FOSS4G'13

Apologies: Antony, Matt, Barend, Mark (dodgy connection)

Actions outstanding from last meeting (and before!):
IE - to reach out to local chapters (if not already done)
GSA/CH - Printer - any progress? Issues around the centralisation. Back up would be to get one of the LOC to bring one + toner + paper
SF- close to getting a price for an external designer for the program
Clipboard - not received well, nice notebook might work.  SF to follow up the Google notebook he is currently using 

http://www.castellicorporategifts.co.uk/ can someone contact them to get an idea of costs? 

AS - Need a couple of big mail-shots about the program when it is released
CG - Can we have a conference office? - to carry forward  - Gallery Room 3 is really the only option. CG to confirm that room is lockable.
AS - Map Action update? - think this is sorted. Map Action will have a small stand and do  bit of volunteering. CG to add MapAction to the stand plan. 
SA - will bring his home printer for the comms room.


Registration Update (CG)
Wshop 17 = 8
Wshop 18 = 21
Icebreaker = 15
Thursday = 73
Gala = 70
Friday = 71
Saturday = 69
Closing party = 4

• I have emailed any incomplete registrations reminding them early bird closes on the 31st

Workshop update
Confirmation has been sent to presenters of selected workshops thanks to Ian Holt. Ian is sending a mail to unsuccessful presenters shortly with details of the planned community vote to select a small number of addition workshops to run in parallel with the main conference (exact number TBD). Matt to post to discuss list Monday to announce additional workshops and intended community vote. Paul Ramsey is happy to run the vote once it's been announced and appropriate data is provided.
Outstanding items:

1. Should presenters that submitted more than one workshop be given another chance in the community vote if they have already had a workshop selected?
2. We need to assign workshops to rooms and days to allow users to book on to a specific workshop
3. We need a way for users to book a specific workshop

We might be able to run extra workshops and host them in "spare" rooms.

Timetable (RH)
Rollo still working on it but feels it would be better to have someone else working with him to bounce ideas off. Possibility of working with IH or using google docs.
BR can get most of the content in the d'base and then Rollo can shift stuff around if we dont touch the doc over the weekend. 
JM to add the capacity of rooms to the document of rooms

Volunteering
Abi to look into organising software (trello) to organise tasks and volunteer numbers. 
Lists - foss4g 2013 list / Discuss list
Rough guestimates on numbers are: 

• 6 people per stream per day = 150 volunteers
• Some for registration / helping folk get around.

Contracts
JM, CG - update on EMCC contract 
Nerds contract approved, CG is sending confirmation and deposit. BR has pointed out that we need to get EMCC approval, hopefully only a formality, can CG notify them.
Very nearly there. Sorted the internet and the rooms.

Publicity

• The FOSS4G pledge site is under development. BR
  
• SF to send something on Maptember to Charles Arthur
• News items are timetabled

Call for Maps
Ken Field cannot attend as ESRI are not supporting him. He is committed to supporting from afar....
Alternatives - Steve Chilton - SF to approach
Also - Mike Smith (Kingston)
Update: Ken is coming, hopefully with support from BCS. CfM is waiting outcome of dicussions.....

Marketing Collateral
Had a meeting last friday
Program design chap - awaiting a quote for design/production of conf prog.
Flyers - too costly to insert into geoconnection.  Could create a digital copy and allow folk to print 'em themselves

Entertainment

• Gala Night - team had a skype chat, outline is in another basecamp doc
  
• Nerds - contracts have been sent out.
• PRS - £30 for the licence. Abi to investigate getting someone to pull together a soundtrack.... including the word freedom.
• Sat Night - Beer and breweries - JM to pass details to IH. IH thinking about getting breweries onto the site.  (CAMERA - http://www.nottinghamcamra.org/pub-crawls.php) http://beerfestival.nottinghamcamra.org/  - might have some contacts

AOB
RH - to switch off academic members who are not on the LOC (done)

Next meeting - 31st May 1400