FOSS4G'13

Attendees: Barend only 1st half hour!, Abi, Antony, Barry, Claire, Jeremy, Mark, Matt, Steven, Ian H

Apologies: Jo

Agenda

Venue stuff

• Update on EMCC contract (JM or SF). Venue insisting that we take 100 rooms a night - we should be able fill at least 90, will upgrade people to hotel if necessary. eg volunteers. Contract still awaiting final contract - due any day...
  
• Marquee: meeting with EMCC and marquee company next Wed to sort out issues - furniture, electrics, weather, stage, PA. Marquee position confirmed with BK (as per his map).
  
• Electrics for marquee (IE or MI or JM) - as above
  
• Stage, PA, Furniture for marquee - as above
  
• Other?

Programme Booklet
Run through page by page and finalise all outstanding - everyone please review https://docs.google.com/document/d/1vciHetoznjB3NpBpqCVHVJTd5j-SyO6qJoyx7teZmeo/edit#heading=h.v9tbmodyzkvq (AP & AS)
See document for details.

Programme (issues discussed in Programme Booklet)
Outstanding items (RH)

• Keynoter all confirmed? No Emer on web site
• Unconference
• Map Gallery

Workshops (IH, MI, MW)

• Issues?

Hackathon (IE, MI)

• Need an update - some concern on lack of progress, but we need to let Met Office handle.
  

Entertainment
Updates on all 4 nights please

• Ice Breaker (JC, AP)
• Gala Night (BR, AS, ?)
• Friday night outing (JM)
• Closing Party (IH, MI)

Goodies
Update (JC) - update coming from Jo.

Volunteers
Progress update (AP)
25 lined up (incl 2 students).
Incl in email to delegates.
Video outstanding, sound track covered.
Offer on photocollage from Eclipse - accept.
Room chairs: we may not have enough - in which case need sheet in every room for speakers? Abi to consider. Maybe target individuals - leave for a couple of weeks and review.

Publicity
I have pulled some numbers from the regonline system (I don't know whether Claire has any additional bookings going to her direct). The latest figures are at https://docs.google.com/spreadsheet/ccc?key=0AmwShPAd7pU4dEQwemtKVDhvOWZlNXZYVm9RZk5oeHc#gid=4 and I suggest that we maintain here for the remainder of the runup

Bottom line we have about 500 delegates per day average including full packages, day rates, students and sponsors - we have had 12 bookings this week. We need to get things moving if we can before we hit the August holidays
Publicity needs ramping up again (Antony)
Hit the lists (Barry)
Get the pledge system up (Barry)

AOB
Topics for a weekly email to delegates
Week 1:
- volunteers
- hack
- accommodation
Topics for a weekly email to sponsors
- adverts
- exhibition space plan
- bookings

Next Meeting - 26th July