FOSS4G'13

Attendees: Steven, Jeremy, Addy, Suchith, Barry, Jo, Claire, Antony (?)

Apologies:
Franz-Josef: Task to do: Writing Editorial with Barend.
Rollo, matt, 

AGENDA

Outstanding action points from last week are in italics below

Numbers as of 6/8
645 (631) delegates inc sponsors = avg 585 per day
455 (445) hotel rooms (nights) across week
1044 (1026) uni rooms across week
Icebreaker 118 (114)
Party 65 (63)
Map Gallery 30 submissions


Venue stuff

Marquee Update - Jeremy

• 
  

• Decorations - 5 banners confirmed. 
• Signage - lead time is 2-3 weeks, but AGI use a company that can do it in a week
• Promo meeting to sort stuff - Tuesday? After 3pm. Anthony/Rollo involved.

Should be closed off next week. Field and lawn to quote start of next week.

Venue has not yet sent a bill.

Video link to banqueting suite - 1 way link at £850 per day ordered for the Thursday only at the moment. Do we need for Friday and Saturday? Also do we need an extra radio microphone?
SF has left the option open and review based on numbers closer to the date. (capacity of the auditorium is 520?) there are 80 sponsor spots.
SF has ordered mic/projection in each of the 4 main rooms.

Volunteers
Progress update (AP)

• Possible concern re Eclipse volunteers (SF)
• Working on covering sessions, still need chairs for 1 session Thurs, 6 (possibly 8) Fri, 9 Saturday. A few people to get back to me on sessions so I hope we will be able to cover most of these. I will follow up and ask for LOC cover if we haven't got volunteers by 30 Aug.
• Not many takers for volunteering at party - need more information from party team about what is expected (do you really need 10 volunteers?) Probably just needed to set up and move things around. This would be perhaps 1730-1830 to move tables and banners.  Perhaps 4 people rather than 10. They should have plenty time to enjoy.  Can clean up the next morning.
  
• Have got a volunteer to sell maptember shirts at lunchtime
• a couple of people have offered to help collate delegate packs on Monday pm - everything should be there and we should be able to do this in the tent. from about 10am so this task could be done in afternoon.
• T shirt info sent to Rollo
  

Programme book
Abi & Ant to update
Sync website with book:

• Abi has looked at website and updated where straight forward - but we probably need to look in a bit more detail at the tabs on programme - eg birds of a feather, social etc.
• Not going to add info on conference desk times / phone number etc.
• Need to add code of conduct, where can this sit? This could go on the "About" section of the website. Abi to send to Jo and Jo to add to website

Booklet:

• All ads received - Barry in contact with OS and Met office over issue with art work but seems in hand
• Info from Nottingham uni received and in place
  
• Need all LOC high res photos - this is the only thing holding up the proof so must be sent to Barry with cc to Abi asap please
• Barry has said he will send Abi paper samples, how "heavy" do we want this to be? Assume we have had a quote based on specific paper anyway, so not sure this is a necessary step.
  
• Should still be on schedule and proof will be ready shortly.
• Still noting changes in basecamp until Barry H says no more...
  
• Send hi-res mugshots and send straight to Barry Hollings. 

Lanyard:

• Clip and cord etc to be ordered by Jo under promo items
• William has provided deadline of 22 Aug for printers to receive copy, tighter than Barry had timed for but still possible if we get on with it
• Need to get decision on final content for this
  

Signage
Antony to update

Goodies
Update (JC)
T-shirt responses (as of 10.30 this morning)
Men's Large (41/43") Count 63 25%
Men's Medium (38/40") Count 68 27%
Men's Small (35/37") Count 23 9%
Men's X Large (44/46") Count 46 18%
Men's XX Large (47/49" Count 16 6%
Women's Fit Large (UK Size 14 / 36") Count 10 4%
Women's Fit Medium (UK Size 12 / 34") Count 18 7%
Women's Fit Small (UK Size 10 / 32") Count 9 4%
Grand Count 253 100%

Team Hoodies - Jo to decide and order.

