02:00:59 #startmeeting emergency ambassadors meeting to discuss scale funding 02:00:59 Meeting started Wed Jan 11 02:00:59 2012 UTC. The chair is nb. Information about MeetBot at http://wiki.debian.org/MeetBot. 02:00:59 Useful Commands: #action #agreed #halp #info #idea #link #topic. 02:02:37 Is anyone from the event present to discuss the budget for scale? 02:02:57 o/ 02:03:12 Hi douglax 02:03:21 Hi everyone 02:03:27 Mi MarkDude 02:03:34 Hello 02:03:43 https://fedoraproject.org/wiki/SCALE_10X_Event 02:04:12 So it looks like my planned rides both 1 and 2 are not making it 02:04:28 So I am at plan 3, renting a car and driving 02:05:14 as we do this can we make the event page match reality? :) 02:06:07 Scott, Mark, and Alejandro will be the booth people for us? 02:06:09 Well yes inode0 02:06:31 Problem has been a moving target for me to deal with 02:06:58 douglax: are your plans confirmed and are they on the event page accurately now? 02:07:17 yes, they are 02:07:19 I see flights and cars and am frankly confused about what is from this year and what is from last year 02:08:26 There are 2 sections of budget, second corresponds to this year 02:08:34 douglax: are you driving? ~$140 of expected travel costs? 02:09:15 Yes, I'm about 250 miles south of the border and the plane ticket is way cheaper departing from El Paso 02:09:52 I bought my own ticket in mid October 02:10:19 oh ok, but you are only asking for the car part and hotel? 02:10:42 yes 02:11:04 do you have a reservation at the hotel now? 02:11:23 and will you and MarkDude be roomies? 02:11:30 * MarkDude has 4 rooms reserved 02:11:45 no, last year I shared room with Scott 02:11:49 but I only see 3 people and one is local 02:11:49 We dont need that many 02:11:57 4 rooms for $109 ? 02:12:07 We are NOT taking that many 02:12:13 no cost to reserve 02:12:18 oh ok 02:12:20 Err on side of caution 02:12:23 sure 02:12:25 :D 02:12:56 Scott is local and only marked as a FAD attendee so I don't see why he would need a room?! 02:13:25 Scott is from Ventura (I think) and I believe is hard for him to stay at home due to the distances 02:13:30 douglax: how many nights for you 02:13:45 well, is he doing more than the FAD? 02:13:48 did we find out what is required to get a table? 02:14:08 We have trhe table 02:14:12 4 nights for me starting thursday 02:14:26 how about you MarkDude? how many nights? 02:14:43 Well the moving target for me, is return time 02:15:08 will be there Thurs leave Mon or Sun 02:15:44 well, I move that we approve the travel expenses (roughly $140) for douglax and a room for 4 nights anyway, which someone will share as much as possible 02:16:00 inode0, +1 02:17:18 for people requesting subsidies we need to know what they are planning on doing and it is helpful to include that on the events page or from a link on the events page 02:17:23 For me to make it I need travel 02:17:31 this helps the actual funder happier 02:17:35 But as yet dont have confirmed details 02:17:40 MarkDude: yes, I plan to get to that 02:18:01 * MarkDude is willing to put TBD on each part :) 02:18:21 I don't know what to say about Scott, if he is only a FAD attendee he should be funded from FAD funds rather than from FAmNA 02:18:33 we aren't approving TBD 02:18:58 can you at least reasonably approximate? 02:19:23 Uh 300 for car - maybe 02:19:36 most likely I can do it for less, 02:19:38 way less 02:19:57 so $300 or less + hotel? 02:20:14 One of the local Fedora people said they can drive 02:20:20 For car 02:20:23 ROUGH 02:20:52 are you talking about renting now or back to catching a ride? 02:21:28 Well, moving target 02:21:35 sigh 02:21:54 what would you like us to do? 02:23:16 I mean honestly its mayhem right at this moment 02:23:26 we are nearing the end of the fiscal year and we can't just run events without any idea how much they are going to cost :( 02:23:55 * MarkDude told people to sort before 6 pm local 02:24:00 they are calling now 02:24:22 I may have an Ambassador make it down on Fri 02:24:38 No good for FAD, but still an asset 02:24:46 and can drive me back 02:24:48 we need to nail stuff down before the night before if we are paying for it 02:24:55 * MarkDude has a ride down on Fri now 02:25:07 Yes inode0 02:25:17 You are of course correct 02:25:20 ok, does that mean another person will be there and who is that and what will he/she be doing? 