Re: [Fwd: The dates of Gnome.Asia Summit 2010]

[Pockey Lam <pockey beijinglug org>]

Dear Brian,

>From what the organizing member introduced, COSCUP has about 30 core
organizing members responsible for different aspect of event
organization like finance, admin, promotion and so on. It seems that
they do have a strong volunteer teams to make the event happen. 

What I mean by tight timing, just because:

1) we are supposed to collect all proposals on or before March 31st then
decide on the location in early April (of course we can always ask
COSCUP to submit a proposal earlier, say early / Mid March to us to
consider...)
2) After making decision, we still need to make a sponsorship proposal /
website contents and look for sponsors on our part

Please find below the recap (between COSCUP / GNOME.Asia Summit members)
I sent earlier again for your information.

Thanks,
Pockey


-----------------------------------------------------------------------
Recap of the chat between Pockey, Federic and Pingooo about Gnome.Asia
Summit 2010 at Pool Bar, Beijing on 2010/2/2 



The relationship between Gnome.Asia Summit 2010 and the conference also
organized by the host to occur at the same time in the same or a nearby
venue: Joint Conference. 



Expectations on Gnome.Asia Summit 2010 conference: 

- Goals:  1. Make a conference mainly for developers in Asia.
"Developers" means existing Gnome developers or people that have
potential to become Gnome developers.  2. Grow Gnome developer base in
the host country. 

- Expected size of the conference: 200 developers + some non-developers
(Gnome.Asia Summit 2009 had more than 300 attendees in total). 

- Constraints on the conference program: -- 2 to 5 tracks related to
Gnome -- 3 plenary keynotes for GNOME Foundation and GNOME.Asia
Committee = 2 ordinary length keynotes (45 minutes to 1 hour) + 1 short
keynote (10 minutes)  -- 0 or more keynotes for top Sponsors (45
minutes), details to be determined. 

- There will be a one-day tour organized by the host for participants. 

- Date of the event: usually GNOME.Asia Summit is hosted near the end of
the year e.g. Oct, Nov or Dec, while COSCUP is hosted in the middle of
August last year, it is suggested to try to delay the time of COSCUP in
order to have more time for calling sponsor. 

- Place: Pockey and Federic expressed the interest to have Gnome.Asia
Summit 2010 in Taiwan for the following reasons: -- Have a good sized
community. -- Can make a good conference without very high budget. 



The roster of Gnome.Asia Summit Committee: 

- around 10 people: Emily Chen (Sun Microsystems a.k.a. Oracle), Pockey
Lam, Frederic Muller, Will LaShell, Brian Cameron, Stormy Peters (Gnome
Foundation), plus a few others. 



The split of responsibilities between the Gnome.Asia Summit committee
(GASC) and local host (127.0.0.1):    (TBD = to be determined) 

- Gnome.Asia Summit Program: -- Authoring Call for Speakers: GASC --
Announce and distribute Call for Speakers: GASC and 127.0.0.1 --
Collection of talk submissions: GASC -- Selection of speakers: GASC --
Notification of speakers: TBD 

- Marketing: GASC and 127.0.0.1 will work together for marketing of the
joint conference. GASC mainly work on international marketing, local
marketing would be done by 127.0.0.1. 

- Web site: GASC for English version (with information provided by
127.0.0.1, like venue attraction / information, checking accommodation,
visa, etc), 127.0.0.1 for translation into local language. 

- Sponsorship: -- GASC for international funding sources through
members/sponsors of Gnome Foundation, 127.0.0.1 for local sources. --
The quota of funding to raise will be split between GASC and 127.0.0.1,
presumably 50-50. The exact fraction should be stated clearly in the
proposal. -- Surplus of funding at the end of conference will be split
between GASC and 127.0.0.1. Pockey suggested that it is split according
to number of tracks. The exact fraction should be stated clearly in the
proposal. -- Deficit of funding will be handled prior to the conference
by cutting costs on snacks, beverages, food, or other items. 

- Attendee list management: -- Related tasks: registration web
application, post-conference polls. -- GASC has an existing registration
app. -- Largely TBD. 

