On ons, 2007-01-31 at 00:24 +0000, Thomas Wood wrote: > Below are my notes from the Guadec planning meeting that took place on > the 20th January. Please feel free to comment on any of the points made. > > -Thomas
Thank you very much for this update, Thomas and the team! Could you tell us which 4 keynotes who have accepted. The reason I am asking is that we need fliers or better postcards for coming events to inform other communities about GUADEC. I put this item on the agenda for the next board meeting: Print material: Postcards or fliers to announce next GUADEC's time and venue, and major keynotes or highlights. If possible ready for FOSDEM 24-25th of February. (Ask the Birmingham team to prepare.) Now I have already asked you directly. Kristiansand team did some fine postcards. They might have a print file to send you as an example? I might also be able to take readable photo's of the two sides? --- About catering: In Copenhagen we were 150 participants and we picked and composed our own lunch from a long table with a buffet with about 8 different dishes: 2 or 3 vegetable sallads, meat, fish, cheese, eggs, fruits and two types of bread. In the mornings we had a simple breakfast buffet. Self service on the venue:) Regards Anne > > > > Guadec Planning Meeting Notes > ============================= > > 20th January 2007 > > > Attendance > > Paul Cooper > Bastien Nocera > Thomas Wood > > > Budget > > * Board has requested some form of budget > * Would be difficult to produce a detailed budget > * It would be useful to produce a list of things that we know we > need to spend money on and have a rough idea of how much it might > cost > > Catering > > * Do we include lunch with registration if possible? > * Venue has set caterers, and is not flexible on this. We need to > know what they provide and if it is suitable. > * Another possibility would be to ask a nearby hotel if they could > do any catering at a reasonable cost > * Packed lunch style catering may be another option if we run out > of other options. > * Lunch might only be provided during core days to keep costs down, > and to allow more flexibility. There are plenty of eating places > nearby ranging from cheap fast-food to supermarkets to more > expensive eateries. > * Lunch will be an hour and a half which should allow plenty of > time for impromptu meetings and discussions. > > Accommodation > > * Still waiting to hear from Aston about availabilities > * Difficult to live up to 2006 "village" style accommodation > * Most cheap places are out-of-town, and would require transport to > get to the venue > * Possibility of organising bus or train passes since public > transport is relatively good > * Booking out a youth hostel may be a last resort, but there were > concerns about security. > > Sundries > > * Long discussion about what gifts/souvenirs we wanted to give out > * It was generally agreed that conferences tend to always give out > lots of literature that is not often useful or read. We would > like to keep this to a minimum if possible to save the > environment. > * It would be nice if sponsors had leaflets at stands so that people > could pick them up if interested. > * Gnome branded laptop stickers was one idea of something novel and > interesting people may appreciate > * Branded USB drives were another idea > o These could be pre-loaded with sponsor literature, including > "interactive and multimedia" content. May be more effective > than paper literature if done well. > o Possibility of a small "website" pre-loaded to introduce the > conference and include other information. Possibility of > this being created as a community project. > o Include many other things, such as videos and demos. Perhaps > even include some good videos from previous conferences. > o Wacky idea about including a vmware image of GNOME 1.0 to > remind ourself how far we've come > o Could use credit-card sized cdrws if usb drives are too > expensive? > * Possibility of using Spreadshirt to print t-shirts. > * Shirt design could be a community project. > * Only include one t-shirt this year? Lots of people were giving out > t-shirts last year, so their value and novelty is probably less, > > especially for anyone who regularly attends conferences. > * Possibility of polo shirts for helpers? > * Look at last years budget for some idea of how much to spend on > attendee packs > * Flyers/Banners > o Talk to Conservatoire about having banners attached to the > building > o Possibility of back drop banners in the main rooms > > Website > > * Front page needs to be organised > * Minimal approach may help prevent usability problems from last > year with regards to finding information > * Replace or remove GUADEC 2006 tab > * Look at Oscon website for ideas of what information to present > (their conference is around the same time as ours) > * Call for papers system needs to be made ready for 2007 > * Information needed (or linked to) from front page: > o About Guadec > o Link to last year > o News > o Schedule (when available) > o Keynotes > o Local Information > * Use Sponsor Brochure for content > * Mirror entire website somewhere accessible for development? > > Call for Papers > > * Need to make sure there is a clear copyright message and terms and > conditions message when people submit papers > * Video agreement also needs to be at the submit stage > * Box for comments if don't agree to the license (e.g. someone may > want to add a non-commercial clause) > * Setting up the papers committee > o One person will chair and also decide acceptance rules. > o Ross Burton was mentioned as a possible candidate for this > role, and Bastien will contact him. Advantages are that he > is relatively local and well known in the community, as well > as being very aware of the current topics of interest. > o Michael Meeks was also mentioned as he has previous > experience in this role and would be very able to assist the > chair. > o Davyd Madely has also expressed an interest in being part of > the committee, and it would be good to have him involved. > * Need to be aware of the possibility for half hour/whole hour > papers. > * Deadlines > o Need to factor in Gnome release dates for when people will > be too busy to work on a paper submission. > o End of February or mid March may be a possibility for the > end of the call for papers > o Ideally would have final list of papers by the end of March. > > Sponsorship and Money > > * The lack of an agreed place for sponsors to send money is holding > up progress > * Bastien will ask a bank to find out what is the best option for > us. > * Paul to find out if there are any other options > * We need to find an accountant to manage the account > * Appointed treasurer will authorise expenses > o General rules would be that items less than £100 would be > bought and expenses claimed back. > o Anything more than £100 would need to be invoiced. > > Keynotes > > * Invitations have been sent, and four have already accepted > > Visas > > * Paul will deal with any requests that are needed > * Add a link on the website to British embassy so people can find > out what they need to do > > Advertising > > * Get in contact with magazines, and ask that they mention Guadec in > any GNOME 2.18 articles > > _______________________________________________ > guadec-list mailing list > [email protected] > http://mail.gnome.org/mailman/listinfo/guadec-list > _______________________________________________ guadec-list mailing list [email protected] http://mail.gnome.org/mailman/listinfo/guadec-list
