Meeting minutes

[Brian Cameron <Brian Cameron Sun COM>]

Attached please find the meeting minutes of the GNOME.Asia planning
meeting held today.

Brian

=================================
Vietnam GNOME.Asia Summit Meeting
September 29, 2009
=================================

Attendance
==========

Brian Cameron
Emily Chen
Hong Phuc Dang
Joey Wilhelm
Mario Behling 

Regrets
=======

Frederic Muller
Pocky Lam

Pockey and Fred send me SMS to say they won't join the meeting tonight
And Will Lashell is not online these days 

#1 Introduce the new members of local team:

   - Mario Behling (Chair of GNOME.Asia 2009),
   - Anthony Fernandes (Co-Host QTSC Coordinator), India   IT  Director, CTO - GHP Far
     East Co., Ltd.     
   - Hong Phuc Dang (Co-Organizer), Vietnam   
   - An Nguyen (Community Liaison), Vietnam   President  of Saigon Linux User Group  
   - Thomas Wanhoff (Podcaster), Germany   Blogger  and IT Consultant  
   - Dang Phuc Hau (Volunteers Coordinator), Vietnam   Final  year student English and
     Cultural Studies   

  This is the local team.  Also, we have many people telling us they would like to become a
  volunteer.
  Interest from student groups from other cities (Cantho) who want to organize a weekend
  tour to participate.
  It is looking like the venue will be Quang Trung Software City (QTSC).  Hong Phuc has a
  meeting to go through a checklist with a QTSC contact tomorrow.
  Will also have assistance from QTSC who offers resources and staff.

  An is a young student who recently became president of the Saigonlug.  He really wants to
  see the community grow and will focus to get the community involved.

  Thomas is an experienced man, who has podcasted for several years from DLD in Germany and
  earns an income with blogging and consulting. He said he could do podcasts with speakers
  through VoIP and publish them beforehand as a kind of teaser for the event.

#2 Status Venue

   The venue has two buildings, a 4 minute walk from each other.
   One building has about 500 seats for opening and closing, for example.
   The other building has smaller and bigger workshop rooms and a lounge area with a small
   bar.
   QTSC offers the facilities as a support for the summit for free.
   TV and newspaper will be there.
   They have a meeting with a Vietnamese pop star, who wants to make a show at the evening
   party of the event.
   The most famous local market is just 10 minutes away, and there are other interesting
   things to see nearby for foreign guests.
   Just 20 minutes from the airport.

#3 Status Program

   Talking to professors from different universities about the details and different
   companies are interested.  For example, FPT, they have a lot of development for
   international hardware manufacture developing.  For example, open source drivers.
   Asking them to sponsor something like T-shirt or usb stick before confirming.

   Need to get call for participation out for international guests.  The bottleneck for
   sending out call for participation and so on is the website at the moment.

#4 Status of website

   Refer here:
   http://live.gnome.org/GnomeAsia/2009/Website
   - Need to call Will and Tarken (Joey) to get status.

   Joey syas, the only thing fixed on there so far is increasing the number of news items.
   He is hoping to get some work done today on a couple of those items: rearranging the
   navigation, possibly Google Maps embedding.  Mario also mentioned before a problem with
   uploading files.  Hoping to fix some of them throughout the day and week.
 
#5 Status of call for participation

   http://2009.gnome.asia/en/participants/

   Will send out to GNOME mailing lists ASAP.

#6 The theme/tagline "Get Freedom with GNOME"

   - Everyone likes "Get Freedom with GNOME", as discussed on the mailing list.

#7 Status of call for sponsorships and docs

   Emily and Mario did most of the work so far.  Shane Coughlan has also been very helpful.
   See here:

   http://download.perspektive89.com/gas/GNOME_Asia_2009_Sponsorship.pdf

   Everyone please review.

#8 Next Steps

   - Website
   - International invitations of participants and sponsors
   - Getting local speakers
   - Bringing together the volunteer team
   - Hong Phuc meets with QTSC tomorrow.

Completed Actions
=================

Emily    - Update content to new website. (mairo and Emily).  Done.
Emily    - Work to choose theme.  For example, sending out the images from last year's logo
           contest to the mailing list for review. Done.
Emily    - Start email discussion to decide on theme/tagline.  Done
Emily    - Send out a reminder to review the Call for Participants.  Done
Emily    - Info and pics were included in presentation, need to put online.  Done.
Emily    - Info about venue will follow after confirmation of sponsors.  Done.
Mario    - Pictures, capacity, layout, equipments information about the candidate venues.
           Done.
MarioB   - Taking lead on finishing the sponsor's brochure.  Done.
Emily    - Visa information is on the wiki, logo done, general content will follow on the
           website.  Done.

Action Items
============

Brian       - Contact Stormy to see if there is a template contract to use with sponsors.
Brian/Emily - Send out call for participation.
Emily       - Will help on call for sponsors from Sun, Nokia, and Mozilla (last year's
              sponsors).
Mario       - Will help on call for sponsors with other organizations.
Hong Phuc   - Will draft the contract with QTSC.
Mario       - Do the slides for presentations need to be translated?  If so, who is
              organizing this?
Mario       - Invite speaker from Academy of Science in Vietnam.
              In progress - will do after website is up.  
Mario       - Will send out budget estimation this week 
PockyLam    - Once Emily finishes the Call for Participants document, Pocky will make sure
              it gets sent send out to the various LUGS in Asia.  Ongoing AI for Pockey.
Will/Joey   - Moving forward on the website tasks: 
              http://live.gnome.org/GnomeAsia/2009/Website
Emily/Will/Tarken - Working on Goole App to get a email address using @gnome.asia.
Will, Tarken, Mario and Vitname locale team  - Will work on website.