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

[Paul Cooper <pgc openadvantage org>]

----- Anne Østergaard <anne oestergaard nu> wrote:
[snip]
> Could you tell us which 4 keynotes who have accepted.

Yes, in no particular order; Ari Jaaksi, Robert Love, Alex Graveley, and Jono Bacon.

> 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.

I'll open this out to the community - anyone want to design a postcard flyer for distribution? Feel free to ping me for more info if you need it.

Paul

> 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
> >
> > _______________________________________________
> > guadec-list mailing list
> > guadec-list gnome org
> > http://mail.gnome.org/mailman/listinfo/guadec-list
> >
> 
> _______________________________________________
> guadec-list mailing list
> guadec-list gnome org
> http://mail.gnome.org/mailman/listinfo/guadec-list


-- 
Paul Cooper                    |  Tel: 0121 634 1620
Assistant Director             |  Fax: 0121 634 1630
OpenAdvantage                  |  http://www.openadvantage.org