- Accounting: 127.0.0.1. 

- Administration: 127.0.0.1. 

- Venue and event-day administration: 127.0.0.1. 

- Wifi/circuits: 127.0.0.1. 

- Public relations: GASC for international media, 127.0.0.1 for local. 

- Recording: 127.0.0.1. 

- Booth management: -- GASC has Call for Exhibitors. -- Largely TBD. 
----------------------------------------------------------------------



On Tue, 2010-02-16 at 12:46 -0600, Brian Cameron wrote:
> Pockey:
> 
> > No, they haven't fill out a proposal yet.
> >
> > Actually the attached email means, they (COSCUP) want to prepare /
> > submit a proposal only if we can accept the date, August 14, 15. that I
> > believe it maybe a bit too much in a rush for GNOME.Asia Summit. What do
> > u think?
> 
> It is now February, which seems to provide enough time to plan for
> an event in August, if planning starts early enough.  I would think
> that for their proposal to be taken seriously, they should have
> a strong enough team of volunteers to make it happen.  Do they?
> 
> The GNOME.Asia Summit in Vietnam was organized in a surprisingly short
> period of time.
> 
> Brian
> 
> 
> > On Tue, 2010-02-16 at 10:13 -0700, Stormy Peters wrote:
> >> Did this group fill out a proposal? What are they proposing?
> >>
> >> Thanks,
> >>
> >> Stormy
> >>
> >> On Tue, Feb 16, 2010 at 10:09 AM, Pockey Lam<pockey beijinglug org>
> >> wrote:
> >>          Dear all,
> >>
> >>          Please find below the feedback from the organizing member of
> >>          COSCUP for
> >>          your information and let's discuss if the date of the event
> >>          (August 14
> >>          and 15) is acceptable or not for GNOME.Asia Summit 2010 as we
> >>          may have
> >>          concern about the tight deadline of getting sponsors.
> >>
> >>          For your information, if we do think the date is a bit tight,
> >>          there will
> >>          be another Taiwanese FOSS event named ICOS
> >>          (http://icos.org.tw/ )
> >>          that Emily mentioned earlier. ICOS was hosted on Sep 25th to
> >>          27th last year.
> >>
> >>          Cheers,
> >>          Pockey
> >>
> >>
> >>          -------- Forwarded Message --------
> >>          From: pingooo<ping nsr yeh gmail com>
> >>          To: Pockey Lam<pockey beijinglug org>
> >>          Subject: The dates of Gnome.Asia Summit 2010
> >>          Date: Sun, 14 Feb 2010 13:03:16 +0800
> >>
> >>          Hi Pockey,
> >>
> >>
> >>          Happy Chinese New Year!
> >>
> >>
> >>          The acting leader of the COSCUP team, Rex Tsai, has evaluated
> >>          the recap
> >>          that you and I wrote. We're going to have a team-wide
> >>          discussion soon.
> >>          However, we found a potential showstopper.
> >>
> >>
> >>          We're going to have COSCUP on 2010/8/14 - 2010/8/15. The date
> >>          is fixed
> >>          for many reasons. Is the date acceptable for Gnome.Asia Summit
> >>          2010? If
> >>          not, I'm sorry that we will not be able to file a proposal on
> >>          other
> >>          dates.
> >>
> >>
> >>          I know you are concerned about the lead time for getting
> >>          sponsors. I
> >>          don't know much about international sponsors. From local
> >>          companies and
> >>          global companies with branches in Taiwan, we were able to
> >>          secure 19
> >>          sponsors with 3.5 months of lead time for COSCUP 2009. I
> >>          estimate that
> >>          we will have about 4.5 months of lead time this year.
> >>
> >>
> >>          Best wishes,
> >>          pingooo
> >>
> >>
> >>
> >>
> >>
> >>
> >>
> >>          _______________________________________________
> >>          asia-summit-list mailing list
> >>          asia-summit-list gnome org
> >>          http://mail.gnome.org/mailman/listinfo/asia-summit-list
> >>
> >
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