FOSS4G'13

Attendees: Steven, Abi, Addy, Jo, Jeremy, Mark, Matt, Rollo, Claire, Barry, Antony, Ian H, Suchith

Apologies: Ian E, Barend

AGENDA

Outstanding action points from last week

Numbers as of 24/7
 631 (599) delegates inc sponsors = avg 585 per day
445 (420) hotel rooms (nights) across week
1026 (982) uni rooms across week
Icebreaker 114 (110)
Party 65 (63)

>> A few bookings over the last few days, likely to be a rush in the last couple of weeks. Targets for hotel almost met.

Venue stuff

Marquee Update - Jeremy

• Electrics >> Sockets to be evenly round perimeter, and c 8 at back of stage. 24 doubles needed?
  

• Stage >> awaiting details of size, lights etc. Stage should be at far end. Jeremy to tie down with Field and Lawn and electrics people. Stage should accommodate both band (mainly drum kit) and nerds. Contract stipulates what is needed for nerds.
  
• PA
• Furniture
• Heating/ventilation
• Decorations - only 2 banners confirmed

Security - do we need it?
>> Insurance won't cover. Security guard will be £280 a night. Alternative is to move everything inside every night. Agreed that this is the best option - conference team to cover.

Video link to banqueting suite - 1 way, 2 way, 2 way plus radio mikes?
>> Auditorium is c 500, Banqueting Suite will be needed. Costs awaited. Need to allow questions from both rooms - Steven to resolve kit. Addy and Mark have walkie-talkies - bring these, and add to list of things to bring.

Programme
Programme update - Rollo

• AGM scheduled for Friday 6-7

>> Still changes to programme, will fit into print version where poss, if not will be on website and errata sheet. Free workshops and plenaries to be added shortly (by 9th Aug? Barry). Works on mobile.

Workshop update - Matt, Ian H, Mark I

• Presenter info pages on web site
• Can we create some extra workshop spaces
  

>> One change of presenter for free workshops. Some discrepancy in workshop numbers. 75 people 8 hours, 91 for 16 hours of workshops. c. 800 workshop hours in hand. Claire to prioritise bookings for Brazil/NZ delegates (Matt to email). Push back OSM-GB? Claire to publicise extra places after this, when she confirms registrations.
>> Presenter and workshop emails to be added to delegate spreadsheet. Claire needs all details to cover 'speak and go' presenters. Presenters in db, Barry to provide. Matt to provide workshop presenters.
>> Inf to presenters page to go on website
>> 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.

Geohack update - Ian E

• Some new challenges on web site
• Ian E is confident that MO team will deliver

Map Gallery - submission date extended to first week of Sept
>> In the 20s

Programme book
Abi & Ant to update
Still to  sync web site with book text - this weekend, promise!
Design - coming along, question re sponsor logos
>> Logos to replace text
Sponsor adverts - not many in, extend deadline.... Steven to re-email?
>> OS to deliver on Wednesday. Steven will mail with final deadline - CoB Wed.

Lanyard - need to get this going next week, discussion to be had on content, can try and do this on basecamp? possible call, then discuss what is possible with Barry H.

Printer - Abi still to update William on printing, now up to 65 pages, needs to be 64 or 68 - some sections could be cut down if we need to....
>> Any amendments here https://basecamp.com/1920286/projects/762306-foss4g-13/documents/3483494-programme-booklet - no guarantees of inclusion
>> University Intro now recd, but a bit long - Jeremy to edit.
>> Link to last version of content doc https://docs.google.com/document/d/1vciHetoznjB3NpBpqCVHVJTd5j-SyO6qJoyx7teZmeo/edit

Goodies
Update (JC)

• 126 responses to t-shirt survey :) - how long is this open for? Abi to direct volunteers to it again?
  

>> Jo had discussion with various people - aim to get order finalised next week, will post details on basecamp
>> Maptember T-shirt - produce and sell for charity. Addy to take up design and ordering from Barry, liaise with Rollo over ordering, contact SOTM and AGI. Agree charity before selling. 21st August is ordering deadline, or earlier (9th Aug) to cover SOTM/AGI.

Entertainment
Updates and issues on all 4 nights please

• Ice Breaker (JC, AP) >> No update. Addy to add section on website - pics, links.
  
• Gala Night (BR, AS, ?): Need confirmation on staging and permission to play music. >> Band booked. Steven to contact EMCC re music (Chris Conway) and PRS
  
• Friday night outing (JM) >> Cost per head £19.80. book with dog track directly. Credit card charge £1 per transaction. Mention conference to allow tables to be booked. No online booking - phone to book. Jeremy to draft 2 paras to explain to delegates in email.
  
• Closing Party (IH, MI) >> Beer tasting, waiting for budget from Shelley for food and beer. Games on tables. Costings tbc. Some volunteers will be needed - 2 or 3? Couple of paras needed for website (Mark)
  

Volunteers
Progress update (AP)
Update on sessions >> should be OK, though not quite there. LOC could cover if needs be.
What other tasks do we need to fill, quick check
Situation re video folk >> offer to those who want multiple days
>> Let Abi know if there are any more volunteer requirements
>> Call for volunteers on the first morning if required

Publicity
Plans? Ant & Rollo
>> Jeremy to circulate PR notices from website


AOB
Topics for a weekly email to delegates
Week 3:
- Bring your talents for Sat night party
- Go to the dogs plus other ents
- Volunteers
- Map Gallery extended

Topics for a weekly email to sponsors
- Banners for GeoCamp
- 
- ?



Items for next week email update to delegates
Plenaries 
TShirts (inc. Maptember designs?)
RobinHood Hat



Next Meeting - 9 August
Matt away 5-9 Aug