FOSS4G'13

Apologies: Rollo, Ian E
Attendees: Steven, Abi, Jeremy, Matt, Suchith, Jo, Barend, Addy


Action points from previous meetings
Let's pick up the actions from the previous minutes. I have added what I think are the most important outstanding as agenda items below.

Registrations

• Update numbers - Claire  - Now got 438 for conf and 160 for workshops.  Probably wont include sponsor delegates. We still have a way to go, but there is always a rush at the end.
• Are people booking accommodation? We don't want them turning up with no place to stay! - ACTION - Claire to update us on this.  
• VAT Refunds - complicated, AGI have to raise an invoice for each one. 
• Comps list - we (organisers) still have to register, Steven and Claire will sort us out through this and will inform us of what to do. They will maintain a definitive list to track ALL comp passes. (Sponsors, keynotes, media)
• Limit for Workshops - Matt will re-visit the workshop hours and put a cap on the total numbers....  Some people have paid, but not signed up for workshops, Barry is periodically sending out reminders to these folk.

Programme Planning

• Main programme update - Rollo - not here, but data going into d'base 
• Tech stuff - Barry
• Keynoters confirmed - Get Emer and Jason details on the web site - Barend (have asked Jason, no reply yet) & Rollo Action - Barend/Barry
• Workshop update - Bookings - Matt & Barry Matt will re-visit the workshop hours and put a cap on the total numbers....  Some people have paid, but not signed up for workshops, Barry is periodically sending out reminders to these folk. Will also contact leaders who have limits that are less than the room capacity they have been assigned.
• Workshop update - Volunteer Requirements - Mark
  
• Workshop update - Facilities - Ian All rooms have projector and screen but ACTION - JM will check and pass to Ian. ACTION - Ian to ask leaders if they are willing to bring own laptop and to specify their needs but tell them that they should aim to run off bootable CD's (USB boot not available everywhere and assume no internet. Also remind them that it is their responsibility to ensure that things work, dont rock up 2 mins before and assume everything is how you imagined it would be.   

• Hackathon update - Conf. call logistics discussion with Jeremy went well this week and highlight issues to bring to F2F in Nottingham.
  - Invites have *finally* gone out to our partners e.g BGS, NERC, Defra etc. and they are interested in hack and FOSS4G generally
  - Need to email Steven questions about finance, e.g. where we should approach a 'food sponsor' to provide free or discount food depending on how much money has been allocated for catering. JM reports that he has been in contact with the Hackathon team and everything seems to be going well.
• Unconference - no update
• Map Gallery - no updat
• Birds of a feather - 
    - Local chapter meetings, confirmations from: UK, Dutch, German and Korean - should Ian E do more requests;  Education (SA) [= ICA-OSgeo labs?]
  
• New speaker required due to cancellation

Programme Booklet 

• Deadline 19th July for content!!

• Costs - A4 48 pages 130grm full colour £1700 for 600, £2140 - 800  or £2400 - 1000 (doesnt cover the design, layout) So, around £3400 all in for 800
• Update on content - Abi and Antony 

• Barry Hall is working on design - example due today

• Content in progress - would like to briefly run through this on call for any feedback on items to include/ not include before we press on. There is a google doc on this.

• Space for AGI/UniNottingham in the welcome section?  Probably but...... not as a welcome, but as a AGI writing as an association "pleased to see FOSS4g in uk and to be a part of......"  

• UniNott - something from the VC in the book about hosting.  JM to work on

• Generic Conf info - registration open? Book workshop on day? ACTION - ABI - to add to list.

• Organisers bio?  Perhaps?

• Location specific - JM/SA/MI to look at.

• Program - lift from website
• ACTION - Abi to ask designer about a pdf version to put online.
• Sponsors Bio - ACTION - Steven to send out info to sponsors, art work direct to Barry. 

• data for maps (EMCC, maybe also campus)? Barend - does JM have the data  he promised? 
  
• Lanyards - overview/map/other stuff - keep simple!!!  6 cards, 12 sides.

Marketing & Goodies

• t-shirts - barry to play..... do we vary the print or vary the t-shirt colour. Maptember - yes, black t-shirt with white print.
• gifts - Jo needs a YES. Budget is in the region of £15 per delegate for booklet/t-shirt/gifts.  Booklet is £4.25, so £10 for t-shirt/gifts
• Banners and signs? Does someone need to own this?
• Other?

Entertainment Plans

• IceBreaker - Can talk about food at f2f. JM - icebreaker night drinks and light food in emcc in atrium. PA for after dinner speaker. 
• Gala Night - Jeremy, Barry & ? Something after the nerds?  Catering? Thinking a dj or a "bring your own playlist" limitted to 3 songs..... how well can you integrate your songs?  The NERDS need a stage, everyone else should fit with what we have to do for them.
• Friday Night - Jeremy & Mark 3 possible activities.  1 - dog track with food (not dog). upto 320 folk at £19.20 a head.... 2.  Beer and Curry (120?) 3. dinner in Halls 4. DIY  Worries about numbers, so perhaps book dog track for 100, once full folk can book their own spot at the track.   Option 3/4 could really just be a list of venues and contact numbers that people can use to arrange themselves.
• Saturday Night - Ian H & Mark - Mark tasked with getting some beers in. Beer and Curry? (note- this would have to be arranged through the venue)  Karaoke? Bar games?

Bursaries update - Addy - in hand. Suchith and Addy to finalise early next week and get the email sent out and then publicise. 

Volunteers

• Update - Abi

Need to get content on web asap, need details of other places to promote - can someone double check web text and get it on? See thread " Volunteering Actions"

Are there any other roles we need to list? - what is the situation with mentors, do we still want to do this?

• Concessions/gifts for different levels of volunteers (wrist bands, special t-shirt, subsidised entry

Decision made with SF to offer volunteer day passes (1/2 volunteering, rest of day can attend sessions), have made reference to ltd edition gift to other volunteers

• Mentoring - perhaps have enough to do already

Sponsors

• Update - SF = Confirmations from Eclipse and MangoMap, Interest from Sopra and a Chinese company
• Options for AGI and OSGeo - Space in booklet, space on the exhibition floor, logos

Logistics F2F 5th July at EMCC

• Who is coming - Jeremy, Ian Edwards, Steven, Claire, Rollo, Jo ?
• Agenda - DRAFT AGENDA here: https://basecamp.com/1920286/projects/762306-foss4g-13/documents/3307056-logistics-meeting
• Checklist/scratchpad - JM

AOB
Action JC - OSGEo about board meeting and things.
Meetings every week Action - SF to update the meetings, alternating meetings 1hr/2hrs 
Speaker Cancellation - what do we do? Fill from next on the list, or replace with a similar speaker? Do we need to do anything?  Rollo is using his discretion but he doesn't need to keep timetable 100% full, we feather into lunch so can loose some here and there.

Date of next meeting

• From 12th July should we go to weekly calls? The conference is looming and we need to step our level of activity
  [FYI: Barend holidays&work travel 17 Jul-14 Aug]
  
• [FYI - Addy on holiday 13th July - 31st July]