, discussions, etc.
+on, and so on.  You can request time slots for lightning talks, normal
+talks, posters or suggest a discussion session. 
+If there are too many long talk requests, we will open a voting for the time 
+to not have to decline any submitted talks. Only the length may change.
 
 **Submissions will open later.**
 
 
-Submit a session
-----------------
+Submit a contribution
+----------------------
+
+You'll be able to submit talks, demos, or posters you'd like to present.
 
-You'll be able to submit talks/demos/workshops/etc. you'd like to give.
+Our facilities include one main room (reserved), one breakout room (reserved), 
+and several informal spaces throughout the building’s lobby areas that can be used 
+for smaller discussion sessions (not reserved).
 
-Our facilities include one main room (reserved), one breakout room
-(reserved), and various other places you can find in the building
-lobby areas for smaller discussion sessions (not reserved).
+**Selection process:**
+We will review all submissions to make sure they align with the spirit of the event. 
+Our goal is to accept as many contributions as possible. At the moment, 
+our plan is to let attendees vote and allocate time slots based on those votes. 
+When submitting, please keep your abstract concise and accessible to a general audience.
 
-**Selection process:** Right now our idea is to let attendees vote and
-allocate time based on votes.  So, when submitting, make sure to make
-the abstract somewhat generally available.
+In short: Your contribution will most likely be accepted, the main question is how much time you'll have to present.
 
 
-Session inspirations
---------------------
+Contribution inspirations
+---------------------------
 
 **You are allowed to come with a question instead of a solution.**
 
@@ -36,42 +40,17 @@ Session inspirations
 * Cool software I have developed.
 * Book/video/event review and summary.
 * Problem or concern I am facing now.
-* Demo and/or hack times.
-
-You can say how long your session should be: lightning talk (5 min),
-30 min, longer breakout discussion/workshop.  You can submit multiple
-events and your priority for each.
-
-
-Cool things and problems
-------------------------
-
-Everyone will have a chance to (and be encouraged) to contribute to
-the session "Cool things and problems".  In this, each team presents
-three cool things they are doing, and three problems they are facing.
-We can then see.
+* Demo or poster about something you would like to have input on.
 
+You can request how long your session should be: lightning talk (10 min),
+20 min talk, poster/demo spot. 
+You will get to know your assigned length in time before the event.
 
 Unconference
 ------------
 
-We will also save some time for an "unconference": sessions request
-right during the conference.  Perhaps you'll ask someone to make a
-session based on informal discussions.
-
-
-Request a session
------------------
-
-If you have things you would like to hear/do, but can't organize
-yourself, please submit this as part of your registration or via the
-submission form and we'll see if we can find someone to present.
-We'll probably contact all registrants to see who can take one of
-them.
-
-- Open OnDemand
-- Research Software Engineer funding in your institutions or countries.
-- ...
-- ...
-- ...
-- ...
+We'll also set aside time for an unconference: sessions that can be proposed or requested 
+on the spot during the event. Maybe you'll invite someone to run a session inspired by an 
+informal coffee conversation, or you'll discover that several attendees are curious to hear 
+more about something you're working on. 
+The unconference time is meant exactly for those spontaneous, interest-driven sessions.

content/finnish-rse-meetup.rst

@@ -4,18 +4,24 @@ Finnish (+ friends) RSE Meetup
 About the Event
 ---------------
 
-The Finnish and friends RSE (Research Software Engineer) Meetup brings together people in Finland (and beyond) who develop or support research through software, data, and computing. Whether your title is RSE, scientist, data specialist, or IT support, if you’re helping research through code or computational tools - this event is for you. This is also for you, the RSE enthusiast, who enjoys the coding part of research work more or just as much as the research part. 
+The Finnish and friends RSE (Research Software Engineer) Meetup brings together people in Finland (and beyond) 
+who develop or support research through software, data, and computing. Whether your title is RSE, scientist, 
+data specialist, or IT support, if you’re helping research through code or computational tools - 
+this event is for you. This is also for you, the RSE enthusiast, who enjoys the coding part of research work 
+more or just as much as the research part. 
 
 Why a Finnish RSE Meetup?
 -------------------------
 
-While Nordic-RSE connects the regional community, this Finnish meetup provides a national focus for collaboration and sharing. It helps us:
+While Nordic-RSE connects the regional community, this Finnish meetup provides a national focus for 
+collaboration and sharing. It helps us:
 
 - Discuss challenges and opportunities specific to Finnish institutions and funding structures
 - Strengthen local networks and identify national needs (training, recognition, career paths)
 - Coordinate efforts between universities, research institutes, and infrastructure providers like CSC
 
-This meetup complements the Nordic-RSE community by creating a space for practical cooperation within Finland, while staying connected to the wider Nordic and international RSE movements.
+This meetup complements the Nordic-RSE community by creating a space for practical cooperation within Finland, 
+while staying connected to the wider Nordic and international RSE movements.
 
 Who Should Join
 ---------------
@@ -37,18 +43,27 @@ By joining, you can:
 - Share your own experiences, needs, and ideas for national cooperation
 - Help shape the future of Finnish/Nordic RSE activities - training, recognition, and community events
 
+Good to know
+-------------
+
+This part of the event is sponsored by the [Society of Research Software Engineering](https://society-rse.org/). 
+Therefore we can keep the registration for free and offer lunch, coffee and snacks during the event. 
+Therefore, please only register, if you plan to attend in person to avoid any food waste. 
+
+
 Travel funding
 ---------------
 
-Thanks to the Software Sustainability Institute we have some travel funding (travel + one night accomodation)
-available for you to visit the RSE-FI meetup.
+Thanks to the [Software Sustainability Institute](https://www.software.ac.uk/) we have some travel funding 
+(travel + one night accomodation) available for you to visit the RSE-FI meetup.
 
