FOSS4G 2013 Planning Meeting March 22nd

Attendees: Steven, Addy, Barend, Jo, Mark, Peter, Suchith, Jo, Ian H, Rollo, Antony

Apologies:
 * Semester started and I will be busy with lectures / lab exercise this afternoon. Good luck - Franz-Josef

Review actions from previous meeting

Academic track
 * 26 papers in review, 23 already have 1 reviewer, 15 reviews already in

CfP and CfW
 * Papers - 25
 * Workshops - 23
 * Consider 2 days for workshops once proposals evaluated after F2F.
 * What would we do if not enough papers in? Extend? Community vote?
 * Jo to lead on this decision (Steven away).

Publicity
 * Need for more non-UK publicity, if poss in local languages - country contact
 * AGILE
 * Twitter (Addy will scan for )
 * OSGeo local chapters: Custom mailing list for replication to country - Barend to get email (include SA)
 * Comms group to make sure blast goes out on workshops
 * Sucith will also send to range of lists
 * OSGeo Advocate list (useful) - http://wiki.osgeo.org/wiki/OSGeo_Advocate (has named contacts in countries!)

Website:
 * rationalise menus (Comms Group)
 * pages to be updated by various LOC (Addy done, Mark, Matt to do) reminder A
 * pages need to be made public, then added to menu (admins)
 * increase Amazon instance for submissions time


 * redacted*

Code sprints on Sunday.
 * Some other sponsors highly likely.
 * Web mapping shoot-out - Geoff McKenna has organised in the past. Steven to contact (also AGM and Sol Katz).

Map Gallery
 * Rollo negotiating with CASA for display technology (iPad wall). Digital displays outside rooms are also a option.
 * Call for maps should go anyway, while we are getting technology sorted. First call is ready to go: Rollo/Ken. Second (formal) call after 12th April.

Contract and wifi
 * We had a proposal from the venue for a 400MB connection but at a cost of £25k! I have told the that is not on and offered £5k, they are now trying to get a lower cost quote from another supplier. I think we are * going to have to live with the 100MB that they can offer.
 * On site responsiveness to issues is also important.
 * Contract otherwise ready to go - unlikely we will need OSGeo contribution for deposit. Peter to inform Daniel.

F2F 24/25 April
 * Meeting and hotel rooms now booked (let Clare know if more rooms needed ASAP).
 * Overall timing: 11.30am Wed - 5pm Thur.
 * Peter will be available if needed.
 * Note that work will be needed by all in reviewing proposals before meeting. Weeding of non-starters is needed...
 * Rollo will draft notes on previous methodology. DONE
 * Community ranking was strong driver in previous confs, with rebalancing for eg case studies - tendency for community to have technical leaning.
 * Timetable to be drafted when Steven gets back.
 * Claire should contact Suchith on any logistical issues.

AOB
 * SF away from 28/3 to 18/4
 * Programme - lots of 'minor' events to be fitted in.
 * Where should self-organising groups go to get eg rooms, communicate with each other etc? Website, whiteboards, daily one-pager update sheet, all low tech if poss. Consider allocating space, late-breaking announcements.
 * Will we have printing facilities? Not great at EMCC. Good quality printer will be needed - Suchith to investigate a loan for the duration.
 * Jo to lead on 5th
 * Call on 19th to go ahead