02:26:29 sexycatsinhats helped out at OSCON, he can help with booth there 02:26:40 He re-arranged schedule 02:26:49 great 02:26:55 TBH, I am emabrrased how this has worked out 02:27:06 I DO have info on event supplies 02:27:13 let's now worry about that now - let's just nail down everything we can 02:27:18 Of which we are combining all sorts of boxes 02:27:33 lol- the one thing I do know... 02:27:40 so MarkDude & sexycatsinhats will be there Fri-Sun? 02:27:57 sexycats will be ther Sat and Sun 02:28:17 His work is jerking him around 02:28:22 but you will be there Fri too and sexycats is driving? 02:28:40 he'll be working that day? 02:29:04 which is fine, I just want to know when you will both be in LA so we can cover a hotel room 02:29:12 I BETTER be ther Fri 02:29:19 I am speaking at open of FAD 02:29:29 please 02:29:46 how many nights hotel for you and sexycatsinhats then? that is the question 02:30:11 It appears I need Fri - Mon- he needs Sat- Mon 02:30:38 you mean you are leaving on Mon? 02:30:49 YEs 02:31:23 ok, I move now that we approve 3 nights hotel @ $109/night for one room for you guys 02:31:34 +1 02:32:08 Oh wait I need Thur niight 02:32:16 02:32:19 I move we approve 4 nights hotel @ $109/night for douglax and scott (or whoever else might need one to share) 02:32:35 MarkDude: didn't you tell us he was driving you down on Friday? 02:32:53 He is 02:33:04 then why do you need one on thursday? 02:33:08 We are driving dwon separately 02:33:19 returning same vehicle 02:33:32 how does that work? 02:33:37 Just to keep it freakin' simple 02:33:50 I have a ride down 02:34:00 Not back 02:34:30 ok, what I moved still seems fine 02:34:37 you share with douglax on thu 02:34:45 You see WHY I did not put this on wiki, it's very confusing 02:34:55 Even to me, and I am in the middle 02:35:36 you need to organize events farther in advance one way or the other because we can't operate like this in a responsible way 02:35:58 True. 02:36:26 I did not know till the day I was to have brought this up in meeting, that I was supposed to do any of this 02:36:52 My get go on this was drowning 02:37:02 well we didn't know anyone was doing anything 02:37:07 no one had said anything about plans or anything 02:37:32 ok, at this point here is a summary of what we have approved 02:37:33 ok, i move what inode0 said, 1 room for 4 days and 1 room for 3 days 02:37:41 and the travel for douglax 02:38:03 4nights for one room, 3 nights for a second room to be shared however it works out among the 4 people helping out 02:38:14 ~$140 travel expenses for douglax 02:38:31 is there any other budget item for us to discuss now? 02:38:39 if not, i move we #endmeeting 02:39:07 * MarkDude will bring up car expense later 02:39:14 Shen it is detailed 02:39:14 MarkDude, there is no later 02:39:37 * inode0 needs to step aside for 5 minutes, will return 02:39:38 rough idea of car is $300 02:39:46 * MarkDude is self funding FUDcon 02:39:55 * MarkDude CANT expense more 02:39:57 MarkDude, i thought you were getting rides with people? 02:40:05 Down 02:40:08 only down 02:40:15 I will need to help with gas 02:40:20 * MarkDude can handle that 02:40:35 manatee is drving down and bringing me up IF car is paid 02:40:55 oh.......... /me waits till inode0 gets back 02:41:06 sexycats CANT drive on his own- he is a student 02:43:45 :) 02:44:02 * inode0 is reading back now 02:44:57 when you say car do you mean a rental or just gas expense? 02:45:03 rental 02:45:09 +gas 02:45:25 not for my initial ride down 02:45:29 I wil pay that part 02:46:39 * inode0 is willing to just approve up to $300 for other travel expenses to get this finished tonight if that does it 02:46:57 douglax: can you be reimbursed via paypal? 