21:04:13 #startmeeting 21:04:13 Meeting started Thu Jan 14 21:04:13 2010 UTC. The chair is mchua. Information about MeetBot at http://wiki.debian.org/MeetBot. 21:04:13 Useful Commands: #action #agreed #halp #info #idea #link #topic. 21:04:19 Events FAD planning meeting, round 2 21:04:28 #link https://fedoraproject.org/wiki/Events_FAD_2010 21:04:30 * stickster here! 21:04:52 Agenda: 21:04:53 1. proposal/budget approval 21:04:54 2. FAD agenda-setting and logistics arrangement 21:04:55 3. prepwork to gear up for things specified in #2 and funded by #1. 21:04:58 #topic Budget! 21:05:18 So far we have spent $796 of a $3000 budget. 21:05:37 mchua wins the pennypinchers award! 21:05:53 and need another ~$420 for hotel 21:05:58 meaning we have... *math* 21:06:08 1784 left? 21:06:19 yep! 21:06:25 #info $1784 left in budget 21:06:42 We are waiting on three things: 21:06:48 1. Is ctyler coming in person? 21:06:56 2. Andrew Ross's budget proposal 21:07:02 3. Thanh Ha's budget proposal 21:07:23 I think we'll have enough for everything even if all three go through. 21:07:29 To pre-emptively explain the latter two: 21:07:43 Andrew and Thanh are from an open source event recording project - software for recording events. 21:07:50 #link #link http://www.fosslc.org/drupal/node/596 21:07:53 whoops. 21:07:55 uh... 21:07:59 #link http://www.fosslc.org/drupal/node/596 21:08:15 We'd like to make their project part of our "Event In A Box" kit - package it up and doc it, etc. 21:08:30 they'd be coming for the weekend to help us out, and it would be a bit over $1k for travel and hotel for them both. 21:09:13 In general, it's about $500 per person coming from Toronto (Chris, Andrew, and Thanh) 21:09:32 do we want to pre-emptively +1 their proposals when they come in, assuming they're not too far off that number, so they can book tickets? 21:09:37 stickster:? 21:10:30 (for the record, for those reading the logs: Chris Tyler is the fearless FUDCon Toronto planner.) 21:11:32 Sorry mchua, domestic duty called. 21:11:35 np. 21:11:37 * stickster reads back. 21:11:59 mchua: Yes. 21:12:03 Short version is we have 3 more potential attendees coming in-person, but they haven't submitted travel proposals yet. 21:12:06 Ok 21:12:24 #agreed: Chris, Andrew, and Thanh budget preapproved, assuming it's about $500/person. 21:12:25 * stickster thinks that their goals align well with "scalable, repeatable process for event planning" 21:12:36 That way as soon as we hear from them we can get those tickets booked. 21:12:43 *nod 21:12:46 That should more or less close the Events FAD books and attendee list 21:12:52 unless we have locals dropping by. 21:13:01 Ok, moving on to the exciting part... 21:13:04 #topic Agenda 21:13:14 #link https://fedoraproject.org/wiki/Events_FAD_2010#Purpose_and_goals 21:13:24 Max did cleanup, we're looking really good. 21:13:35 Agreed 21:13:37 I think the question in my mind right now is the balance between The Video Project and Everything Else 21:14:08 or in other words, the balance between Packaging Up And Testing Tools, and Figuring Out Process 21:14:35 and how we want to handle that. Do we want to do both in parallel and have people assigned to one of the two tracks? 21:14:38 So in all honesty, goals 1 and 2 -- timeline and process -- are more *urgent* and will likely take less time to accomplish 21:14:44 Do we want to sprint on one for one day, and the other for the other? etc. 21:14:47 * mchua nods. 21:14:58 goal 3 is a parallel goal, but it would make sense for us to have some joint session time at the beginning to kick it off 21:15:17 Then we could split up 21:15:20 Ok. Andrew and Thanh are likely to arrive late Friday morning rather than Thursday night, which gives us some time to work on process before they come, too. 21:15:32 And come back together for a joint session 21:15:42 We don't want to just turn that bit loose and not have checkpoints. 21:16:11 I think it would be a good idea to have a 10-minute checkpoint near the end of each day where the participants show and scribe down exactly what they finished. 21:16:11 Yep. 1-2 seem like the kind of thing we may not need to do a lot of prep for between now and then. 21:16:18 +1 to checkpoint. 21:16:33 #agreed two parallel tracks - goals 1-2, and goal 3 - with checkpoints at the end. 21:16:52 I'm especially concerned about goal 3 checkpoints -- because I think goal 1-2 are more self-documenting to start with. 21:17:03 spevack would agree methinks 21:17:07 Yeah. 21:17:27 It's very easy to spend a few days and end up with something half-finished that bit-rots. 21:17:34 The only prep I think we really need for goals 1-2 is for people to read and think about the data in https://fedoraproject.org/wiki/File:FUDCon-2009-survey-draft.odp, and their own notes on FUDCon/FAD planning, before they come. 21:17:50 So one of the sub-goals for goal 3 is a set of precise indicators what remains to be done, and people accountable for getting them done. 21:17:55 We need a lot more prep for goal 3. 21:17:56 * mchua nods 21:18:04 +1 on prep 21:18:12 So what we should do is try to get Andrew and Thanh in here for the next meeting and have them drive the setting of that part of the agenda 21:18:21 since they know the status of that software best. 21:18:30 Fortunately we have a lot of Infra firepower to help out at the event, w00t 21:18:52 so we should be able to do a good solid chunk of $stuff, for the value of $stuff determined when we sit down with the freeseer folks. 21:19:24 mchua: Who is interacting with Andrew and Thanh most at present? 21:19:26 #action attendees working on goals 1-2 read and review https://fedoraproject.org/wiki/File:FUDCon-2009-survey-draft.odp and their own Event-planning notes before the event 21:19:30 stickster: Me. 21:20:03 OK, so it's probably just a 2-minute task to shoot them an email and ask if they can be available at the next meeting, and what they can prepare for it 21:20:16 All relatively recent - we've vaguely discussed having that project come to this FAD since the planning-FUDCon-Toronto days, but Andrew and I finally hashed things out on IRC on... Tues, I believe 21:20:20 yup 21:20:32 #action mchua get Andrew and Thanh into the next planning meeting to lay out the plan for part 3 21:20:55 other than that, and booking a hotel once we know everyone's flight dates, I think we're good. 21:21:02 And these meetings can continue to be incredibly short. ;) 21:21:27 oh, just got ctyler in another channel 21:21:35 heh :-) 21:22:13 Yay, Chris is free to come. I'll work with him to figure out travel details. 21:22:21 By next meeting we should have the final attendee list and everyone should have their tickets booked. 21:22:25 I do believe that's all. 21:22:31 stickster, any other notes? 21:22:53 Nothing related to the planning of the event. 21:23:07 A couple interesting things going on that relate to the *content* 21:23:13 But those are OT right now. 21:23:44 stickster: oh, ok. should those notes go to the list, or wait for the FAD? 21:23:51 We're only 2 weeks away. 21:24:13 It's not going to change our plans for the FAD, just items to discuss there. 21:24:20 Ok, cool. 21:24:23 Wrappin' up this one then. 21:24:26 +1 21:24:26 Thanks stickster. 21:24:33 mchua: Thanks for driving the meeting, great job. 21:24:35 It helps to have a rhythm to make sure things get checked in on every so often. 21:24:41 #endmeeting