[guadec-list] GUADEC report week 28

[Sam Thursfield <ssssam gmail com>]

Hi all

This is my weekly summary of what I did with regards to GUADEC
organizing. There are less than 3 weeks left until the conference!

* Conference call on Monday 3rd, minutes:
  https://wiki.gnome.org/GUADEC/2017/Meetings/20170703

* Many emails:
  - Emailed desktop-devel list encouraging registrations (and warning
    of the 14th July RSVP deadline for the birthday party)
  - Emailed all registered people with bits of info
  - Requested more funds for use ordering merch & in case of any
    last-minute emergencies

* Birthday party:
  - Cake is allowed
  - Sound system is present suitable for background music

* Insurance:
  - Bought public liability and employer's liability insurance

* Merchandise/printing:
  - Danny Abukalam offered us 200 Codethink lanyards, and looked
    into a supplier for A7 pockets that could be used with them.
  - Ordered 200 water bottles from allbranded.co.uk, obtained and
    sent black & white vector versions of PIA and GNOME logos

* Registration payments:
  - There is an iZettle device in the event box which we should be able
    to use to take card payments on the info desk. We'll need an iZettle
    account and some Android device to link it to.
    I'm not sure where the event box is right now.

* Schedule:
  - Got confirmations from people who hadn't yet confirmed their talks
  - Clarified that lightning talk and open talk signups start at 11AM
    on the relevant day at the info desk
  - Looked at getting schedule into the Giggity Schedule Viewer Android
    app.
    - Spent a while discovering https://github.com/Wilm0r/giggity/issues/16
    - Got it to work via QR code scanning
    - Mailed the author asking to add GUADEC 2017 to the menu; no reply
      yet

* Social events:
  - Looking into whether we can use the football pitch at the venue

* Travel:
  - More hotel bookings
  - Lots of work on room allocations, helped by Max
  - Chased up two peoole who booked rooms but never paid, who it
    turns out are both no longer attending.

* Videos:
  - Chat with Gary Perkins about requirements, he can attend the
    practice recording on Monday 24th and can arrange 2 laptops with
    enough storage each for 3 days worth of video & audio
  - Bought 2 clapper boards: audio & video will be recorded
    separately this year so sync points will be super useful
  - Got Dave King to post up one of the video cameras so we can do a
    test recording, & sorted postage cost
  - Sourced a 2nd Zoom H4n audio recorder

* Website: various updates

We're meeting tonight at 18:00 BST, the proposed agenda is here:
<https://etherpad.gnome.org/p/guadec-agenda>