02:47:10 Yes, I can 02:47:27 Well one last thing 02:47:33 Sponsoring Scale 02:47:35 no 02:47:41 We had not paid last year 02:47:46 We dont need to 02:47:49 MarkDude, we didn't? 02:47:53 Nope 02:48:00 it fell thru cracks 02:48:00 I think we did 02:48:06 We went to 02:48:12 Ilan said we did not 02:48:15 well, that is too bad 02:48:23 But every little bit helps 02:48:29 * nb moves we deny sponsorship this year, too late 02:48:38 too little budget left 02:48:56 what is the total we have budgeted now for this? 02:49:04 * nb moves we approve the up to $300 of travel exp 02:49:14 So when I asked to sponsor for less than last year- we are :) 02:49:27 looks like around $1200 now 02:49:44 MarkDude, i am still opposed. they shoujld have said something before now 02:49:48 * MarkDude will write nice letter to Scale, and have more of this set AHEAD of time 02:50:05 No prob, nb 02:50:10 I was making a joke 02:50:20 LESS than last year.. 02:50:31 we are generally happy to help events by sponsoring them and we will sponsor scale again in the future 02:50:37 #agreed 1 hotel room for 3 days, 1 hotel room for 4 days, approx $140 for douglax travel exp, up to $300 for MarkDude et al. travel exp 02:50:54 * nb thinks taht recaps everything? 02:51:06 +1 from me 02:51:45 shall we adjourn? 02:51:47 we do need this documented on the events page and all the stuff from last year and other bits removed 02:52:11 before we adjourn 02:52:22 vwbusguy, hello 02:52:23 Hi 02:52:27 MarkDude mentioned swag - is that all accounted for now? 02:52:37 Hey there vwbusguy 02:52:46 if we need to send anything I want to do that now, before fudcon if possible 02:53:01 Hi Scott 02:53:08 hey vwbusguy 02:53:19 We have everything minus sticker accounted for 02:53:22 douglax summoned me back from the grave 02:53:32 vwbusguy, has shirts 02:53:37 MarkDude: and you'll pick those up at fudcon? 02:53:37 * MarkDude has banners 02:53:37 Yes 02:53:44 inode0, YEP 02:53:48 perfect 02:53:52 i thought grover had banners? 02:53:58 ONly small detail in table cloth 02:54:00 vwbusguy, i think what we have approved is "1 hotel room for 3 days, 1 hotel room for 4 days, approx $140 for douglax travel exp, up to $300 for MarkDude et al. travel exp" 02:54:07 Nope, he had table cloth 02:54:11 MarkDude, oh 02:54:33 Who's rooming with who? 02:54:33 * MarkDude did not want to expense the cost of shipping quickly 02:54:45 MarkDude, when is scale? 02:54:53 its after fudcon, right? so ground shipping should be ok? 02:54:53 NExt week 02:55:02 Ground shipping is fine 02:55:04 Scale is next weekend 02:55:05 you don't need to but you need to do all shipping while it is ordinary ground and not overnight 02:55:27 Yes, inode0 - that is the goal 02:55:35 MarkDude, scott can make you a shipping label to give grover 02:55:41 or if he doesn't i can, or inode0 can or someone 02:55:42 You can ship it to the hotel, too 02:55:50 * MarkDude has spent some time tracking what we have, and what was needed 02:56:04 Nb, sure 02:56:11 * MarkDude can get what he needs minus tablecloth at fudcon 02:56:30 MarkDude, if people bring stuff, what were you needing? 02:56:33 * MarkDude can have Grover send it if needed 02:56:38 MarkDude, we don't usually have much swag at fudcon 02:56:42 just the table cloth 02:56:42 ok, vwbusguy will ping grover with a label to ship it where it needs to be 02:56:46 * douglax has a few t-shirts as well 02:56:55 * MarkDude has small shirts 02:57:06 inode0, FYI i think vwbusguy and I may come up with enough pens to give everyone at fudcon one 02:57:14 Its LA - so small work 02:57:19 herlo has some laso 02:57:22 also 02:57:31 inode0, oops not vwbusguy 02:57:35 inode0, me and Southern_Gentlem 02:57:39 pens for Scale 02:58:11 I have an XO to bring for display, too 02:58:18 ok, inode0 trusts the tablecloth will be taken care of asap and swag/media is in good shape 02:58:38 yep 03:00:01 vwbusguy: if you didn't get an answer earlier please just work out rooms among you :) 03:00:42 douglax and MarkDude need four nights but the others three as I understood it 03:00:46 Inode0, cool 03:01:03 Only three for me 03:01:06 we didn't know what you needed really but I figured three or fewer 03:01:37 That works 03:02:03 ok, anything else tonight? 03:02:14 Dinner for fad night? 03:02:28 We didn't do one last year but we have in years past 03:02:36 * inode0 points at the FAD sponsor :) 03:03:12 FADs come from a different budget, CommArch 03:03:24 Ah 03:03:32 harish, might be around 03:03:37 Dinner would be awesome 03:03:50 Well, since i'm sort of local, I can give stone suggestions if that is go 03:04:00 *some 03:04:17 anything else for FAmNA? 03:04:35 * MarkDude is done 03:04:50 And thanks folks for their patience 03:04:53 if you need some wiki help let us know 03:05:17 Hotel and douglax are the biggies for budget. sounds like those are ok 03:05:42 ok, nb - let's wrap this one up for this year 03:06:09 ok 03:06:14 #endmeeting