GUADEC Meeting Minutes (Feb 9, 2001)

[Dan Mueth <dan eazel com>]

             Minutes for the GUADEC Meeting For Feb 9, 2001
             -----------------------------------------------

Present:
--------
  Martin Wahlén
  Bart Decrem
  Dan Mueth
  Mathieu Lacage
  Havoc Pennington
  Claus Sorensen
  Rebecca Walter


Absent:
-------
  Kenneth Christiansen


Decisions:
----------
  * GUADEC team will not organize a party
  * Approved current draft of agenda


Work Done:
----------
  ACTION: Mathieu to give us list of last years attendees
    --> DONE
  ACTION: Claus to get details on sponsored bags: price, material, design, etc.
    --> DONE
  ACTION: Bart to look for sponsor for computer room
    --> Not Done
  ACTION: Mathieu to put together probably attendee list from various other
          lists
    --> DONE
  ACTION: Havoc to send email to advisory council
    --> DONE
  ACTION: Martin to obtain confirmation, talk titles, and brief summaries
          from each keynote speaker
    --> In Progress. Still waiting for replies.
  ACTION: Kenneth & Martin to propose a new draft of the tracks and talk
          schedule by Saturday (Don't forget to add GNOME 2.0 discussions 
          in there.)
    --> DONE
  ACTION: Everybody to discuss and finalize the tracks and talk schedule
    --> DONE
  ACTION: Bart and Dan to bring up talk and track schedule at Board meeting
    --> DONE
  ACTION: Martin, Kenneth, and Claus to decide whether to organize a party
    --> DONE


Work in Progress/To Be Done:
----------------------------
  ACTION: Bart change number for Claus
  ACTION: Mathieu to be contact person for people who need financial assistance
  ACTION: Mathieu to be maintainer for list of people who should be present
  ACTION: Rebecca will get GIMPers to get art for folder/poster and t-shirt
  ACTION: Bart to look for sponsor for computer room
  ACTION: Martin to obtain confirmation, talk titles, and brief summaries
          from each keynote speaker
  ACTION: Martin to get confirmation on keynotes: RMS, Ettrich, Heard
  ACTION: Bart to discuss with Sun: number of Sun people attending and
          open office issues and desktop group issues
          (try to get lead people from both open office and desktop groups)
  ACTION: Martin to contact Matthias Ettrich about his keynote and which
          four KDE people to have attend.
  ACTION: Claus will take down page for calls for papers
  ACTION: Claus will put up new program
  ACTION: Rebecca and Mathieu to make post on Gnotices
  ACTION: Claus to fix english on web site
  ACTION: Claus to look into restaurants and bars in the area 
  ACTION: Claus to get logos from sponsors by 2/20
  ACTION: Rebecca to get welcome letter from Miguel and Havoc 


Agenda Items Left For Next Meeting:
-----------------------------------
Review plan for Advisory Committee Meeting.


Coordinators
------------
  Sponsors			Claus
  Program			Rebecca
  Attendance/Sponsorship	Mathieu	
  Keynotes			Martin
  Materials			Claus
  Advisory Board Meeting	Havoc
  Food/Restaurants/Bars		Claus

Agenda:
-------
Support:
  * 34 people have asked for support
  * Mathieu will maintain list of people who need assistance
  * Mathieu will maintain list of people who should attend
  * Mathieu will make preliminary decision on who gets support, to be 
    reviewed by Board
  * Mathieu to coordinate all this work

Sponsored Bags:
  * Claus looked into it
  * Price: 4000 danish crowns = $1500

Programs:
  * Mathieu suggests designing a very nice folder well in advance
  * Mathieu suggests xeroxing program and sticking it in the folder
  * Rebecca will get GIMPers to get art for folder/poster and t-shirt

Sponsors:
  * Claus is in charge 
  * Levels: $2000   text listing in program or on back of brochure
                    + logo on web site + booth
            $5000   "" + logo on poster and on bag
            $10000  "  + logo bigger on poster +large booth 
  * Checks go to Danish LUG: DKUUG
  * DKUUG will write check to GNOME Foundation for left-over money
  * Need sponsors decided by 2/20 for artwork/logos
  * Claus to get logos from sponsors by 2/20

Production of Materials:
  * Claus is in charge of getting materials ordered
  * Takes 6 weeks to do printing
  * Artwork should be done by 2/20

Advisory Council:
  * Havoc sent out email
  * He hasn't gotten many responses yet
  * Theme around board meeting for GNOME goals for next 12 months

Keynotes:
  * Many speakers haven't replied yet
  * Not confirmed yet: Heard, RMS, Ettrich

Party:
  * Ximian wants to hold party 
  * GUADEC team won't organize it

Program:
  * Sun: Bart will discuss with them about attendees and representation
  * KDE: Ask Matthias Ettrich.  Try to support 4 of them.
  * Martin will ask Matthias which 4 should come, including Matthias.
  * Miguel will open
  * Havoc will close
  * Hashed out the final details
  * Rebecca will maintain the agenda, and coordinate any changes with
    the GUADEC planning team to finalize
  * Rebecca and Mathieu will make post on Gnotices :
	- registration
	- look at agenda
	- requests for support (deadline 2/20)

Rooms:
  * We have 10 rooms
  * Need a work room
  * Extra rooms for informal BOF's and meetings

Food:
  * There is a lunchroom and kitchen on site
  * Hire caterers to cook lunch
  * Claus will look into restaurants and bars in the area 

Welcome Letters:
  * Rebecca to get welcome letter from Miguel and Havoc 

Users:
  * Expect many users
  * Will advertise to DKUUG, which is huge
  * Good chance of recuiting new hackers