FOSS4G'13

Attendees: Steven, Addy, Suchith, Barry,  Antony, Ian E, Matt, Rollo

Apologies: 
Franz-Josef, Jeremy, Claire, Jo, Mark, Barend

AGENDA

Outstanding action points from last week are in italics below

Numbers as of 14/8
681?? (645) delegates inc sponsors = avg 624 per day
469 (455) hotel rooms (nights) across week
1112 (1044) uni rooms across week
Icebreaker 127 (118)
Party 69 (65)
Map Gallery 37 (30) submissions

Numbers still going out, but SF report that there may be duplicates in there. We are moving towards the magic 700.


Update on Promo Items from Jo:
Decisions have been made on each of the items we're ordering. I have had initial quotes and/or discussions with all the suppliers and should be in a position to get the orders off to them on Monday.

Booklet Update (Abi):

• Changes on main text sent to Barry Hall
• If you haven't sent your photo by Friday pm then you have lost your chance
  
• Awaiting detailed programme changes, these were due Wednesday night, what is ETA?
• Barry Hall a little concerned about us having many changes... will try and smooth over, but not sure why there are so many changes between the database output he was directed to and the PDF if some of these things haven't changed??
• No more changes to me now please, AS has set up an Errata for the conference notice board? Add to it.
• ACTION - Differences and discrepancies between what is on the web and the paper version are a mistake from BR and he has started to fix. AS to call barry and see what is best for him to make changes. RH to put content changes in a spreadsheet and pass to Barry. Workshop discrepancies, website is up to date and MS has added the changes to RH's to do lost.

Lanyards (Abi):

• Briefing sent to Barry H, he is going to look at this
• We won't have much time to debate this so will keep discussions with LOC limited to small group

Volunteers (Abi):

• We have over 60 people now signed up - Really good!
  
• A few sessions still for chairs, but I have some emails to process that I won't get to until Monday - have informed volunteers there may be a delay in my responses anyway
  
• Looks like recording folk are sorted out now, but we may have an extra couple of people available - if anyone still needs a volunteer and hasn't told me then this is a good time to do so!
• End of next week I will pull together volunteer briefing notes - can I have a space where I can have an on the day briefing, 2x half hours slots - Can use 1 of the two spare rooms upstairs for the briefings. Friday lunchtime the rooms are in use, but she can use the conference room. Addy to help out with this. 
• Next week will also send details of day pass people through for Claire.
  

Venue (Steven)

• Invoice received fro deposit - that's a big big cheque! (50% of estimated bill)
• Need to decide whether to accept deVere quote for Projectors and screens or whether to hire separately - Suchith will try and source one from CGS, failing that Addy will try and get one.

Marquee

• Colour of carpet required – stock colours are dark green, dark blue, dark red or charcoal? - Green

• How many sockets? 100 sockets is expensive.  10-12 tables. so ~30 sockets (doubles) we can then run cables across to tables (need to get some team duct tape)
• Stage, PA and furniture to discuss today - 100 chairs? 10-12 tables + poser tables for setting drinks on
• Heating and/or ventilation to discuss today ~ £3k to get both heating/cooling but which way is the weather going? SF to find out latest date that the tent people need to know about heating/cooling. IE will get a 2 week forecast in early Sept.
• Projector to be mounted by field and lawn SF will confirm that projector is on their insurance.

Signage (Antony)

• big banner in Marquee, one in main foyer and some aero flags.  All on track.
• Few other things as well
• signage laminated to get folk to event/accom

t-shirts (Rollo)

• FOSS4G t-shirt order - final confirmation (800 delegate shirts/75 volunteer/150 Maptember/loc all in the male/female split)
• Maptember t-shirt order - 150 between AGI and FOSS4G, none for SotM

Entertainment

• Any issues? No Issues!
• Menus? Books - Addy to sort asap. Menu - Addy to catch up with Jo about veggie option.

Programme

• OSGeo Live presentation - Angelos will present if we can give him a slot (30mins min).  A new version will be released at FOSS4G - We will print 800 DVDs. IE to get a quote.... 20 min slot in the plenary on Thursday
• Geohack update - 20 guaranteed but numbers are slow..... we need to push this message out! OSGeo discuss/conf list. JISC mail list? Twitter?
• Map Gallery equipment and on line and voting - iPad wall still hopeful RH to chase, MS may be able to collect and transport to Nottingham. Slight issue, running ArcGIS software so we would want to avoid this is possible.
• Unconference - GG on leave, but will be able to do with eyes closed
• Web Map Shoot out
• GlobalGeoDomination 
• Birds of a feather?  Put the link to the wiki in the prog BH to add to his to do list and could be added to weekly email
• Code sprint (Sunday) MS not available - Ian Turton from Envitia will host.

Logistics

• OMG!!!!!!!!!!!
• What should go in Steven's logistics talk
• walkie talkies (Addy 2 / MI 3)
• Delivery of banners - claire has made the following delivery note - https://basecamp.com/1920286/projects/762306-foss4g-13/messages/14160641-t-shirts delivery note BUT you can only resonably get things delivered to the venue on the week of the event. If SA/JM/MI can create a small space for deliveries that would be really helpful. SA to speak to JM.
• things to bring list (add stuff) = https://basecamp.com/1920286/projects/762306-foss4g-13/documents/3461532-stuff-we-need-to#comment_79023818

Weekly mailings

Delegates

1. Birds of a feather
2. hackathon
3. encourage a friend to come to FOSS4G

Sponsors

1.  
2.  
3.  

AOB
Next meeting 23/8 (Steven away) Someone may want to send an email, but please please please copy the delegates email addresses into the Bcc field!!  If you really really need SF, txt him. But only as a last resort.