-More information can be found at :doc:`Travel funding for the RSE meetup <rse-travel>`
+More information at :doc:`Travel funding for the RSE meetup <rse-travel>`
 
 Organizers
 ----------
 
-The meetup is organized by Finnish members of Nordic-RSE with support from the Software Sustainability institute (via SSI fellowship of Samantha Wittke). Facilities are provided by Aalto Scientific Computing (ASC). 
+The meetup is organized by Finnish members of Nordic-RSE with support from the Software Sustainability institute 
+(via SSI fellowship of Samantha Wittke). Facilities are provided by Aalto Scientific Computing (ASC). 
 
 For any questions, ideas or if you would like to join the organizing committee, please contact samantha.wittke@csc.fi.
 

content/index.rst

@@ -56,7 +56,7 @@ Schedule (general plan)
 .. seealso:: :doc:`schedule`
 
 * Day 0 (Su, 1 Feb 2026): If anyone arrives early, grilling dinner in a Finnish forest (if enough people want to brave the cold).
-* Day 1 (Mo, 2 Feb 2026): RSE meetup
+* Day 1 (Mo, 2 Feb 2026): RSE meetup, starting with lunch at 11
 * Day 2 (Tu, 3 Feb 2026): RSE/SciComp overlap day: events, lunch, evening dinner, some social activities scattered between.
 * Day 3 (We: 4 Feb 2026): SciComp team meetup: events 9-12, lunch.
 
@@ -72,18 +72,34 @@ Quick info
 
 **Price:** Free
 
-:doc:`registration`: To be opened later.
+:doc:`call-for-sessions`: To be opened later.
 
-Online attendance: We’ve chosen to hold this event in person only, as
-we believe it offers the best environment for meaningful networking
-and a more engaging, collaborative atmosphere.
+:doc:`registration`: To be opened later.
 
 Key dates:
 
 * 1 December: Registration opens (closes when full)
 * (ongoing) Rolling acceptance of talks (posters, demos, other
   contributions?)
-* 7 January: First submission deadline, voting on talks begins (all
+* 7 January: First submission deadline, if needed: voting on talks begins (all
   relevant talks accepted, length will be decided later by voting).
 * 20 January: Talk length decided (latest)
 * 2-4 February: NoBSC
+
+Registration
+============
+
+We will provide
+long times for coffee breaks and lunches and make sure that everyone
+can find an engaging group to be a part of.
+
+The event is intended to be relatively small to facilitate networking.
+
+Online attendance: We've chosen to hold this event in person only, as
+we believe it offers the best environment for meaningful networking
+and a more engaging, collaborative atmosphere.
+
+.. admonition:: Registration link
+
+   Not yet opened.
+

content/practical-info.rst

@@ -13,7 +13,8 @@ Espoo``.
 Food
 ----
 
-For the Finnish and Friends RSE meetup on Monday/Tuesday we will have food available according to dietary restrictions provided during registration. 
+For the Finnish and Friends RSE meetup on Monday/Tuesday we will have food 
+available according to dietary restrictions provided during registration. 
 For others we will have a reservation at restaurants in the campus area.  These restaurants can
 generally cater to all common diets, including vegetarian, vegan,
 gluten free, and lactose free.  There are also two grocery stores at
@@ -92,3 +93,30 @@ Select the appropriate zones (AB or ABC) at the blue readers (before
 getting on the metro, after boarding bus/train/tram), then show your
 card.  `More info and ways to pay
 <https://www.hsl.fi/en/tickets-and-fares>`__.
+
+
+Code of conduct
+---------------
+
+Attendees are expected to follow the `Aalto University code of conduct
+<https://www.aalto.fi/en/aalto-university/code-of-conduct-values-into-practice>`__.
+Realisically you won't read it, so here the general idea :
+
+
+* There will be attendees at a wide variety of points in their
+  RSE/SciComp career. Try to understand them and help them go.
+
+* There will be attendees who know more or fewer other attendees.
+  Take active steps to include them in your conversations:
+
+  * Leave spaces in your circle for others to join, if you see someone
+    hovering, invite them in and fill them in on what you are talking
+    about.
+
+  * Give special attention to understanding who is in your discussion
+    groups and making sure you are talking at the right level.
+
+* This is a bottom-up event to support your networking. Please help out if see something to improve and you
+  have time and ability.
+
+* Tell Richard or Samantha if you need something.

content/registration.rst

@@ -4,7 +4,7 @@ Schedule
 When to attend
 --------------
 
-* **For the Finnish-RSE meetup**, attend lunch (or earlier) on 2 Feb
+* **For the Finnish-RSE meetup**, attend lunch on 2 Feb
   to lunch or dinner on 3 Feb.
 * **For the SciComp team meetup**, attend 3 Feb until lunch on Feb 4.
 * The overlapping day is events of interest to both groups.

content/schedule.rst

@@ -51,6 +51,21 @@ We can especially talk about:
   our benefit or make (inter-)national collaborations. (Dedicated
   session: Wednesday afternoon)
 
+Cool things and problems
+------------------------
+
+Everyone will have a chance to (and be encouraged) to contribute to
+the session "Cool things and problems".  In this, each team presents
+three cool things they are doing, and three problems they are facing.
+We can then see.
+
+Good to know
+-------------
+
+There is no registration fee, but also no food, snacks, coffe, and
+dinner provided for this part of the event.  
+We will have to divide into smaller groups for lunch
+and dinners and distribute to various restaurants.
 
 Organizers
 ----------