Hi everyone!
The local GUADEC 2015 team had a small meeting on the 14th.
These are the notes:
GUADEC 2015 - Local Meeting 2014-10-14
= Participants =
Kalev
Fabiana
Andreas S
Andreas N
= Agenda =
* Venue
* Sponsorships
* Website
* Volunteers
* Speakers
* Next steps
= Venue =
* Andreas N spoke to Leif-Göran about Humanisten. This was our initial
proposal for a venue, but had been discarded due to renovations.
* Leif-Göran mentioned the renovations might have been postponed, so
that we might be able to host GUADEC there during the summer.
* Leif-Göran will confirm this information with the university. He’ll
have a preliminary answer on November, and a definitive one in December.
* Our alternatives for a venue are:
* Gamlestans medborgarhus - Rent for 3 days at ~13000 SEK
* Frilagret + Folkets Hus - Rent for Folkets Hus for 3 days at ~15000
SEK + tax. ACTION: Andreas S will try and book a visit there.
* Chalmers Technical University - The regular rent for Chalmers is
really high and out of questions for GUADEC. However, Kalev has a
contact there who might be able to lend us the halls for free. ACTION:
Kalev will try to get in touch with them next week.
= Sponsorships =
* Fabiana and Andreas have written a draft of the brochure to be sent to
the Board.
* Question: Do we we need the text in Swedish as well for local
sponsors? It might be a good idea for reaching out to sponsors with
local interest, such as Unionen.
* We need to tweak the text to mention we’re a non-profit first off.
* We need to start a list of potential sponsors in the GNOME wiki.
ACTION: Andreas N to create initial page.
* We already have a potential small sponsor (688 USD).
* Having a study circle format for our meetings allows us to get some
sponsorship from the local government. ACTION: Andreas S to ask Stian
about how this is done for FSCONS.
* Oliver started an application for support from regional government.
ACTION: Andreas N and Andreas S to review the application.
* There are a few people who might help us find sponsors:
* Jasmine Lyman - ACTION: Andreas N to contact
* Tech groups at Chalmers - ACTION: Kalev to contact
= Website =
* We need something basic up as soon as possible, with details on
location and sponsorship.
* Conference management software has been a struggle in past GUADECs.
* FSCONS uses frab, a replacement of Pentabarf which has been tested for
GUADEC before. ACTION: Andreas S will get more information about the
system from Gregoir once FSCONS is over.
* Patrick Uijterwijk from GNOME told Andreas N he's working on a system
as well. ACTION: Andreas N to reach out to Patrick about this with
Kalev, who’s interested in keeping tabs on this, on cc.
* We need to offer at least one payment method in addition to PayPal.
= Volunteers =
* We need to expand our team of volunteers for our next steps
* How many volunteers do we need?
* GNOME Wiki says 1 coordinator, 5 highly involved and 10 committed. The
wiki also has clear areas needing volunteer leadership-
* ACTION: As we move things to the wiki, assign yourself to areas of
your interest.
= Speakers =
* We brainstormed some potential local speakers in the area (keynote and
others):
* Jeremiah Foster from Debian and Genivi
* Smári McCarthy (Iceland) from Mailpile
* Jasmine Lyman from Collaboratory
* Henrik Sandklef from GNU and the IT University
* Jonas Öberg from Commons Machinery (Creative Commons)
* There is a list of suggestions on Google Drive already. ACTION:
Fabiana to move this list from Google Drive to the GNOME Wiki.
* In order to explore the local FOSS community, we’d like to focus on
having local speakers (from Sweden, expanding to Scandinavia). As a side
effect, we’d also save money on flights.
= Next steps =
* Action items from this meeting
* Start structuring a proper budget document. ACTION: Andreas N to reach
out to Alexandre for help and reference from GUADEC 2014.
* January: open call for papers, decide on the format of the conference,
put together travel and accommodation details.
* The goal is to have the conference between late July and early August.
If we’re short on sponsors though, we can push it to June or September.
* Fabiana is away for work from May 28 to June 4
* Swedish midsummer holiday is on June 19 and 20
* We should meet again in two weeks.
= Action items =
* Andreas S will try and book a visit to Folkets Hus.
* Andreas S to ask Stian how study groups are set up for FSCONS.
* Andreas S to ask Gregoir about frab once FSCONS is over.
* Andreas N to create a page in the wiki for potential sponsors
* Andreas N to reach out to Patrick about a GNOME conference management
system.
* Andreas N to reach out to Alexandre for help with budget tracking
* Andreas N to contact Jasmine Lyman from Collaboratory about sponsors
* Andreas N and Andreas S to review Oliver’s application for the
regional government.
* Kalev will get in touch with his contact at Chalmers with regard to venue.
* Kalev to contact Chalmers regarding sponsorship opportunities
* Fabiana to move information from Google Docs to the GNOME Wiki.
* Everyone to take ownership of different organization tasks listed on
the GUADEC planning guide.
- Andreas
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