16:00:02 <jsmith> #startmeeting FUDCon Blacksburg planning meeting 16:00:02 <zodbot> Meeting started Wed Sep 7 16:00:02 2011 UTC. The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot. 16:00:02 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic. 16:00:17 <jsmith> #chair Southern_Gentlem rbergeron 16:00:17 <zodbot> Current chairs: Southern_Gentlem jsmith rbergeron 16:00:25 <jsmith> #meetingname FUDCon Blacksburg 16:00:25 <zodbot> The meeting name has been set to 'fudcon_blacksburg' 16:00:32 <jsmith> #topic Roll call! 16:00:37 * jsmith is here 16:00:42 <jsmith> Robyn is running a bit late 16:01:12 * Southern_Gentlem 16:01:39 * Sonar_Gal watches 16:01:50 * Affix is here 16:01:58 <Southern_Gentlem> tatica, ping 16:02:29 <tatica> pong 16:02:57 <jsmith> #chair tatica 16:02:57 <zodbot> Current chairs: Southern_Gentlem jsmith rbergeron tatica 16:03:43 <Southern_Gentlem> ok last meeting my action item was to talk to the Mathematics Dept and see if they would sponsor wireless for Fudcon Attendees 16:04:11 <Southern_Gentlem> and that is approved so that saves us about 300 from the budget 16:04:36 <jsmith> #topic Wireless 16:04:59 <jsmith> #info Virginia Tech Mathematics Dept is going to sponsor wireless access for FUDCon attendees 16:05:07 <jsmith> That's great news :-) 16:05:10 <tatica> :D 16:05:35 <jsmith> OK, Which topic would you like to address next? 16:05:50 <Southern_Gentlem> either way i would have to go through the Math Dept to pay the bill 16:05:58 <jsmith> Makes sense 16:06:06 <Southern_Gentlem> we need to get the design knocked out 16:06:14 <jsmith> OK, let's talk about that next then 16:06:22 <jsmith> #topic Design/artwork 16:06:32 <Southern_Gentlem> i would like to start papering campus with notices in the next month 16:07:03 <tatica> like flyers? 16:07:13 <jsmith> tatica: Yes, I think that's the idea 16:07:42 <tatica> oka 16:08:37 <Southern_Gentlem> tatica, yes i want to make flyers for the general student population then for engineering (CS iEEE) and Art 16:08:56 <jsmith> Did we ever get a final logo decided on? 16:09:00 <Southern_Gentlem> nope 16:09:01 <jsmith> Or are we still waiting on that? 16:09:27 <Southern_Gentlem> I am fine with the default logo with no feathers myself 16:09:56 <tatica> Southern_Gentlem, can local team vote? or you rather to go with a simple design? 16:10:14 <Southern_Gentlem> tatica, i am the local team lol 16:10:20 <tatica> hahahaha 16:10:26 <tatica> ok, then let's go with a simple logo 16:10:39 <Affix> and people said there is no I in team 16:11:02 <Southern_Gentlem> tatica, you worked on moving the the feathers down behind the fudcon logo 16:11:05 <tatica> ok, so do you want flyers (this round) to be general like "fudcon blacksburg 2011 - design - packaging - blah . come " 16:11:12 <tatica> yeap, I did 16:11:19 <Southern_Gentlem> do yo have a link 16:12:32 <tatica> sure 16:12:33 <tatica> just a sec 16:13:14 <tatica> http://farm7.static.flickr.com/6073/6082074977_fba27b4243_o.png 16:13:57 <Affix> tatica: I think the fudcon text should be blue and have a white background 16:15:29 <tatica> Affix, afaik, Southern_Gentlem would like a black background, so font must be brighter 16:15:39 <Affix> ahh gotcha 16:15:41 <tatica> even so, this one doesn't break any rules 16:15:55 <tatica> (already checked :D ) 16:15:57 <Southern_Gentlem> tatica, for tshirts yeah for flyers white 16:16:05 <tatica> got it 16:16:16 <tatica> Southern_Gentlem, flyers will be 1 color or multi color? 