FOSS4G 2014 Planning Meeting 18th November

FOSS4G LOC Planning Meeting Renewable Funding November 18, 2013 5:45-7:30

== ''NOTE: Next meeting will be Tuesday December 3nd @ 5:45pm at Renewable Funding to follow-up on the action items below. We will meet every 2 weeks from now to the end of the year.'' ==

Attending:
 * In the room: Molly, Darrell, Reid
 * On the phone: Eli, Matt, Tanya, Neil, Greg, Percy

Agenda
 * See also previous meeting notes, FOSS4G 2014 Planning Meeting 12th November


 * Platform for managing paper submissions
 * Molly presented on several options
 * We can expect 400+ submission
 * Need to check if there is existing community voting method


 * WhereCampPDX co-location with Code Sprint
 * Reid gives some background on Eliot Center and wifi provider
 * Sponsorships through FOSS4G add-on and WhereCampPDX on smaller local companies
 * Previous year's budget link to get added here _______ or sent to list
 * Mostly dedicate code sprint space (shared for morning announcements and lunch)
 * Not necessarily combined registration
 * Stumptown mostly taking lead on organizing for both days, FOSS4G probably venue, food
 * Avoid last day FOSS4G double booking with WhereCampPDX party, possible opportunity to combine on OSGeo Annual Meeting and then progress to party


 * logo design process
 * Timeline will be sent to list (December 23rd for final)
 * Concept research, send ideas starting now
 * PDX is (mostly) consensus for name
 * Last opportunity to brainstorm ideas and pass along to Elizabeth
 * Sponsorship updates
 * Mountain theme, Mt. Tabor, St. Helen's
 * Lists have been assembled, need to remove duplicates
 * Review for appropriate contacts
 * Some focused email and phone follow up
 * Mailchimp, constant contact or something else to track outreach
 * Roll out soon (before logo)
 * Need to determine source to keep all this in (shared google doc?)


 * Hotel
 * Not very interested in Hotel block, too high a risk
 * Convention center


 * GIS Day video
 * Contact Madeline or Christine for Darrell to make announcement
 * ORURISA/GIS In Action coordination
 * Occasional announcements
 * Regular Announcements
 * Program Announcement
 * Potential media sponsor? Professional organization affiliation? ORURISA and/or URISA?
 * Press Releases
 * Percy will proofread
 * Darrell will help
 * Nate is really good at this stuff, Percy will talk with him
 * Need outlets/media sponsors, see media sponsors at 2013


 * Academic Update
 * Do we want to keep using existing OJS instance? (i.e. we could take overpayment and administration)
 * Helena interested in helping at AGU


 * Website
 * Darrell to send email update on this


 * Nottingham details coming in, FOSS4G2013_Cookbook


 * Sending update
 * Required to Board
 * Discuss too

To do list before next meeting
 * Eli to do theme recap on list, either come to decision or pass raw material to Elizabeth
 * Percy to respond to Helena on AGU
 * Percy to email Nate DiNiro about outreach Percy did this, will report back
 * Percy to look into (existing) OJS more
 * Darrell to contact Paul Ramsey about community voting
 * Reid to send budget outline
 * Eli to combine sponsor list and start
 * Eli to come up with Press Release schedule and combine with Molly
 * Darrell to sign up for mailchimp
 * Eli to come up with shared source for sponsorship stuff Done, teamworkpm for now