20:01:06 <stickster> #startmeeting
20:01:06 <zodbot> Meeting started Thu Oct  1 20:01:06 2009 UTC.  The chair is stickster. Information about MeetBot at http://wiki.debian.org/MeetBot.
20:01:06 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
20:01:15 <stickster> Agenda link follows:
20:01:24 <stickster> #link https://fedorahosted.org/marketing-team/report/9
20:01:32 <stickster> #topic Roll call!
20:01:33 * stickster 
20:02:41 <stickster> Anyone else? mchua? ctyler?
20:02:51 * stickster is feeling awful lonely :-)
20:03:43 * stickster waits until 5 after and then will simply issue a status report.
20:04:43 <stickster> *jeopardy theme*
20:05:41 <stickster> *bong, bong*
20:05:46 <SMParrish_mobile> i'll take lonely project leaders for 50 alex
20:05:56 <stickster> Thanks SMParrish_mobile, you made me feel better :-)
20:06:07 <stickster> The funny part is, I know Mel's working on FUDCon stuff
20:06:13 <stickster> Maybe she's too busy to get here :-)
20:06:28 <SMParrish_mobile> she was here 30mins or so ago
20:06:44 <stickster> OK, first topic is LUG proposals
20:07:12 <stickster> #topic LUG proposals - https://fedorahosted.org/marketing-team/ticket/18
20:07:29 <stickster> This is assigned to mchua -- I'll ask her for a status to the list
20:08:32 <stickster> #action mchua to report status of spreading information to LUGs about FUDCon
20:08:52 <stickster> That's somewhat related to the schedule item, which might have been blocking to some extent on me
20:09:04 <stickster> #topic Daily schedule - https://fedorahosted.org/marketing-team/ticket/71
20:09:22 <stickster> #info stickster finalized schedule on wiki, based on messages to list and no negative responses
20:09:37 <stickster> I believe mchua has also updated the ad copy
20:09:40 * stickster checks back for link
20:10:09 * ctyler here
20:10:19 <stickster> #link http://mchua.fedorapeople.org/sketches/
20:10:22 <stickster> Location of ad copy
20:10:32 <SMParrish_mobile> are there enough rooms * time slots to accomodate the planned talks  plus the ones that will be proposed on the 1st day
20:10:40 <stickster> If mchua doesn't show by EOM, I'll fix that ad.
20:10:59 <stickster> SMParrish_mobile: There will be plenty
20:11:15 <stickster> I believe ctyler informed us we had on the order of 8 rooms available if needed
20:11:38 * stickster waves at ctyler, btw
20:11:49 <SMParrish_mobile> good I just remember the long line in Boston of proposals
20:12:04 <stickster> SMParrish_mobile: Right. All those were made BarCamp style.
20:12:19 <stickster> Some of the proposed talks we're going to pre-schedule so that everyone won't be in that line
20:12:33 <stickster> Should also reduce the chaos slightly
20:12:55 <stickster> #action mchua to correct ad copy
20:13:10 <stickster> #action stickster to correct ad copy if mchua is not available today
20:13:26 <stickster> OK, I'm going to commingle two topics now, everyone ready?
20:13:31 * ctyler confirms 8 rooms: 160-seat theater, 128-seat theater, 2x40-60 glassed rooms, 4x35+ classroom
20:13:36 <stickster> ctyler: Thank you sir!
20:14:12 <stickster> #info ctyler has confirmed 8 rooms -- 160-seat theater, 128-seat theater, 2 x 40-60-seat glassed rooms, 4 x 35+-seat classrooms
20:14:33 <stickster> ctyler: Can I get you to put that on the wiki in a new area designed for scheduling?
20:14:45 <ctyler> it's on the logistics page
20:14:54 <stickster> Oh, then you're ahead as usual!
20:14:56 <ctyler> http://mchua.fedorapeople.org/sketches/ look good
20:15:07 <stickster> ctyler: I think I just need to adjust the actual times
20:15:28 <stickster> Based on the info to the list earlier this week
20:15:58 <stickster> Sat is 9:30-6:00, FUDPub 7:00-11:00, then Sun/Mon 10-6 as shown
20:16:26 <stickster> #info general FUDCon schedule: Sat is 9:30-6:00, FUDPub 7:00-11:00, then Sun/Mon 10-6 as shown
20:16:55 <stickster> We do need a wiki scheduling matrix, but that's not a critical path thing right now.
20:16:59 <stickster> So I'll move on
20:17:35 <stickster> #topic Budget and attendee funding -- https://fedorahosted.org/marketing-team/ticket/69 and https://fedorahosted.org/marketing-team/ticket/64
20:17:50 <stickster> Thanks to a sharp eye by inode0, we discovered a mistake I had made on the budget page.
20:18:31 <stickster> I had budgeted all the current attendees for $300 for 3 nights of lodging. That's wrong, because at double occupancy it's more like $150 (at CDN $105/room, which is ~US $100, so halfsies over each night = $150)
20:18:50 <stickster> So as of right now, we are pretty much within our budget total.
