Re: May 11, 2010 IRC Meeting Notes

[Emily Chen <emilychen522 gmail com>]

Hi Pockey, 

We should modify our package level to fix COSCUP's level. We are similar to them, so easy to modify. 

Thanks, 
Emily

2010/5/12 Pockey Lam <pockey beijinglug org>

Dear all,

Please find below the meeting notes prepared by Ernest (who is the
contact person from COSCUP for the co-organization) for the IRC chat
yesterday with COSCUP team. I also copied him in the email, please feel
free to ask question and continue the discussion.

COSCUP asked a few questions at the end:

7) Answer any question from COSCUP :) or anything COSCUP may want
to discuss(Booth team) Need GAS provide information in the future (Can
be discussed offline.)

     * Will be there posters/DM/exhibits of GAS? (booth team needs to
       arrange the booth locations and layout.)
     * ===> Answer from us: I think it's a co-event, we should share
       the same posters / DM, for exhibitions with both logos as
       header, let's see if we can find any local community / GNOME
       developers to make one, what do u think?

     * Need any power supply at GAS booth?
     * ===> Answer from us: yes, definitely if we have booths

     * Need any power supply at GAS sponsors' booth?
     * ===> Answer from us: yes for sponsors' booth if there is any

-Meeting-

Date: 5/11, 2010

Time: 22:00~ (TWN, UTC+8)

Format: IRC Meeting

Attendee:

Agenda:


1) Introduce core team and its responsibilities from each side

GASC side:

     * Pockey Lam: GAS committee member, mainly responsible for
       marketing and promotion of the GAS event

     * Emily Chen (program): start the GNOME.Asia since 2008, working
       in Sun China. GNOME foundation member and GNOME.Asia Committee
       member

     * Fred: been involved in GNOME.Asia Summit since 2008

     * yippi: Brian Cameron, the secretary for the GNOME Foundation
       board of directors. I am helping to provide operational support
       for organizing this event.

     * Will LaShell (terral) (website): website and system development,
       founding member of the Asia Summit.


COSCUP Team (CT) side:

             * Convenor: Jouston Huang

             * Program committee chair: Bob Chao

             * Sponsorship lead: Rex Tsai

             * Web lead: medicalwei

             * Web team member: Tim

             * Advisors: pingooo

             * Contact Window: Ernest Chiang



2) Talk about the shared tag-line (Theme of the co-event)


     * proposal: "open web and mobile technologies" (To be discussed
       offline.)


3) Discuss about website development and registration system

     * Website development

             * Other than portal page, the website contents are shared.
               (possibly by linking)

             * <pingooo>: Let me try to understand what "shared" means.
               Will http://coscup.org/2010/program and
               http://gnome.asia/2010/program have identical content?
               <PockeyLam1>: pingooo: yes, same content, maybe even
               point to the same webpage
               <terral>: chihchun: that way each conference can keep
               information specific to itself maintained separately

     * Registration system

             * Combine the registrations into one.

             * Adding a column to indicate the interest of COSCUP and
               GAS sessions in registration form.

     * will have another conversations afterwards.



4) Share information about sponsorship


     * Sponsorship Open Discussion Topics:

             * Exchange CFS of both side.

                     * COSCUP -
                       http://dl.dropbox.com/u/343256/COSCUP2010-CFS-en.pdf

                     * GAS -

             * Contacted:

                     * CT: Nokia, Samsung, KKBOX, Microsoft, Yahoo!
                       Taiwan, Opera Taiwan, OpenFoundry, Pixnet, III,
                       Trend Micro, Canonical, Google, Intel, TTN,
                       Cavium Networks, Linpus, IBM, Novell

                     * GASC: Sun/Oracle, Mozilla, Google, Intel

     * Confirmed:

             * Sponsoring for co-event.

             * GAS's sponsorship levels and price tags will be aligned
               with COSCUP's CfS.

     * Issues:

             * profits shared as 50/50? (Refer to agenda item#6.)



5) Share information about speakers

Information Sharing:

     * (Same break time frames)
       During the two-day joint-conference, there will be 2 tea breaks
       and one lunch time each day. We need to keep these three time
       frames the same between GAS and COSCUP. Base on the same three
       break time frames, we can have different program time slots for
       GAS or COSCUP. (For example, if we have a 10:00-10:30 tea break,
       both GAS and COSCUP have the same break time frame. Then GAS can
       have a 10:30-11:00 & 11:00-11:30 sessions, and COSCUP has a
       10:30-11:30 session.)

     * (Opening & Closing)
       We plan to have joint-opening at 09:10-09:20 on Day1, 10-min
       duration, both GASC/CT team members can have a short speech.
       Closing will be at 17:00-17:30 on Day2. We can discuss if we
       have closing together or separately. (Based on the history, we
       have known that CT's closing may be very . and would like to
       share the joy with GAS:)

     * (Program committee schedule)
       1. COSCUP CfP is online and sending.
       (http://coscup.org/2010/en/programs)
       2. 6/18: deadline of CfP
       3. 7/4: announce joint-conference agenda/program

     * (Conference room arrangement)
       There are 4 different size conference rooms. We propose to
       assign sessions to rooms based on popularity of sessions,
       determined by the number of registrants that pick a session
       during registration. Basically, we may not have dedicated two
       rooms for GAS and the other two for COSCUP. We can arrange
       meeting room based on popularity of sessions each half-day.
       (Event staff team will help to change/update doorplates.)


Program Open Discussion Topics:

     * plenary talks

             * In the joint-conference proposal, it mentioned about
               "Plenary talks that span 2 tracks". It's also possible
               to "span 4 tracks" which may be helpful for sponsorship
               or marketing. Let's keep it as a open-mind discussion
               topic. If any of us (GASC or CT) may need one
               span-4-tracks speech, the program committee of both side
               can discuss the practicability. :)

             * 3 plenary talks and not more than 4 plenary talks. (only
               for diamond sponsor)

             * scheduled 45 minutes for each plenary talk (normal talk
               is 30 minutes, BTW)



6) Discuss about budgeting

     * COSCUP budget:
       http://spreadsheets.google.com/ccc?key=0AvhuMZjf1PYpdDA3Y1o4SmVtMVNySkFCemN1TlB1ZkE&hl=zh_TW

             * [TODO] we can mark which items are optional

     * <yippi>: perhaps a weighted formula would work best. For
       example. Perhaps 50% of the profits are split 50/50 and 50% of
       the profits are divided by which team got the sponsorship money.
       <yippi>: or perhaps sponsorship money from organizations which
       are known to donate to both events are split 50/50, and
       sponsorship money from events that are not typical sponsors of
       both events go to the organization that got the sponsor

             * The formula proposal would be discussed offline by email
               list.



7) Answer any question from COSCUP :) or anything COSCUP may want
to discuss(Booth team) Need GAS provide information in the future (Can
be discussed offline.)

     * Will be there posters/DM/exhibits of GAS? (booth team needs to
       arrange the booth locations and layout.)

     * Need any power supply at GAS booth?

     * Need any power supply at GAS sponsors' booth?






_______________________________________________
asia-summit-list mailing list
asia-summit-list gnome org
http://mail.gnome.org/mailman/listinfo/asia-summit-list