Hi,
The meeting yesterday focussed mostly on outreach and marketing since
a lot of the other work is already rolling. Highlights from
yesterday's meeting:
- Marketing team to communicate their plans (esp. thunderclap) on the
Fedora marketing list and fudcon-planning list to get feedback and
also volunteers
- Meetings will not be twice a week, one on Tuesday and another on Friday
- We have volunteers for a few ground events like coordinating with
cab drivers, catering, etc.
- We have a videographing sponsor in HasGeek!
Below is a dump of the etherpad which records the current state of the
event planning.
Siddhesh
"""
09 Jun 2015
Agenda + Minutes
---------------------------
* Travel updates? (skip)
* Budgeting done and also approved #615
* One drop-out, which frees up $500
* Taxi fare:
* from Mumbai Airport: 2500
* Let speakers arrange for their own transportation and reimburse
* Explore the possibility of an airport shuttle for Pune
* Bus commute to venue and back
* 40 seater: 20,000 per day (midnight to midnight)
* 14 seater: 5,000 per day
* Accomodation (skip)
* We have room for 40 people, we can accomodate 10 more. $150/person.
* One point of contact in Cocoon: Nilesh
* Visitors can use this contact for their personal stay in
addition to FUDCon days.
* Budget (skip)
* Make and maintain a publicly visible sheet to track expenses?
* Scheduling
* First schedule out
* Need to add late-confirmed talks and track talks
* Some small tweaks
* Outreach
* Posters:
* Design ready and content finalized
* MITCOE wants to do their own posters as well
* We have asked them to clear the design from us to make sure
that they're following trademark guidelines for Fedora and Red Hat
* Invitation letters: Pravin to send an email to fedora-india with
the wiki link for the template
* http://piratepad.net/FudCon-outreach-list
* Standees and banners: Will know number after 6th June recee
* Tweet with hashtag #fudconin (We should have this short form).
* Need to open a ticket with the Fedora-websites team for the event
countdown.
* Fedora badges - a few designs under consideration
* Need to close this in the coming weeks (ticket filed)
* this is for industry + mailing lists (communities)
* we need help here with more lists + more volunteers to do the outreach.
* http://piratepad.net/FUDCon-College-Outreach
* Conduct meetups at various colleges in the week of 15th June
(Kushal, Pravin, Rupali, Niranjan)
* Let's do in:
* MIT-COE
* Cummins
* COEP
* PCCOE
* Sinhagad
* PICT
* SICSR
* June first/second week for f22 release party + fudcon adv.
* F22 DVDs
* Siddhesh to file a ticket, cost is about $0.28 per DVD with
sleeve for 4000 DVD(s).
* Brochure:
* Ani Peter and Vidya working on it
* Video series
* Shreyank has made video clips but we need help with editing
* Thunderclapps
* 15-19 June 2015
* Website/Graphics
* Graphics status update?
* Name tag sticker design (Reuse the Going to FUDCon graphic)
* Brochure for speakers
* T-shirt design:: Finalized, Suprith to print
* Countdown timer (pravin will file a ticket)
* Fedora badge for attendees?(added to the FAS account)
* Fedora booth (FAS/DVD/Help/burning USB) We have to ask volunteers
from local LUG in the college.
Volunteers
----------------
* Tranport
* Shreyank & Swati
* Marketing coll.
* Supritth, Sayak and Soni
* FUDPub
* Amita, Niru and Sayak
* Menu for Lunch & Dinner
* Shreyank and Amita
* Poster distribution (150 in stock now)
* FUDPub (skip)
* Fedora 22 release party cake cutting.
* Blu-O: Bowling + Karaoke + Pool + Fuzzball
* ₹220,000 for approx 140 people
* New proposal: +- 20 people.
* includes unlimited games
* includes unlimited food + drinks (aerated drinks included)
* 7-11 pm
* Swag
* Swag for Volunteers/Organizer
* tshirts (200)
* suprith's quotes: 160/- white 170 other color (+ design costs)
* finalised this vendor; with ₹294 per piece - 180GSM, 8 colours
* Priyanka's quotes: 200 white (with print) and 240 blue (with
print) [Both round neck and collared]
* rtnpro's quote: 255 (-10 may be) per T Shirt in 180 GSM find
combed cotton fabric with printing on front and back
(https://drive.google.com/file/d/0B35wzyr4VpkGS0p5QnQ4TkxFQTFON0R0bXdXV2hxOXViandR/view?usp=sharing)
* shrink - 210 per tshirt (180 gsm, cotton); ₹600
transportation from del to pune
* Swag for Speakers
* Umbrellas (200) (Shreyank)
* Swag in general <- Shreyank, Suprith
* buttons (3000)
* stickers (5000)
* pens (3000)
* suprith's quote: 25 or 35/- good quality.
* cloth bags (300)
* finalised sling-bag (rexine) - ₹79; just have to send graphics
* bottles (200)
* suprith's quote: 300/- without print
* socks (for bowling at FUDPub)
* finalised - ₹79 per pair.
* Fedora bubble-shaped pillows
* no one doing this.