20:18:54 <stickster> That's good.
20:19:02 <stickster> What's not so good is we need to fund more community attendance.
20:19:21 * ctyler can't get on the wiki
20:19:29 <stickster> uh-oh!
20:19:47 <stickster> It came up fine for me just now, fwiw.
20:20:07 * ctyler cusses at the network some more, for good measure
20:20:16 <stickster> OK, back to budget then.
20:20:32 <stickster> We have two problems with the budget right now:
20:20:44 <stickster> 1. Costs are aligned wrong for when our funds are available.
20:20:51 <stickster> 2. Costs are too much overall to fund more people.
20:20:59 <stickster> Starting with problem 1...
20:21:23 <stickster> The funding for FUDCon is currently split between Community Architecture and Fedora Engineering, two separate budgets.
20:22:00 <stickster> The FE budget was something Spot and I drummed up starting at the beginning of the year in our planning efforts, to make sure we had a fund for people to go from Boston to wherever FUDCon was held, because we knew we wanted to do it somewhere that was not Boston.
20:22:11 <stickster> The CA budget is meant to handle everything else.
20:23:16 <stickster> Red Hat works by fiscal quarters; Q3 runs Sept. 1 - Nov. 30, and Q4 runs Dec. 1 - Feb. 28.
20:23:53 <stickster> So we need to incur some costs in Q3 to hit the CA budget then, and the rest in Q4, to hit either the CA or FE budget.
20:24:07 <stickster> We'll need to reallocate some spending to make sure that we're not over- or under-burning either.
20:24:17 <stickster> That's something that I can work out with mchua on the list.
20:24:32 <stickster> #action stickster to work with mchua on list to fix budget allocations properly
20:24:42 <stickster> Now, problem 2 is separate and distinct from that problem.
20:24:48 <stickster> We need more funding overall.
20:25:18 <stickster> David Nalley (ke4qqq) has been working on sponsorship for FUDPub which would save us an immense amount of money (relatively speaking) and allow us to immediately fund a bunch of additional people.
20:25:26 <SMParrish_mobile> even though lunch is nice everyday, you could provide it on Sat only freeing up some funds.  Think you will get more bang for the buck using it for community
20:25:37 <stickster> SMParrish_mobile: Excellent point, I was just getting to that.
20:26:02 <stickster> Sponsorships are the first way we could save money -- in other words, free up what we would have spent on FUDPub and instead buy some more travel with that money.
20:26:10 <stickster> The second is to cut, cut, cut.
20:26:26 <stickster> The first and most obvious thing that occurred to us in previous discussions is to get rid of lunch on Sunday and Monday.
20:26:43 <stickster> There is a cost to this, though, in terms of people-time, which I think ctyler may have mentioned to me at one point
20:27:29 <stickster> If people wander off to get lunch, you don't just lose 60-90 minutes of hacking time. In fact, that social recharge can be a good thing sometimes.
20:27:47 <stickster> It ends up being more a matter of momentum lost, when people can eat and take it easy around the hackfest area and stay in the mindset.
20:27:58 <SMParrish_mobile> but couldn't we arrange to each morning take food orders from a local place and have each person cover their own
20:28:07 <stickster> SMParrish_mobile: You type faster than me
20:28:19 <stickster> no fair :-)
20:28:22 <SMParrish_mobile> lol  and I'm typing on an olpc
20:28:34 <stickster> Yes, the alternative is to go for something cheaper and local
20:29:03 <stickster> But there are two barriers: (a) what's around in terms of vendors, and (b) how do we get it from there to here
20:30:09 <stickster> SMParrish_mobile: And if we choose to go the "mass orders" route, it can be done in a way that's easy to manage
20:30:36 <stickster> i.e. limit options, collect money with the order, include a tip in the total due, etc. etc.
20:30:46 <stickster> So it's not a disaster if we decideto cut out lunch.
20:31:07 <stickster> I want to give ke4qqq until Monday to get us news on sponsors
20:31:16 <stickster> He was literally talking to someone this morning when I bugged him again
20:31:26 <stickster> (that someone was the sponsor)
20:31:36 <stickster> #info ke4qqq is still talking with sponsors
20:31:51 <stickster> #action stickster to push for final word by Monday
20:31:59 <stickster> #action stickster to push for final word by Monday on sponsorship of FUDPub
20:32:04 * stickster has to learn to write better AI's.
20:32:35 <stickster> ctyler: SMParrish_mobile: any questions about budget/attendee stuff?
20:32:40 <stickster> Oh, one more point
20:33:02 <stickster> #info Money that is freed up by a sponsorship or cost-cutting will be put into subsidizing people on the pre-reg list who've asked.
20:33:34 <SMParrish_mobile> no questions here
20:33:34 * stickster waits for any questions
20:33:40 <stickster> (ha!)
20:33:45 <stickster> OK, moving on
20:34:05 <stickster> #topic Bus -- https://fedorahosted.org/marketing-team/ticket/68
20:34:14 <stickster> I talked to LM of Boston yesterday and they are preparing a new quote for us.
