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