FOSS4G 2009 Meeting 2008-08-29 (Venue/Date selection )

=ACTION NOTES= =FOSS4G 2009= Organising Committee Meeting held on Friday 29 August 2008

Present: Committee (OC): Cameron Shorter (CS) Via teleconference: Shoaib Burq (SB), Dave Patton (DP), Bruce Bannerman (BB), Jeff McKenna (JM), Harley Press, Simon Hope Tour Hosts (TH): Denisa Adamova, Janelle Driscoll, Kirsty O’Brien, Andrew Durbridge Apologies: Tyler Mitchell (TM), Tim Bowden (TB), Chris Tweedie (CT), Markus Lupp (ML), Mark Leslie (ML)

=Venue and Conference Dates= =Discussions=
 * TH is investigating the option of having the exhibition in the Parkside foyer rather than hiring Exhibition Halls. This would reduce the venue cost. TH to confirm once floor plan approved.
 * If choosing the SCEC, additional costs of $33.50 pre person would be added to the registration fee for each delegate (this does not reflect accommodation costs).
 * OC confirmed that the SCEC is a better location for the Conference.
 * For the moment SCEC is the preference. But we need to look at accommodation options and dates at both venues.

=Actions=
 * TH to send the list of accommodation options to the OC.
 * TH to look into alternative venue options.
 * TH to contact SCEC about other alternative dates.
 * CS to send an e-mail the OSGeo list asking people about preferred dates for the Conference.
 * TH/OC would like to have the venue and date confirmed by Friday 7 August.

=Sponsorship and Exhibition=
 * Jeff McKenna and Bruce Bannerman will have a lead role in Sponsorship and Exhibition.
 * OC is happy with the sponsorship hierarchy and target.
 * TH to draft the Sponsorship and exhibition document. This document will include the entitlements of each package and the number of packages available.
 * It was decided that private information (including the Sponsorship and Exhibition Document) should be sent using the foss4g-private e-mail address rather then the private wiki.

=Website=
 * TH to convert the website to HTML.
 * TH to reply to OC comments on the wiki website page.
 * TH to update the website with the comments the OC has provided and resend the test link.
 * Dave confirmed that he can help with converting pages of the website to PHP.

=FOSS4G 2008 Promotion=
 * TH staff may be attending the FOSS4G 2008 conference to look at the technical and logistical parts of the Conference. To be discussed further at the budget meeting on Wednesday.
 * It was suggested that an Jeff McKenna will be in charge of promoting FOSS4G 2009 to sponsors, exhibitors and delegates at the FOSS4G 2008 Conference.
 * Confirmed Australian attendees: Chris Tweedie, Tim Bowden or Ben. CS to contact all of them and confirm their attendance.
 * JM will contact the 2008 conference organisers to organise for postcards promoting FOSS4G 2009 to be in the delegate satchels as well as advertising the 2009 conference in either/ both the opening and closing ceremony.
 * TH will produce a pull up banner to advertise FOSS4G 2009. This will be placed at the OSGeo exhibition stand.
 * TH to produce session slides and a video advertising FOSS4G 2009 to be played at either or both the opening and closing ceremony.

=Budget=
 * TH to send an e-mail to the foss4g2009- private list to set up a budget meeting. It was suggested that Dave Patton, Paul Ramsey, Cameron Shorter and Bruce Bannerman should attend the meeting. (tentative date Wednesday 3 September at 9.00am)
 * TH will go through the budget in detail during this meeting.
 * After the budget meeting TH to update the budget and circulate the budget via the foss4g2009- private list for further comment.

=Use of the Wiki and IRC=
 * All agendas, to do lists and action notes to be posted on wiki not sent around in e-mails.
 * There is a FOSS4G IRC channel that can be used for meeting reminders
 * Agendas to be placed on wiki at least 4 days prior to the meeting date.

=Project Plan and Program Timeline=
 * TH to add a link to wiki with the Project Plan and Program Timeline.

=Next Meeting=
 * TH to send around suggested dates for all meetings in 2008.