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Hi everyone! The local GUADEC 2015 team had a small meeting on the 14th. These are the notes: GUADEC 2015 - Local Meeting 2014-10-14 = Participants = Kalev Fabiana Andreas S Andreas N = Agenda = * Venue * Sponsorships * Website * Volunteers * Speakers * Next steps = Venue = * Andreas N spoke to Leif-Göran about Humanisten. This was our initial proposal for a venue, but had been discarded due to renovations. * Leif-Göran mentioned the renovations might have been postponed, so that we might be able to host GUADEC there during the summer. * Leif-Göran will confirm this information with the university. He’ll have a preliminary answer on November, and a definitive one in December. * Our alternatives for a venue are: * Gamlestans medborgarhus - Rent for 3 days at ~13000 SEK * Frilagret + Folkets Hus - Rent for Folkets Hus for 3 days at ~15000 SEK + tax. ACTION: Andreas S will try and book a visit there. * Chalmers Technical University - The regular rent for Chalmers is really high and out of questions for GUADEC. However, Kalev has a contact there who might be able to lend us the halls for free. ACTION: Kalev will try to get in touch with them next week. = Sponsorships = * Fabiana and Andreas have written a draft of the brochure to be sent to the Board. * Question: Do we we need the text in Swedish as well for local sponsors? It might be a good idea for reaching out to sponsors with local interest, such as Unionen. * We need to tweak the text to mention we’re a non-profit first off. * We need to start a list of potential sponsors in the GNOME wiki. ACTION: Andreas N to create initial page. * We already have a potential small sponsor (688 USD). * Having a study circle format for our meetings allows us to get some sponsorship from the local government. ACTION: Andreas S to ask Stian about how this is done for FSCONS. * Oliver started an application for support from regional government. ACTION: Andreas N and Andreas S to review the application. * There are a few people who might help us find sponsors: * Jasmine Lyman - ACTION: Andreas N to contact * Tech groups at Chalmers - ACTION: Kalev to contact = Website = * We need something basic up as soon as possible, with details on location and sponsorship. * Conference management software has been a struggle in past GUADECs. * FSCONS uses frab, a replacement of Pentabarf which has been tested for GUADEC before. ACTION: Andreas S will get more information about the system from Gregoir once FSCONS is over. * Patrick Uijterwijk from GNOME told Andreas N he's working on a system as well. ACTION: Andreas N to reach out to Patrick about this with Kalev, who’s interested in keeping tabs on this, on cc. * We need to offer at least one payment method in addition to PayPal. = Volunteers = * We need to expand our team of volunteers for our next steps * How many volunteers do we need? * GNOME Wiki says 1 coordinator, 5 highly involved and 10 committed. The wiki also has clear areas needing volunteer leadership- * ACTION: As we move things to the wiki, assign yourself to areas of your interest. = Speakers = * We brainstormed some potential local speakers in the area (keynote and others): * Jeremiah Foster from Debian and Genivi * Smári McCarthy (Iceland) from Mailpile * Jasmine Lyman from Collaboratory * Henrik Sandklef from GNU and the IT University * Jonas Öberg from Commons Machinery (Creative Commons) * There is a list of suggestions on Google Drive already. ACTION: Fabiana to move this list from Google Drive to the GNOME Wiki. * In order to explore the local FOSS community, we’d like to focus on having local speakers (from Sweden, expanding to Scandinavia). As a side effect, we’d also save money on flights. = Next steps = * Action items from this meeting * Start structuring a proper budget document. ACTION: Andreas N to reach out to Alexandre for help and reference from GUADEC 2014. * January: open call for papers, decide on the format of the conference, put together travel and accommodation details. * The goal is to have the conference between late July and early August. If we’re short on sponsors though, we can push it to June or September. * Fabiana is away for work from May 28 to June 4 * Swedish midsummer holiday is on June 19 and 20 * We should meet again in two weeks. = Action items = * Andreas S will try and book a visit to Folkets Hus. * Andreas S to ask Stian how study groups are set up for FSCONS. * Andreas S to ask Gregoir about frab once FSCONS is over. * Andreas N to create a page in the wiki for potential sponsors * Andreas N to reach out to Patrick about a GNOME conference management system. * Andreas N to reach out to Alexandre for help with budget tracking * Andreas N to contact Jasmine Lyman from Collaboratory about sponsors * Andreas N and Andreas S to review Oliver’s application for the regional government. * Kalev will get in touch with his contact at Chalmers with regard to venue. * Kalev to contact Chalmers regarding sponsorship opportunities * Fabiana to move information from Google Docs to the GNOME Wiki. * Everyone to take ownership of different organization tasks listed on the GUADEC planning guide. - Andreas |