FOSS4G 2009 Organising Committee Meetings

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Introduction

The FOSS4G 2009 Organising Committee is responsible for the organization of the conference. More information can be found on the FOSS4G_2009_Governance page.

All wiki pages for FOSS4G 2009 meetings are listed under the Meetings category

Next Organising Committee Meeting

time and date: Meeting Calendar
Agenda:

Prior Organising Committee Meetings

2008/12/12 Cameron + Tour Hosts

Present:

Cameron Shorter
Daniel Branik
Julia Vernon
Denisa Admova

Key notes:

Tour Hosts agreed to exclude TH staff accommodation costs from the budget. Of note, hotels often give free rooms if there are sufficient people booking through them. It was agreed that Tour Hosts could make use of these free rooms, unless it has already been promised to FOSS4G in the proposal or contract. Action: Tour Hosts to check.
Tour Hosts intend to use in house resources to support Workshop setup. Cameron noted that FOSS4G need to verify that Tour Hosts are not over-charging. Action: Tour Hosts to provide cost estimates and break down of costs which OSGeo can compare to alternate suppliers. OSGeo will have the option to use alternate supplies TH prove to be too expensive.
Budget is being updated and should be put out today. Hopefully this one will be final sign off.
Agreed to use Google Docs for review of key documents like budget. Comments from the OC can be set to strikeout font by TH once actions are addressed.

2008/12/03 Organising Committee

Logs at: http://logs.qgis.org/foss4g/%23foss4g.2008-12-02.log

Outstanding actions: ACTION: Cameron to arrange with TH re to-do list/communication

Started using Google Docs Spreadsheet at: http://spreadsheets.google.com/ccc?key=pu9014gybzrdbXehN8JAJfg
Cameron needs to notify and get buy in from TH

ACTION: Budget

Waiting on TH to accept budget review comments.

ACTION: TH: Does TH require more feedback from the OC?

ACTION - Cameron to follow up with TH re sponsorship.

Kirsty from TH is incorporating changes, will get Cameron to review Showcase sponsorship section.
Kirsty will circulate a sponsor/lead list for OC to fill in.

ACTION - simon to send preliminary program info to the list for discussion

Simon: I have a meeting arranged with TH (today) at 12pm to discuss the program in more detail. I will report to the OC after this meeting.

ACTION: Make decision on workshop venue by vote.

TH has done this and have all OC expressed preference? - Are we in position for the OC to take a decision on this - if not then what outstanding information is required - this seems a priority for tomorrow's meeting?

2008/11/19 Organising Committee, plus Tour Hosts

time: 1:00 PM Sydney time
location: meeting was done via Skype teleconference
Minutes: are available on this page's discussion page
Agenda:
1. decide who will record Minutes of this meeting
2. select chair for the meeting
3. confirm date/time for next meeting(s):
  - OC meetings
  - meetings between OC and TH
4. items for discussion:
  1. Timetable and To-Do list
  2. Budget: status, next steps, timetable
  3. Venues:
    1. SCEC: tour results, exhibition booth space
    2. Workshops venue: status
    3. Other venues: Code Sprint, Social
  4. Program:
    1. what items have to be confirmed, and by when, to 'move forward'(e.g. with Sponsorship Prospectus)
    2. Workshops/Labs
    3. Conference Program:
      - 2007 Program: http://www.foss4g2007.org/program_overview/
      - 2008 Program: [1] and [2]
    4. Social event(s)
    5. Code Sprint
    6. Technical Visits/Tours
    7. Outreach Activities

2008/11/12 Geospatial Integration Showcase

Minutes

2008/09/10 (Program And Venue)

Minutes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities

2008/08/29 (Venue/Date selection )

Minutes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities
Agenda:

Venue and Conference Dates
1. TH to table venue comparison – OC/TH to discuss
2. Meeting dates to be confirmed - based on venue selection:
  - UNSW: 17 – 21 November
  - SCEC: 23 – 27 November
Sponsorship and Exhibition
1. Sponsorship hierarchy – OC to confirm
Website
1. TH/OC to discuss
FOSS4G 2008 promotion
1. TH/OC to discuss
Budget
1. TH to table budget to OC chair and Treasurer
Next Meeting
1. Discuss dates

2008/07/30 (Integrating free & proprietary conferencing software)

Minutes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities

2008/07/02 (Sponsorship and Exhibition Meeting)

Action Notes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities

2008/06/06 (Tour Hosts / OSGeo Contract review)

Minutes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities

2008/05/30 (Kickoff meeting between Tour Hosts and Conference Organisors)

Minutes
time: 10:00 AM Sydney time
location: meeting was via the OSGeo Conference Call facilities