Abi to produce selected list for volunteer shirts - sent to Rollo

Maptember T-shirt -

• 150 in total (woman's fit 6-L/12-M/6-S)
• are we agreed on MapAction as charity?
• AGI want 75
• SotM unable to commit
• How many do FOSS4G want?
• Do we use same size mix as main t-shirt? Do we have women's fits?

Badges -
Addy to update.  This has the hardest deadline.
Wristbands - Jo got a quote which is competitive for 7 colours. Turn around. "FOSS4G2013 - Geo for all" 

Entertainment
Updates and issues on all 4 nights please

• Ice Breaker (JC, AP) Mike Parker will sign books that we get.  (Need extra books for map competition) Books - Addy to start thread on number of books needed for prizes/gifts ect.)
  
• Gala Night (BR, AS, ?): Permission for bands and PRS confirmed.  Barry will catch up with Nerds when back from Festival)
  
• Friday night outing (JM)  Will contact venue and see if any have booked and think about what to do if they have not. Put together a list of pubs/clubs/eateries that are worth visiting. Mark's list/Jeremy's list.
  
• Closing Party (IH, MI) Update. Brewdog supplying beer. 
  

Programme
Programme update - Rollo

• no significant update: all plenaries have confirmed their slot. Discussions with Portland (they will be hosting foss4g2014 video link with an official handover......) for closing session. 
• Some speakers dropping out - considering how to resolve gaps. Is it worth filling gaps?  Could be hard to fill. Could run a presentation on how to put together a conference. 
• Fill the spots with presentations that were popular but didnt have room for everyone to see them. Wouldn't work on thursday but would be great on fri/sat
  

Interactive programme on web site - Barry

Workshop update - Matt, Ian H, Mark I
>> Presenter and workshop emails to be added to delegate spreadsheet. ??
>> OpenGeo would like to run OpenLayers 3 workshop? Can we slot in amongst free workshops? May need big room, poss more than 2 hours. Matt to confirm with OpenGeo. ??

• Suchith has contact Matt and Matt confirmed emails send out to presenters for uploading workshop tutorilas to ELOGeo.

Rollo- will it be possible to send similar mail to all presenters, so we can get them upload thier slides in ELOGeo?  

Geohack update - Ian E

• https://basecamp.com/1920286/projects/762306-foss4g-13/forwards/1080192-foss4g-hackathon#comment_83480470

Publicity

>> Jeremy to circulate PR notices from website to academic lists


OSGeo LiveDVD 7.0

Suchith requests Ian E to ensure more LiveDVDs are printed to cover distribution for other events (GISRUK, AGILE etc) for next year. Also Suchith plans to post LiveDVDs to all course coordinators of all UK universities running GIS programs. This is important for our education expansion plans for the future.
Print 800. Left overs can be distributed to uni's
Ask delegates to hand then back if they know they wont use them

OSGeo Live Key Milestones:  26 Aug 2013 Final ISO sent to printers
http://lists.osgeo.org/pipermail/discuss/2013-May/011722.html

AOB
Topics for a weekly email to delegates:
-
-
Topics for a weekly email to sponsors: gold and platinum sponsors need to supply logo so they can be put on the clipboard. Jo to send thru the details to SF
Chase sponsors for names for registrations
banners for the geocamp
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OSGIS 2014 dates (2nd-3rd Sep 2014). Jeremy is the main contact. Lecture rooms and computer labs now booked at Business School South, Jubilee Campus (same venue as OSGIS 2012).  Ian E will setup OSGeo:UK stand at FOSS4G and we will start promoting this and keep building momentum from FOSS4G 2013. Steven can announce this on his final speech at FOSS4G 2013 . More details we will finalize after the hectic workloads of FOSS4G 2013 are over !

OSGIS 2014 timeline:
Call for papers: week of 4th November 2013
Close of CfP: 20th December
Booking opens: 2nd December
Programme released: 17th February 2014
Early-bird closes: 26th April
Registration closes: early August
CONFERENCE: 2nd & 3rd September.
Who wants to continue into this conference?...

OSGeo logo to be more prominent.



Next Meeting - 16 August