20:34:41 <stickster> This is unfortunate -- they got the original one wrong on the phone and so it will be more than what I thought -- but probably in line with what we've budgeted, which isn't terrible.
20:35:01 * ctyler is hanging on the edge of the network, with avian-carrier reliability atm
20:35:01 <stickster> I hope to have that contract sewn up by early next week as well.
20:35:13 <SMParrish_mobile> how many empty seats do we have on the bus
20:35:14 <stickster> ugh, poor ctyler
20:35:35 <stickster> #info stickster is working on bus contract, hoping to finalize by the week of 2009-10-05
20:35:39 <ctyler> (if I'm quiet for a bit that's probably why)
20:35:48 <stickster> SMParrish_mobile: It's a coach sized bus, and the list of riders is on the wiki
20:35:55 <stickster> https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics
20:36:02 <stickster> I think we're only about half full on the bus.
20:36:13 <stickster> Maybe a smidge more
20:36:31 <stickster> It's plenty to make it worthwhile, not enough to look for a second bus :-)
20:36:58 <ctyler> A bit of elbow room is good :-)
20:37:16 <stickster> OK, that's it on the bus, I'll keep working on that
20:37:30 <stickster> AC power, as I reported before, is tentative but not certain
20:38:06 <stickster> #topic other tickets
20:38:28 <stickster> #link https://fedorahosted.org/marketing-team/ticket/70
20:38:30 <stickster> #link https://fedorahosted.org/marketing-team/ticket/76
20:38:59 <stickster> Hackfest planning is something mchua filed, so I'll leave that to her to status-ize on the list
20:39:14 <stickster> #action mchua to report status on ticket #76, hackfest planning
20:39:38 <stickster> ctyler: D&B gave us an extension for the FUDPub deposit, by mutual agreement
20:39:49 <ctyler> right
20:39:53 <stickster> Anything further to report on vegetarian fare, or did we close that issue?
20:40:57 <stickster> ctyler: If it's closed, I'll set an AI for you to close the ticket
20:41:23 <ctyler> stickster: I have to confirm how the options that D&B have suggested work
20:41:33 <ctyler> but I think we're almost ready to close.
20:41:37 <stickster> ctyler: OK
20:41:46 <stickster> ctyler: Doing that on the list?
20:42:57 <ctyler> Yes
20:42:57 <stickster> Or was this something that was going to change the bottom line? (Which is OK, we'd just need to know so we can report it to the FUDPub sponsor or include in our budget.)
20:43:00 <stickster> Ah, OK.
20:43:12 * stickster notes that ctyler said "Yes" to the former, and to ignore his last bit.
20:43:14 <ctyler> It will have some $ impact, not sure how much.
20:43:30 <stickster> #action ctyler to confirm satisfactory vegetarian options, and cost, on the list.
20:43:39 <stickster> ctyler: *nod... we'll get it finalized there in the next few days.
20:43:51 <stickster> OK, that does it for tickets
20:44:03 <ctyler> stickster: Need to know lunch decisions before proceeding there
20:44:10 <stickster> Oh?
20:44:32 <ctyler> (separate from D&B)
20:44:45 <stickster> ctyler: OK, send a note to the list and we'll hash it out.
20:44:48 * ctyler starts over
20:44:51 <stickster> heh
20:45:03 <ctyler> I'm unclear on what we're doing with lunches.
20:45:24 <stickster> ctyler: Currently we are "holding" because we don't know whether FUDPub costs are being picked up by a sponsor.
20:45:25 <ctyler> There are good local fast-food options for Sun/Mon, or we can do something $cheap
20:45:46 <stickster> ctyler: We may be better off simply deciding now, we're not handling lunch on Sunday+Monday.
20:45:57 <stickster> ctyler: I'm OK doing that, but I'd prefer to do it on the list where there are more people around
20:46:13 <ctyler> k, I'll re-raise the question there
20:46:33 <stickster> cool.
20:46:50 <stickster> ctyler: Are there nearby vegetarian options for food on Sun + Mon?
20:47:35 <ctyler> Yes: Subway, Pizza, Greek
20:47:43 <stickster> ctyler: OK, thanks
20:47:48 <stickster> All right, we'll take that to the list
20:48:12 <stickster> #action Planning group will decide issue of punting on Sunday + Monday lunch, to free up funding now for other purposes
20:48:31 <stickster> OK, I don't have anything left for this session
20:48:48 <stickster> mchua is busily acting as a part-time travel agent, just so everyone knows contribution is continuing! :-)
20:49:07 <stickster> Anyone have further questions?
20:49:23 <stickster> #topic AOB
20:49:43 <stickster> If not, I'll close the meeting in 30...
20:49:54 <stickster> 20...
20:50:04 <stickster> 10...
20:50:09 <stickster> 5
20:50:10 <stickster> 4
20:50:11 <stickster> 3
20:50:12 <stickster> 2
20:50:13 <stickster> 1
20:50:15 <stickster> #endmeeting