16:16:28 <Southern_Gentlem> multicolor 16:16:35 <tatica> oki 16:17:10 <Southern_Gentlem> i was thinking a 8x11 flyer but i probable need to run this past marketing as well 16:17:47 <tatica> letter size 16:17:54 <Southern_Gentlem> yws 16:17:57 <Southern_Gentlem> yes 16:19:02 <Southern_Gentlem> tatica, i would also like the dates as well please 16:19:21 <tatica> sure 16:20:04 <Southern_Gentlem> while we are on design should that also move into the swag part there has been discussions of NO Tshirts 16:20:26 <jsmith> Sure... 16:20:30 <jsmith> #topic Swag 16:20:51 <jsmith> I only threw out the idea of doing something besides t-shirts as I've heard people complain that they already have a closet full of conference shirts 16:21:12 <jsmith> I'm not trying to suggest we shouldn't do t-shirts -- I just wanted to throw the idea out and see what people thought 16:21:19 <Southern_Gentlem> any ideas of what to get? 16:21:38 <Affix> I think Team polo-shirts would be nice 16:22:06 <jsmith> Water bottles and USB keys have been suggested 16:22:16 <jsmith> Affix: I'm afraid that polo shirts might become too expensive 16:22:21 <Affix> ahh :( 16:22:27 <Affix> I really wanted a packager polo shirt 16:22:31 <Southern_Gentlem> Affix, yeah they would but too much $$$ 16:22:40 <Affix> fair enough 16:22:48 <Affix> a USB Key with the latest distro ready to boot perhaps 16:22:53 <Southern_Gentlem> usb keys would cost us what? 16:23:16 <Southern_Gentlem> i am thinking $10 each 16:24:13 <Southern_Gentlem> water bottles would cost us how much for quanity 200 16:24:50 <Southern_Gentlem> or use the Generic Fudcon Logo 16:25:20 <jsmith> We can get printed USB keys (2 gigs) for $10 each in quantity 16:25:26 <jsmith> I don't know prices on water bottles 16:25:57 <Southern_Gentlem> 150-200 =$1500-2000 16:26:16 <Southern_Gentlem> same price as the shirts 16:27:30 <MarkDude> USB keys provide a great conversion opportunity 16:28:32 <Southern_Gentlem> water bottles http://bargainmugs.com/promotional-printed-sports-bottles-c-2?gclid=CJbHitjGi6sCFQHf4Aod-g1exw 16:30:11 <Southern_Gentlem> looks like we can get a real nice bottle for $5 each 16:31:01 <Southern_Gentlem> Affix, so you know I am trying to cut the budget as much as possible so we have more Funds for bringing people in 16:31:47 <Affix> Southern_Gentlem: thats a fair idea as I may need funds to go 16:31:54 <Affix> I want to be running a workshop 16:32:35 <Southern_Gentlem> http://noname.math.vt.edu/FUDCon/FB-working%20Budget.ods 16:34:22 <Affix> is that $10,000 for bringing people in? 16:34:38 <Southern_Gentlem> no that just rooms 16:34:48 <Southern_Gentlem> this budget has no travel yet 16:36:13 <Southern_Gentlem> and i am hoping we find some sponsors for some of the meals 16:36:58 <jsmith> Spending $10,000 on rooms alone might be a bit excessive 16:37:13 <jsmith> But we'll see how things go once we open things up for subsidy requests 16:37:29 <jsmith> Anyhoo -- anything else to add with regards to swag? 16:37:33 <Southern_Gentlem> jsmith, this is why its a working budget 16:37:59 <Southern_Gentlem> jsmith, what do you think of water bottles 16:39:26 <jsmith> I'm fine with the idea... but it may be worth asking on the mailing list to get more input 16:39:46 <Southern_Gentlem> ok 16:41:04 <jsmith> Southern_Gentlem: Did you have any other topics you wanted to discuss, or should I go down my list? 16:41:07 <Southern_Gentlem> #action Southern_Gentlem ask on the mailing list(s) for input of water bottles as Fudcon Swag this year 16:41:14 <Southern_Gentlem> go for it 16:42:41 <jsmith> #topic Travel subsidies 16:42:58 <jsmith> We're probably getting close to the time when we should start talking about travel subsidies 16:43:16 <jsmith> That way, we can still get a jump on good airfares, etc. 16:43:30 <jsmith> What do you think -- is it still too early? 