Difference between revisions of "FOSS4G 2009 Meeting 2008-08-29 (Venue/Date selection )"
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Wiki-Dpatton (talk | contribs) m (FOSS4G 2009 Meeting 2008-08-29 moved to FOSS4G 2009 Meeting 2008-08-29 (Venue/Date selection ): Include meeting purpose in page title, so it shows on the Meetings subcategory page) |
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| − | + | Organising Committee Meeting held on Friday 29 August 2008 | |
| − | |||
| − | Organising Committee Meeting held on | ||
| − | Friday 29 August 2008 | ||
Present: | Present: | ||
| − | Committee (OC): Cameron Shorter (CS) | + | * At Tour Hosts offices: |
| − | Via teleconference: Shoaib Burq (SB), Dave Patton (DP), Bruce Bannerman (BB), Jeff McKenna (JM), Harley Press, Simon Hope | + | ** Committee (OC): Cameron Shorter (CS) |
| − | + | ** Tour Hosts (TH): Denisa Adamova, Janelle Driscoll, Kirsty O’Brien, Andrew Durbridge | |
| + | * Via teleconference: Shoaib Burq (SB), Dave Patton (DP), Bruce Bannerman (BB), Jeff McKenna (JM), Harley Press, Simon Hope | ||
Apologies: Tyler Mitchell (TM), Tim Bowden (TB) , Chris Tweedie (CT), Markus Lupp (ML), Mark Leslie (ML) | Apologies: Tyler Mitchell (TM), Tim Bowden (TB) , Chris Tweedie (CT), Markus Lupp (ML), Mark Leslie (ML) | ||
| − | =Venue and Conference Dates= | + | == Venue and Conference Dates == |
| − | =Discussions= | + | === 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. | * 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). | * 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. | * 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. | * For the moment SCEC is the preference. But we need to look at accommodation options and dates at both venues. | ||
| − | + | === Actions === | |
| − | =Actions= | ||
* TH to send the list of accommodation options to the OC. | * TH to send the list of accommodation options to the OC. | ||
* TH to look into alternative venue options. | * TH to look into alternative venue options. | ||
| Line 24: | Line 21: | ||
* TH/OC would like to have the venue and date confirmed by Friday 7 August. | * TH/OC would like to have the venue and date confirmed by Friday 7 August. | ||
| − | =Sponsorship and Exhibition= | + | == Sponsorship and Exhibition == |
| + | === Discussions === | ||
* Jeff McKenna and Bruce Bannerman will have a lead role in 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. | * OC is happy with the sponsorship hierarchy and target. | ||
| + | * 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. | ||
| + | === Actions === | ||
* TH to draft the Sponsorship and exhibition document. This document will include the entitlements of each package and the number of packages available. | * TH to draft the Sponsorship and exhibition document. This document will include the entitlements of each package and the number of packages available. | ||
| − | |||
| − | =Website= | + | == Website == |
| + | === Discussions === | ||
| + | * Dave confirmed that he can help with converting pages of the website to PHP. | ||
| + | === Actions === | ||
* TH to convert the website to HTML. | * TH to convert the website to HTML. | ||
* TH to reply to OC comments on the wiki website page. | * 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. | * TH to update the website with the comments the OC has provided and resend the test link. | ||
| − | |||
| − | =FOSS4G 2008 Promotion= | + | == FOSS4G 2008 Promotion == |
| + | === Discussions === | ||
* 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. | * 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. | * 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. | + | === Actions === |
| + | * 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. | * 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 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. | * TH to produce session slides and a video advertising FOSS4G 2009 to be played at either or both the opening and closing ceremony. | ||
| − | =Budget= | + | == Budget == |
| + | === Discussions === | ||
| + | === Actions === | ||
* 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 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. | * 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. | * 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= | + | == Use of the Wiki and IRC == |
| + | === Discussions === | ||
* All agendas, to do lists and action notes to be posted on wiki not sent around in e-mails. | * 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 | * 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. | * Agendas to be placed on wiki at least 4 days prior to the meeting date. | ||
| + | === Actions === | ||
| − | =Project Plan and Program Timeline= | + | == Project Plan and Program Timeline == |
| + | === Discussions === | ||
| + | === Actions === | ||
* TH to add a link to wiki with the Project Plan and Program Timeline. | * TH to add a link to wiki with the Project Plan and Program Timeline. | ||
| − | =Next Meeting= | + | == Next Meeting == |
| + | [[FOSS4G_2009_Meeting_2008-09-10_Program_And_Venue]] | ||
| + | |||
| + | === Discussions === | ||
| + | === Actions === | ||
* TH to send around suggested dates for all meetings in 2008. | * TH to send around suggested dates for all meetings in 2008. | ||
[[Category:Meetings]] | [[Category:Meetings]] | ||
Latest revision as of 03:52, 10 September 2008
Organising Committee Meeting held on Friday 29 August 2008
Present:
- At Tour Hosts offices:
- Committee (OC): Cameron Shorter (CS)
- Tour Hosts (TH): Denisa Adamova, Janelle Driscoll, Kirsty O’Brien, Andrew Durbridge
- Via teleconference: Shoaib Burq (SB), Dave Patton (DP), Bruce Bannerman (BB), Jeff McKenna (JM), Harley Press, Simon Hope
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
Discussions
- Jeff McKenna and Bruce Bannerman will have a lead role in Sponsorship and Exhibition.
- OC is happy with the sponsorship hierarchy and target.
- 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.
Actions
- TH to draft the Sponsorship and exhibition document. This document will include the entitlements of each package and the number of packages available.
Website
Discussions
- Dave confirmed that he can help with converting pages of the website to PHP.
Actions
- 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.
FOSS4G 2008 Promotion
Discussions
- 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.
Actions
- 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
Discussions
Actions
- 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
Discussions
- 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.
Actions
Project Plan and Program Timeline
Discussions
Actions
- TH to add a link to wiki with the Project Plan and Program Timeline.
Next Meeting
FOSS4G_2009_Meeting_2008-09-10_Program_And_Venue
Discussions
Actions
- TH to send around suggested dates for all meetings in 2008.