FOSS4G 2014 Planning Meeting 28th January

FOSS4G LOCMeeting Minutes, January 28, 2014
Next meeting Feb 11th, 2014

Attending

 * In the room: Darrel, Tanya, Molly, Beth, Neill
 * On the Phone: Eli, Matt

Agenda

 * Website
 * Volunteers
 * Call for Papers
 * Gala
 * Trimet
 * Sponsorship
 * Calendar
 * Review Process
 * Academic Track

Website
We have a website - woohoo! Sam has been working from the road and will be pushing a bunch of stuff soon. It has been making the rounds on Twitter.

Volunteers
The list is filling in, slowly but surely https://docs.google.com/spreadsheet/ccc?key=0AvyoBkcA5XiodFMzWnp5UkE0ZWNNV3JQVGZKeW5Hb1E&usp=drive_web#gid=0

Call for Papers
We need to draft one asap for the general tract. What should we ask people for?


 * Title
 * Abstract (max 400 words)
 * Keywords
 * Target Audience
 * Name
 * Email
 * Country / state

Measure of speaking experience? debate?

We will open it up in 2 weeks (Tuesday the 11th), and close according to the schedule.

Review process will be deliberated next time. We will probably do a blended method of community vote, followed by an internal program review that balances the program tracks.

Gala
WFC was pretty awesome - looks like a great venue for a Gala, and readily accessible by public transit.

Eli suggests that we defer deciding until we know if we can get Trimet passes for everyone. Discussion. Seems like we are ok with committing to it since all venues would have transport challenges.

Beth asks about transportation - are we ok with committing to some buses (10 for now and we will drop those we don’t need by whatever deadline they specify - Beth will check). Wwe are ok with school buses.

Transit -> 850 week long passes will cost $22,100 street price.

We should move to figure out who would be the correct person to talk to at Trimet, and get that process going once the sponsorship process is underway.

Sponsorship
We will change the early bird date to February 28th.

Eli to send out individual outreach to past sponsors. Darrell will send the list of sponsor brainstorm ideas.

Sponsor tasks needed in the next week:

 * Need a call for sponsors, need to link to it
 * Need to eblast the known sponsor list
 * Brainstorm and contact local sponsors
 * Send individual follow-up emails to gold level and higher
 * Darrell has loaded previous attendees into MailChimp
 * Need to load sponsor list into MailChimp
 * Need to create a MailChimp template w/ our branding.


 * Need to add detailed sponsor table to website (html)

Revised PDF is on Dropbox - will upload to TeamSitePM asap

Sponsor Booth Specs
DWA Trade Show & Expo Services - does largest occc event $42 per10x10 space OCC is electrical provider $88/booth, 5amp (one plug) -

we will comp the booth costs for all the sponsors unless someone asks for something tres exotique

Beth asks for pipe and drape color - consensus is black

Calendar
Is everything on the calendar still reasonable? We went through the Teamwork list and checked and updated through June, so that dates are as realistic as possible

Pricing Discussion
We are looking on target for a 600/750 early/regular price breakout. Workshop costs are TBD pending more knowledge about sponsorships.

Academic Track
Eli and Darrell spoke with Franz-joseph and he has drafted a CFP and will be contacting reviewers (need to confirm who is contacting?)