FOSS4G'13

Apologies: Barend, Barry, Jeremy, Franz-Josef
Attendees: Steven, Ian E, Antony, Rollo, Suchith, Jo, Abi

Action points from previous meetings
Local chapters IE - not done? As Early Bird extended, important to engage before EB deadline. 
Action: IE
Marketing gift: JC investigating options for clipboard/notepad. Numbers - c. 750 for the purpose of estimates. Budget - .c £7-£10 per head for gift and shirt. Jo will see what can be done with that.

Registrations

324 thu
308 gala
321 fri
307 sat
Early bird closes midnight 14th, 16th?
Comps for Keynoters? Some won't be there for the full conf
Sponsor booking process
Has VAT been charged twice????!!!!!!
Yes - options:

• increase everything by 20%
• refund the 300 people. (£70 per person)

Consensus is that if we can, we should refund the early-birders Claire to look at the easiest way to do the refunds and we need a 2nd pair of eyes on this.
Tweet needs to be addressed - Rollo doing this - tweet to point to website and DM person.
Full conf prices need to be fixed so that we don't double charge VAT again and will have to manage things so that it is clear on the website that the price now includes VAT.
Send an email on Monday to everyone who has registered explaining the overcharge and to stand by for a 20% refund...... 
Put in red on registration page - "Important Notice: We’ve identified a significant mistake in the set-up of the Early Bird prices on our booking system RegOnLine. Sales tax was being added incorrectly to the total conference prices despite those prices already taking account of the tax. We have now fixed this. Those that have already registered (up to 15:00BST 14th June 2013) will receive an email in the coming days detailing how the refund will be returned to them. The FOSS4GLoC is truly sorry to those affected. In recognition of the inconvenience that this may have caused some of you, we have extended the early bird to June 18th. "
Keep early bird open until Tuesday

All sorted!!

Keynote Speakers -
SF Chris Tucker and Ben Hennig (biog and photo needed) accepted
RH - Emer Coleman awaiting response
BK - Mike Bostock no response

Program
Filling in the last bits 
End of day stuff
Panels - Guest speaker slots will not fill the time so there is some time for panel discussion.  Need to think about who/what and try and get keynote people involved
Unconference - Gary lined up to run this
Prettying up on web site Barry has something in mind to make it look and feel better.
Editing the abstracts - wait until Barry has got his site up

Marketing Gifts:
Jo has put a google doc together with the items discussed. Prices for 500 and 1000 people. Have a look. £9-11 for a t-shirt, sticker, clipboard, notebook....... We should make a decision and get going with it.
The company that Rollo suggested seems pretty flexible wrt sizes, colours, male/female mix. 
Need to add in some special t-shirts or amazon vouchers for prizes for MapGallery and things....

Map Gallery
Update from Rollo gone live. Nothing received as yet. 3 options for display panels.

1. mayor of london ipad wall
2. video wall (pr company 4 big lcd screens)
3. plasma screens on stand (6) 

Start publicity Monday?

Geohack
Update from Ian - internal team (5 people 2 of which are marketing) Putting together some questions for JM to answer as they are about Nottingham logistics.
Spoke to partners about data and objectives
Prizes?  How do we do this, MetOffice have had sponsors like raspberry pi. SF and IH to discuss how to deal with sponsors and how to recognise their contribution to the event.
Start publicity from Monday?

Academic Bursaries
Update from Addy? Addy and Suchith to sort when deadline passes. 

Program Book
Go ahead with designer?
Who will coordinate? Abi, Antony confirmed
SF will put up a scratch pad for anyone in loc to add ideas.
Look at the lanyard link in Communications Sub-committee. https://basecamp.com/1920286/projects/762306-foss4g-13/messages/3202474-communications
Consensus is that this looks great and should have a map, prog overview and things. SF to pass to designer to ensure it looks ok and fits with prog

Entertainment
Updates from all 4 nights

EMCC Contract
Update from SF/JM
aiming to sign the contract on 5th July when some of LOC are in notts to look at the detailed logistics
Icebreaker - 2-300 people suggesting this could be in the atrium or in the theatre or ballroom. sit down grub.
Dinner - Traditional british food (F&C/pie and mash) Good beer. Tent space will be tight and difficult to feed 800 folk. So food stations that people can visit
Friday night - JM proposing to book 2 venues in nottingham for 150 people each. Plus Curry and Beer in the marquee. People can pre-book 
Sat night - 

Volunteers
Update from Abi
Contacted everyone who pledged.  Handful of responses. Mixture of responses. 
Need to think about tasks and incentives for volunteers


OSGeo-OGC Board Informal meeting
Update from Suchith
Awaiting Jeff's email. Sounds like Arnulf is sorting things out...... All we do is provide a meeting room and the 2 orgs can do the rest.

AOB
Presentation at FOSS4GCEE SF has been asked for a short promotional presentation that can be shown at event. 
Dates and plans for OSGIS 2014 - suchith wants dates at least for event to block book dates...

DONM = 28th June