Re: [guadec-list] Guadec Planning Meeting Notes - 20th January 2007

[Anne Østergaard <anne oestergaard nu>]

On ons, 2007-01-31 at 00:24 +0000, Thomas Wood wrote:
> Below are my notes from the Guadec planning meeting that took place on 
> the 20th January. Please feel free to comment on any of the points made.
> 
> -Thomas

Thank you very much for this update, Thomas and the team!

Could you tell us which 4 keynotes who have accepted.

The reason I am asking is that we need fliers or better postcards for
coming events to inform other communities about GUADEC.

I put this item on the agenda for the next board meeting:

Print material: Postcards or fliers to announce next GUADEC's time
and venue, and major keynotes or highlights. If possible ready for
FOSDEM 24-25th of February. (Ask the Birmingham team to prepare.)

Now I have already asked you directly.

Kristiansand team did some fine postcards. They might have a print file
to send you as an example?

I might also be able to take readable photo's of the two sides?
---

About catering:

In Copenhagen we were 150 participants and we picked and composed our
own lunch from a long table with a buffet with about 8 different
dishes:   
2 or 3 vegetable sallads, meat, fish, cheese, eggs, fruits and two types
of bread.

In the mornings we had a simple breakfast buffet. Self service on the
venue:)


Regards

Anne

> 
> 
> 
> Guadec Planning Meeting Notes
> =============================
> 
> 20th January 2007
> 
> 
> Attendance
> 
> Paul Cooper
> Bastien Nocera
> Thomas Wood
> 
> 
> Budget
> 
>      * Board has requested some form of budget
>      * Would be difficult to produce a detailed budget
>      * It would be useful to produce a list of things that we know we
>        need to spend money on and have a rough idea of how much it might
>        cost
> 
> Catering
> 
>      *  Do we include lunch with registration if possible?
>      *  Venue has set caterers, and is not flexible on this. We need to
>         know what they provide and if it is suitable.
>      *  Another possibility would be to ask a nearby hotel if they could
>         do any catering at a reasonable cost
>      *  Packed lunch style catering may be another option if we run out
>         of other options.
>      *  Lunch might only be provided during core days to keep costs down,
>         and to allow more flexibility. There are plenty of eating places
>         nearby ranging from cheap fast-food to supermarkets to more
>         expensive eateries.
>      *  Lunch will be an hour and a half which should allow plenty of
>         time for impromptu meetings and discussions.
> 
> Accommodation
> 
>      * Still waiting to hear from Aston about availabilities
>      * Difficult to live up to 2006 "village" style accommodation
>      * Most cheap places are out-of-town, and would require transport to
>        get to the venue
>      * Possibility of organising bus or train passes since public
>        transport is relatively good
>      * Booking out a youth hostel may be a last resort, but there were
>        concerns about security.
> 
> Sundries
> 
>      * Long discussion about what gifts/souvenirs we wanted to give out
>      * It was generally agreed that conferences tend to always give out
>        lots of literature that is not often useful or read. We would
>        like to keep this to a minimum if possible to save the
>        environment.
>      * It would be nice if sponsors had leaflets at stands so that people
>        could pick them up if interested.
>      * Gnome branded laptop stickers was one idea of something novel and
>        interesting people may appreciate
>      * Branded USB drives were another idea
>            o These could be pre-loaded with sponsor literature, including
>              "interactive and multimedia" content. May be more effective
>              than paper literature if done well.
>            o Possibility of a small "website" pre-loaded to introduce the
>              conference and include other information. Possibility of
>              this being created as a community project.
>            o Include many other things, such as videos and demos. Perhaps
>              even include some good videos from previous conferences.
>            o Wacky idea about including a vmware image of GNOME 1.0 to
>              remind ourself how far we've come
>            o Could use credit-card sized cdrws if usb drives are too
>              expensive?
>      * Possibility of using Spreadshirt to print t-shirts.
>      * Shirt design could be a community project.
>      * Only include one t-shirt this year? Lots of people were giving out
>        t-shirts last year, so their value and novelty is probably less, 
> 
>        especially for anyone who regularly attends conferences.
>      * Possibility of polo shirts for helpers?
>      * Look at last years budget for some idea of how much to spend on
>        attendee packs
>      * Flyers/Banners
>            o Talk to Conservatoire about having banners attached to the
>              building
>            o Possibility of back drop banners in the main rooms
> 
> Website
> 
>      * Front page needs to be organised
>      * Minimal approach may help prevent usability problems from last
>        year with regards to finding information
>      * Replace or remove GUADEC 2006 tab
>      * Look at Oscon website for ideas of what information to present
>        (their conference is around the same time as ours)
>      * Call for papers system needs to be made ready for 2007
>      * Information needed (or linked to) from front page:
>            o About Guadec
>            o Link to last year
>            o News
>            o Schedule (when available)
>            o Keynotes
>            o Local Information
>      * Use Sponsor Brochure for content
>      * Mirror entire website somewhere accessible for development?
> 
> Call for Papers
> 
>      * Need to make sure there is a clear copyright message and terms and
>        conditions message when people submit papers
>      * Video agreement also needs to be at the submit stage
>      * Box for comments if don't agree to the license (e.g. someone may
>        want to add a non-commercial clause)
>      * Setting up the papers committee
>            o One person will chair and also decide acceptance rules.
>            o Ross Burton was mentioned as a possible candidate for this
>              role, and Bastien will contact him. Advantages are that he
>              is relatively local and well known in the community, as well
>              as being very aware of the current topics of interest.
>            o Michael Meeks was also mentioned as he has previous
>              experience in this role and would be very able to assist the
>              chair.
>            o Davyd Madely has also expressed an interest in being part of
>              the committee, and it would be good to have him involved.
>      * Need to be aware of the possibility for half hour/whole hour
>        papers.
>      * Deadlines
>            o Need to factor in Gnome release dates for when people will
>              be too busy to work on a paper submission.
>            o End of February or mid March may be a possibility for the
>              end of the call for papers
>            o Ideally would have final list of papers by the end of March.
> 
> Sponsorship and Money
> 
>      * The lack of an agreed place for sponsors to send money is holding
>        up progress
>      * Bastien will ask a bank to find out what is the best option for
>        us.
>      * Paul to find out if there are any other options
>      * We need to find an accountant to manage the account
>      * Appointed treasurer will authorise expenses
>            o General rules would be that items less than �100 would be
>              bought and expenses claimed back.
>            o  Anything more than �100 would need to be invoiced.
> 
> Keynotes
> 
>      * Invitations have been sent, and four have already accepted
> 
> Visas
> 
>      * Paul will deal with any requests that are needed
>      * Add a link on the website to British embassy so people can find
>        out what they need to do
> 
> Advertising
> 
>      * Get in contact with magazines, and ask that they mention Guadec in
>        any GNOME 2.18 articles
> 
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