* Venue
* WiFi
* MITCOE will rent wifi
* We will get to test/demo 4 days before event.
* We will get 50Mb/s connection.
* Venue visit on 6th June
* Kushal, Siddhesh, Soni, Rupali Pravin, Suprith went
* 1 Audi. and 3 rooms + 1 speakers room (on 2nd floor). 1 seminar
room + 2 class rooms in the 4th floor.
* Power connector extensions
* MIT are going to set this up.
* Note to speakers (include in prep email): In seminar hall:
projectors are 4:3, screen quite small (don't include small text)
* Refreshments for speakers lounge / otherwise
* Volunteers
* College reopens on Jun 15
* Many students will be on leave till Jun 15
* We should identify students who will be available in the break -
e.g. students from Pune who don't plan to travel elsewhere; we don't
need too much of their time anyway
* Rupali to get a list of volunteers from MITCOE.
* Mobile Application
* Siddharth demoed the in-progress app.
* Everyone agrees: good job.
* Will upload sources soon.
* Plan is to publish on play store and fdroid.
* BLOCKER : Session schedule does *NOT have time and day mentioned.
* If some one is interested in testing the current application let
me know on my email. I will subscribe to the google group I have
already pushed Alpha version to google play yesterday.
* Also some one please see to it
http://devel.fudcon.in/fudcon-pune-2015/sessions/form-zero-hero-kernel-module-development
"form" instead "from" , seems typo ?
* Screenshots Available here now :)
http://file.pnq.redhat.com/~sisharma/declassified/L3187Rk0xeELEvkXUVGiNDL5e0lcE1qj4vFjUVlJym8=/
* https://play.google.com/apps/testing/in.fudcon.sid.mavericks
* Videographing
* Hasgeek is sporsoring video for 3 rooms. Jace is driving down
with all equipments.
* Niranjan will volunteer, we need more.
Action Items :
* Travel
* A wiki page to be made with the list of approved speakers. ( PJP
and Niranjan)
* Details on the budget spent and committed for travel and
accomodation to be calculated (PJP adn Rupali)
* Travel vendors to be identified for airport pick and drops (Rupali)
* A spreadsheet for collecting the inputs for these pick ups
shoudl be tracked. ( PJP)
* Travel Meeting on 5th May, Tuesday.
* Rupali to get a contact person from Coccon and coupon code for
discounted rates
* Scheduling
* Niranjan Working on the same
* The schedule to be used by marketing to used for publicizing ( Pravin
* Niranjan Awaiting data from Siddhesh
* Outreach
* A few slogans ready, more slogans to be prepared and added ( all)
* Help for spreading the message of FudCon
* Select mailing template for colleges and companies to be used (
Niranjan to make the second template)
* Pravin to raise tickets to design team for graphics for social
media use -name tag, Tshirts and posters)
* Preparing a list of companies and colleges for the outreach (pravins )
* College events to be done ( Soni Lonari)
* Shreyank to consider guidelines for making the video
* Fud Pub
* Beer and Wine brands to be coomunicated to the bluo O people (
Shreyank and Mohit )
* Negotiation for a number free clause to FUDCon on basis of
limited beer brands(Rupali)
* Swags
* Rupali , Siddhesh and Shreyank to get one qoute each and Mohit to
check the local Ravivar peth market for reasonable products
* Socks as a give away for Fudpub
* Graphics for Fedora Badge ( Pravins to raise a ticket)
* Venue
* To cehck with MIT for one meet up ( Soni Lonari)
* To get the name of the volunteers( Rupali)
* To check with MIT for Lunch space and arrangements
* Mohit to ask if there is any sponsor for the same
* To check the WIP for wifi and set deadlines for the same ( Rupali)
* MIT to provide jpeg fprmat of the image logo ( Rupali )
* Refreshments in speaker lounge by MIT
* Mobile application
* Videographing
* Rupali to check if there can be 2 video cams procured for the site
* Siddhesh to check with Rejy to get the hashgeek equipments
* To check laptop recording of talks( All)
* Rupali to talk to vendors for travel vendors for local transport to
incude the bus for transport.
* Rupali to start confirming with speakers about the stay preferences
and dates of arrival by writing individually
* Niranjan and PJP to prepare scheduling
* 4 Workshops to be added to the existing scheduled talks by PJP and Niranjan
* BoFs need to have one room/track in the schedule
* PJP to add a slot for a panel discussion among ambassadors.
* FOSS in education slot to be decided in schedule by Amit as a parallel slot.
* Please mention in the education invitation letter about the education panel.
* Rupali's name as POC for the college students to be added in the
invitation letter.
* Templates not recieved yet for posters
* Criteria and Volunteer to distribute badges for FUDCon
* Social media posts need to be agressively done. Tweet from your own
twitter accounts about the event.
* Speaker topics and bio to be added to FUDCon wiki page in social media posts.
* Video Update by shreyank.
* Wesite help for migrating content from old to the new
website.Please let Siddhesh if volunteers wish to help.
* Volunteers to help get qoutes for Swags.
"""
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