16:43:50 <jsmith> Or should we go ahead and start opening up for subsidies in the next week or two? 16:44:37 <Southern_Gentlem> i was thinking October 16:44:41 <Affix> I move to subsidise my travel lol 16:45:58 <Southern_Gentlem> October would still give us 3 months 16:46:20 <Affix> gthat sounds like a good plan 16:46:37 <Southern_Gentlem> the sweet spot in the passed was a 4-6 weeks for tickets to be the cheapest 16:47:10 <jsmith> OK, sounds good to me 16:47:23 <jsmith> We'll open for subsidy requests on October 1st 16:47:29 <Southern_Gentlem> ok 16:47:31 <jsmith> When do you want to have the first subsidy meeting? 16:47:44 <jsmith> Oct 12th? 16:47:49 <Southern_Gentlem> yep 16:47:57 <jsmith> OK, that sounds like a plan 16:48:03 <rbergeron> OY. 16:48:22 <jsmith> #agreed Open subsidy requests for FUDCon Blacksburg on October 1st 16:48:34 <jsmith> #agreed First subsidy request meeting will be October 12th 16:48:34 <Southern_Gentlem> i think we already have 2 subsidy request 16:49:17 <jsmith> Yeah, but they really shouldn't have filed them until we officially opened the requests 16:49:24 <jsmith> but it happens :-) 16:49:36 <Southern_Gentlem> **guilty** 16:50:30 <jsmith> No worries 16:50:46 <Southern_Gentlem> as of my last report 8 rooms have been reserved from the block 16:50:55 <jsmith> #topic Hotel 16:51:05 <jsmith> #info Eight rooms of the hotel block have been reserved 16:51:46 <jsmith> I'll be blogging today re: hotel in Milan, and I'll add a note about Blacksburg as well 16:52:34 <Southern_Gentlem> I just tried calling the Sales Manager to get an update but she is out ot lunch 16:52:43 <jsmith> No worries 16:53:05 <jsmith> #topic Catering 16:53:36 <jsmith> Any status updates here? 16:53:50 <jsmith> We're still a ways out to worry too much about it, but it's on my list of things to check :-) 16:54:02 <Southern_Gentlem> nope we havent came up to what the menu will be 16:54:27 <jsmith> Do we know which lunches we're going to provide? 16:54:36 <Southern_Gentlem> lunch sandwichs at 8.50 per person (# on my budget sheet) 16:54:41 <jsmith> Have we decided on whether to provide breakfast one or more days? 16:54:49 <Southern_Gentlem> nope 16:54:59 <jsmith> OK 16:55:21 <jsmith> At this point in the game, I'm more worried about deciding *when* to provide food and less concerned about *what* 16:55:32 <jsmith> As we get closer to the date, that'll obviously change :-) 16:56:15 <Southern_Gentlem> so far lunch and dinner 1500 for lunch and 2K for dinner 16:56:32 <Southern_Gentlem> plus alcohol (beer or wine) 16:56:40 <jsmith> OK 16:57:25 <jsmith> #topic Booklet 16:57:30 <Southern_Gentlem> the closer to the date so we know more on whose comeing eyc 16:57:46 <jsmith> Has anybody agreed to be in charge of the booklet? 16:57:54 <Southern_Gentlem> waiting on the design to start 16:58:10 <Southern_Gentlem> ianweller, i think said he would work on it 16:58:14 <jsmith> Personally, I'd love to see it created as a template that we can re-use, so that we don't have to keep re-inventing the wheel 16:58:28 <jsmith> ianweller did the one for Tempe, so he may be able to re-use some of what he did before 16:58:47 <Southern_Gentlem> i am hoping ianweller has the template he used for Tempe 16:59:54 <Southern_Gentlem> booklet is waiting on the Design 17:00:09 <rbergeron> http://ianweller.fedorapeople.org/fudcon-tempe-booklet/ 17:00:16 <rbergeron> probably in teh template directory there :) 17:00:38 <jsmith> There are a few minor things we'll need to change on that template, and then we can rock and roll! 17:01:03 <rbergeron> but it's definitely *blank* - not formatted for each individual page, etc 17:07:52 <Southern_Gentlem> #action Southern_Gentlem check pricing on branded Water Bottles 17:08:11 <Southern_Gentlem> #endmeeting