FOSS4G'13

Venue: Orchard Hotel - ask for FOSS4G meeting or Shelley Garden at the reception desks.

Expected outcome from the meeting - to have a complete logisitical time plan from Friday 13th(! when the marquee goes up) - Sunday 22nd September, particularly encompassing:

• exactly what catering is required at what times, where will the catering points be?

• tues/Wed: Workshops & Marquee: brown-bag lunch (inserts to bags to be delivered by Monday). Delivery of lunches to venue for workshops (numbers to be supplied to DeVere asap). Teas & Coffee in marquee (potential to have them supplied in GeoCom space?).
  
• Tues evening: Hackathon: pizza and 2 beers each
• Unresolved details: marque set-up for Hack days: sockets per person capacity??? Furniture set-up?? PA set-up (required for entire duration)
• Water Coolers? To be set-up in Marquee? requires extra power.
• No restrictions on people bringing their own food/drink
• Weds. Evening: FOSS4G ice-breaker: same format as GeoCom (theatre roll-back format with tables: 160 max. and access to Foyer). After dinner speaker / pub quiz (Mike Parker). Food: same style as for GeoCom IceBreaker (exact menu and price/person to be resolved [£22 not including alcohol]).  
  

• Are we keeping the ballroom divided after the first plenary?
• FOSS sponsors set-up: Atrium set-up from 3pm; Half ball-room from 4pm via loading bay; passage way by 5pm.
• Thursday: AM. Plenary: in Auditorium and Banqueting Suite B (total capacity: 820). If not enough space use Marquee? to be resolved if we get near that number)
• Thurs lunch: ALL delegates will need to lunch at EMCC (over three 'points': Marquee; EMCC itself and Hotel)
  
• Tea & Coffees for Thurs/Fri/Sat will ALSO be served in Clive Granger building as well as EMCC
  
• Note: all venues for Thurs/Sat will be in EMCC and Clive Granger only. Additional rooms are being held for meetings/etc.
• Thursday night: Gala Dinner: The Taste of the UK (standing/plate food, 2 courses; 4 catering points around the EMCC, bar in atrium and corridor [bars: run on vouchers then cash], the 'Nerds' in the Marquee). furniture: what set-up do we require for that night?
• Friday night - no commitment to EMCC
• Saturday night - Curry and Beer night. Minimum commitment: 50 people
• Sunday - OSGeo is not committing to a board meeting. Two board rooms being held (somewhere) in the EMCC.
  
• Sunday: Codesprint? Is it possible to have access to the EMCC to enable the codesprint to happen in the Marquee? need space for roughly 25? Perhaps move to Portland computer lab. Lunch required? Possibly not required? Allow delegates to self manage.
  

• Where are we going to set up exhibitor stands? What areas of stands are we committed to, how can we best fit these in, how does this interact with catering and evening events?
• How will the GeoCom exhibition interact with FOSS4G? What will happen at the end of GeoCom when the exhibitors are taking down their stands?
• How best to distribute the programme elements around the available rooms? How does this interact with the catering bookings (e.g do we want to supply workshop catering over in the Sir Clive Granger building)?
• Marquee: what furniture should we have? Where will the furniture go during the evening events? Are the daytime and evening furniture requirements different?
• Marquee: how many power sockets? Spread out how/where? Can we avoid a health & safety nightmare of trailing sockets everywhere? How does this interact with the evening uses?
• Should we have a wristband / lanyard identification system on the Tuesday and Wednesday when there are AGI, workshop and hackathon delegates around who've paid for different services?
• Breakfast & evening events: can we confirm what catering we need from DeVere/EMCC apart from lunch and mid-programme tea/coffee?
• Do we need to consider where devices can be charged during the day? What about power in the various stream rooms?
• Map gallery details

• We particularly need to agree the structure of meals and refreshments through FOSS4G (and its interactions with GeoCom) as this is the final element need to be able to sign off the booking agreement
• We should also test that the DeVere wifi network is suitably configured for the tasks expected in the hackathon and sessions.

Questions for the Booklet:

• Where will registration be? EMCC
  
• Where will 'control centre' be (if different)?
• Is there catering info we need to impart (eg where to get main meals, coffees, snacks, bars etc)?
• How/what to recycle?
• Accommodation - access, porters, contact numbers for eg lost keys?
•  Hotel: 24hrs, check in 2pm check out 11am
• Halls: check in 3pm check out 10am. Poter cover until 12pm. There after a number is provided to call for access (number shown on the main doors). Note: those that know that they are going to arrive late (i.e. after the conference registration desk closes 10pm (or as long as we want to run it) -  should contact us ahead of time so that we can make special arrangements for gaining access to their room (which maybe to go to Orchard Hotel reception to find out where they should be).
  

• Health and safety info?
• Any other locations we need to highlight other than specific rooms for programme/workshops, and the  marquee?
• Anything else you come across which you think should go in print...
  

If someone could keep some separate note on 'stuff to go in the programme for Abi/Ant, that would be very helpful.

Volunteering

• Registration - when and how many do we need on the desk? (suggest that highlighting main time slots for registration will avoid having to organise a continual stream of volunteers)
• volunteer briefings - need a location for this and time slots (volunteers to "sign in" before their slot so we know who has arrived, pick up any last minute briefing notes/ prog changes etc and their "gift") - who from LOC can help do these briefings?
• As you go through the prog, any other tasks that you need volunteers for - what time/ where/ how many?
• Anything you think of that I need to put in volunteer briefings as you go through the logistics
  

Videoing presentations

The key things the recording team need:

• A vga feed. We have vga splitters so we can tap in at various points. The most common place to do so is right at the podium, but if there's a feed elsewhere as is often the case for larger events that's even better.
• A discrete place to sit. As per above, if we're tapping in off the podium, the recording technician will need to sit within approximately 3 metres/10 ft of the podium.
• Power. At least 3 outlets to plug in the equipment.
• An audio feed. This is a 1/8th" (3.5mm) male audio feed... basically the same as a microphone plugging into a PC/laptop. In the unlikely event this cannot be provided where we need it (same place as the vga feed), we have wireless mics. This would mean double mic'ing the speaker but works.

Timings:

10am Arrive, coffee, etc.

10:30am Run through the GeoCom and FOSS4G programmes as currently planned to review the list of logistical questions above as a framework for decisions during the day

11am Review exhibition plans, daytime catering plans, day-by-day

• 2 Platinums: large (4x4 m2?)
• 3 Gold: medium
• 6 Silver: small
• 6 Bronze: "poser" table top

11:30am Review use of marquee, including:

• interaction with conference centre (when the marquee is in use, the conference centre must be open and accessible to provide toilet facilities)
• additional hardware requirements (power, stage, PA system, furniture, heating)

12:30pm Lunch

1pm Walk through EMCC, Orchard Hotel, and maybe outlying rooms (eg IT clusters) to check suitability of booked spaces. [Could do this before discussing exhibition plans?]

2pm Review room allocations & catering for workshops and hackathon

2:30pm Review evening event logistics (including re-setting of facilities including the EMCC lecture theatre, and the marquee)

3pm Re-review FOSS4G programme - assign session to rooms

4pm Latest departure