LOC conference call Jul 26, 2011

Attending: Bob, James, Libby, Matt K, Matt B, Tyler M, Tyler E, Jeff M

Summary of Actions
-
 * TODO: Bob, add Mark K to distribution list for speaker followup queries
 * TODO: Peter/Tyler: Review plenary slot descriptions - keynotes in particular are lacking and a few TBD for sponsor talks
 * TODO: Jeff providing description for BOF, Sol Katz for program.
 * TODO: Peter/Tyler - Libby needs more hi-res speaker photos for plenary speakers and logos, status?
 * TODO: Tyler provide OSGeo exhibitor description 75 words
 * TODO: Peter: provide welcome letter for program
 * TODO: At some point we will need to make the call on how many computers to put in rooms, i.e. allow a few extras for on-site registration? How many?
 * TODO: Program committee/Peter? Assess CANCELLATIONS - how to fill in cancelled speakers 2-3 so far.
 * TODO: More comments? Matt's top 10 going out tomorrow

General Items

 * 1) Matt K - will help confirm speakers, Bob described current situation.  GITA drafting follow up for speaker information package.
 * 2) TODO: Bob, add Mark K to distribution list for speaker followup queries

Printed Program
By AUG 1 - Need review of the descriptions for all plenary, group activities, BOF. Copy to list so website and program are aligned.
 * 1) TODO: Peter/Tyler: Review plenary slot descriptions - keynotes in particular are lacking and a few TBD for sponsor talks
 * 2) TODO: Jeff providing description for BOF, Sol Katz for program.
 * 3) TODO: Peter/Tyler - Libby needs more hi-res speaker photos for plenary speakers and logos, status?
 * 4) TODO: Tyler provide OSGeo exhibitor description 75 words
 * 5) Peter: is LOC page on website complete enough for use in printed program?
 * 6) TODO: Peter: provide welcome letter for program

Sponsorship/Exhibits
OpenGeo signed up as exhibitor

Hotel
Rooms almost full in our block - over 800 mark! Awesome!

Workshops

 * 1) Room allocations still looking good
 * 2) Master machine sent to Chris H for machine setup
 * 3) Two workshops have < 10 - how to handle workshops with poor sign up?
 * 4) TODO: At some point we will need to make the call on how many computers to put in rooms, i.e. allow a few extras for on-site registration?  How many?
 * 5) Jeff and James are aligned on workshop handout printed material prep timelines.

Academic
Libby working with Rafael and coast2coast for arrangement of posters, looking good

BOF

 * 1) Jeff coordinating more info for program and wiki
 * 2) Libby looking at room sizes list for references

Program

 * 1) TylerE - looking at final rearrangements of schedule and finding bios may be messed up where primary presenters were switched.  Continuing to review.
 * 2) Bob sending confirmation speaker spreadsheet to list
 * 3) are follow up emails including academic speakers?
 * 4) TODO: Program committee/Peter? Assess CANCELLATIONS - how to fill in cancelled speakers 2-3 so far.
 * 5) Recommended to look at registration list and rejected speaker list - to come up with backup list of people who will already be attending

Marketing

 * 1) GITA focus on top 10 + video in their mailout next week
 * 2) TODO: More comments?  Matt's top 10 going out tomorrow

Code Sprint

 * 1) Any ideas for how to continue promoting it
 * 2) Tyler continuing to work on sponsors for some food
 * 3) Review code sprint budget and line up catering

AGM

 * 1) Libby confirmed ballroom availability until 6pm - booked
 * 2) Jeff has been including AGM requirements in the RFP, hard to keep on the priority list for LOC somehow (lesson learned, but what lesson? ;-) )