FOSS4G'13

Attendees: Steven, Addy, Barend, Jo, Mark, Peter, Suchith, Jo, Ian H, Rollo, Antony

Apologies:

Semester started and I will be busy with lectures / lab exercise this afternoon. Good luck - Franz-Josef

Review actions from previous meeting

Key Stats see https://basecamp.com/1920286/projects/762306-foss4g-13/documents/2312091-running-total-of

Academic track
26 papers in review, 23 already have 1 reviewer, 15 reviews already in

CfP and CfW
Papers - 25
Workshops - 23
Consider 2 days for workshops once proposals evaluated after F2F.
What would we do if not enough papers in? Extend? Community vote?
Jo to lead on this decision (Steven away).

Publicity
Need for more non-UK publicity, if poss in local languages - country contact
AGILE
Twitter (Addy will scan for )
OSGeo local chapters: Custom mailing list for replication to country - Barend to get email (include SA)
Comms group to make sure blast goes out on workshops
Sucith will also send to range of lists
OSGeo Advocate list (useful) - http://wiki.osgeo.org/wiki/OSGeo_Advocate (has named contacts in countries!)
Website:
- rationalise menus (Comms Group)
- pages to be updated by various LOC (Addy done, Mark, Matt to do) reminder A
- pages need to be made public, then added to menu (admins)
- increase Amazon instance for submissions time


Met Office sponsorship of Hackathon
Now confirmed (£25k), 2 days, environmental themes, Tue and Wed. Prizes to be awarded Sat pm. (Cannot announce yet). Rollo to coordinate with Ian E on announcement, hackathon dates. Met Office are keen to take on organisation (RWH: update: Ian Edwards on leave until 8th April).
Code sprints on Sunday.
Some other sponsors highly likely.
Web mapping shoot-out - Geoff McKenna has organised in the past. Steven to contact (also AGM and Sol Katz).

Map Gallery
Rollo negotiating with CASA for display technology (iPad wall). Digital displays outside rooms are also a option.
Call for maps should go anyway, while we are getting technology sorted. First call is ready to go: Rollo/Ken. Second (formal) call after 12th April.

Contract and wifi
We had a proposal from the venue for a 400MB connection but at a cost of £25k! I have told the that is not on and offered £5k, they are now trying to get a lower cost quote from another supplier. I think we are going to have to live with the 100MB that they can offer.
On site responsiveness to issues is also important.
Contract otherwise ready to go - unlikely we will need OSGeo contribution for deposit. Peter to inform Daniel.

F2F 24/25 April
Meeting and hotel rooms now booked (let Clare know if more rooms needed ASAP).
Overall timing: 11.30am Wed - 5pm Thur.
Peter will be available if needed.
Note that work will be needed by all in reviewing proposals before meeting. Weeding of non-starters is needed...
Rollo will draft notes on previous methodology. DONE
Community ranking was strong driver in previous confs, with rebalancing for eg case studies - tendency for community to have technical leaning.
Timetable to be drafted when Steven gets back.
Claire should contact Suchith on any logistical issues.

AOB
SF away from 28/3 to 18/4
Programme - lots of 'minor' events to be fitted in.
Where should self-organising groups go to get eg rooms, communicate with each other etc? Website, whiteboards, daily one-pager update sheet, all low tech if poss. Consider allocating space, late-breaking announcements.
Will we have printing facilities? Not great at EMCC. Good quality printer will be needed - Suchith to investigate a loan for the duration.
Jo to lead on 5th
Call on 19th to go ahead