Re: Conference Booth Organization

[Leslie Proctor <proctors pacbell net>]

Let Tim Ney know if you know of a conference
opportunity - he knows the budget capabilities and can
get permission for the spending from the Board.  Do it
as early as possible.  A bunch of the things discussed
exist, but if there's not enough time to get them to a
volunteer, then it's no good.  

We've done things in the past like send a printing
order to a local Kinko's for pick up by volunteers (if
there's a Kinko's in the area)That way all the
volunteer has to do is pick up the order.   We've also
sent files to be printed locally and we've shipped the
materials directly.   But time is needed to plan and a
couple of weeks is simply not enough.  Often, even a
month isn't enough.

Everything that would be in a media kit is on the
GNOME web site and can be pulled off at any time. 
It'd consist of recent press releases, and the general
description of GNOME.

We could use a disk of some kind with screenshots,
etc.  If anyone wants to step forward and make that,
it'd be very appreciated.

Leslie
 
--- Sriram Ramkrishna <sri aracnet com> wrote:
> I'd like to throw in my 2 cents.  Yeah, the whole
> thing was kind of rushed
> unfortunately.  I think funding requests need to go
> into a list so that
> multiple people can look at it.  I had sent my booth
> stuff early june
> to mid june.  (I can't remember)  I haven't heard
> any response.  I figured
> everyone was at GUADEC so I waited till people came
> back.  So there was
> a timing issue as well.  I generally like to do
> things early so that I
> can plan properly.  But in anycase it all worked out
> so I'm okay.
> 
> What I would also like to add is:
> 
> a) cached media kits in various countries and
> regions.  That cuts down
>    on international shipping which expensive to
> spend money on.
> 
> b) If you're going to talk about conference funding
> then you need to set a
>    budget on how much you're going to spend on
> conferences per year.  That
>    way you know how much you're willing to
> re-imburse people.  (hopefully
>    the foundation has an accountant. :-)  My
> expenses for instances came
>    to about 185 U.S. dollars.  Not bad.  But others
> might be more 
>    expensive.
> 
> c) Need a budget on GNOPPIX cds.  When I researched
> this, I found that it
>    costs about 2000 dollars.  Forget it.  Better to
> have people buy CDs
>    from some bulk places and burn it themselves at a
> bulk burn fest or
>    something.
> 
> Anyways those are some things I thought off.
> 
> > There will be fosscon in Malaysia
> > http://opensource.mimos.my/fosscon2003/index.html
> > 
> > "FREE & OPEN SOURCE SOFTWARE CONFERENCE 2003"
> > 
> > there is no booth specificlly for gnome there  but
> the organizer is kind 
> > enough to give me some place to show my gnome l10n
> stuff.
> > i cant afford a booth :(
> 
> Ask if they can waive the booth costs.  As a
> non-profit they might 
> allow you to do that.  At OSCON, they let us have a
> booth for 
> free (5K cost).  You can always make the argument
> that GNOME is a
> volunteer based non-profit organization and can't
> afford to pay.  See
> if they will reduce the costs.  Tim N. to the
> rescue? ;)
> 
> > anyway, it will be great if i have something from
> the foundation.
> > so i plan to use/show my own box (with garnome)
> there.
> 
> Yes, thats what I did.  Showing off GNOME on a
> laptop is good too.
> Please let us know what materials you might need so
> that we can take
> appropriate action.
> 
> > i dont know whether a sole booth for gnome is
> needed or not?
> > maybe speaker from gnome community?  next year???
> 
> If not you could always do a BOF?  You could do it
> yourself, 
> there are lots of speaker notes from GUADEC that you
> could use 
> and create a talk.
> 
> Anyways, some ideas for you.
> 
> sri
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