15:00:38 <jsmith> #startmeeting FUDCon Planning Meeting 15:00:38 <zodbot> Meeting started Fri Jun 3 15:00:38 2011 UTC. The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot. 15:00:38 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic. 15:00:50 <jsmith> #meetingname fudcon planning 15:00:50 <zodbot> The meeting name has been set to 'fudcon_planning' 15:00:59 <jsmith> #topic Roll Call! 15:01:03 * jsmith is here 15:03:45 <gomix-work> jsmith: found my answer.. it was http://www.docbook.org/tdg/en/html/indexterm.html 15:04:01 <jsmith> gomix-work: Cool. 15:04:13 <jsmith> Anybody else here for the FUDCon Milan planning meeting? 15:04:16 <gomix-work> hey.. jsmith whats your best suggestion for capturing a barcode scanner from a web browser ? 15:04:37 <gomix-work> (sw) 15:04:38 <jsmith> gomix-work: Can you please ask me in another channel -- this is the FUDCon meeting planning meeting :-/ 15:04:41 <gomix-work> sorry 15:06:02 * tatica just reading, morning to all 15:06:28 <jsmith> OK, I guess I'll get started on my own 15:06:34 <jsmith> #topic FUDCon Milan 15:06:53 <jsmith> Planning for FUDCon Milan seems awfully quiet 15:07:11 <jsmith> I don't have a lot of insight into what is happening there, and was hoping to get a status update in this meeting 15:07:16 <jsmith> The wiki page hasn't been updated 15:07:57 <jsmith> and frankly, I'm nervous about the lack of communication 15:10:49 <jsmith> #action jsmith to push the Milan team to create a wiki page 15:10:53 <tatica> ! 15:11:12 <jsmith> #action jsmith to ensure that the dates are finalized for early October 15:11:15 <jsmith> => tatica 15:11:25 <tatica> have Milan team members been in touch? 15:11:56 <jsmith> Francesco Crippa has been in contact via email 15:12:08 <jsmith> and he said he'd be at the meeting, but I haven't seen him this morning 15:12:41 <tatica> is someone else helping fcrippa? 15:12:51 <jsmith> Yes, there's a long list of helpers on the Bid page 15:13:00 <jsmith> Hopefully many of those are helping Francesco 15:13:25 <tatica> have they been in touch? is Francesco the only link? 15:13:38 <jsmith> Apparently the Italian team has a meeting on Wednesday nights, but it's in Italian 15:13:56 <jsmith> So we organized this meeting for Francesco to keep us up to speed, and to sync between the Italian and non-Italian teams 15:14:14 <tatica> I could help with italian team, but that's not a good time for me 15:14:36 <tatica> at least not until I find a proper router or some way to stay online at nights 15:14:39 <jsmith> Yeah -- I read a *tiny* bit of Italian, but I certainly wouldn't be able to communicate well with them 15:15:08 <jsmith> #topic Subsidies 15:15:19 <jsmith> The next topic of interest is going to be travel subsidies 15:15:51 <jsmith> We're not yet ready to start taking tickets for travel subsidies, but once we have a better handle on budget, we'll start inviting people who need help with travel to open tickets for subsidies 15:16:13 <jsmith> (and, like previous FUDCons, probably have at least two rounds of subsidy meetings) 15:16:20 <jsmith> As always, priority is given to those who: 15:16:30 <jsmith> 1) Are geographically close to the FUDCon 15:16:38 <jsmith> 2) Are actively engaged in doing Fedora work 15:16:55 <jsmith> 3) Have a demonstrable need for a subsidy 15:17:05 <jsmith> 4) Are willing to give presentations at FUDCon and blog about their experiences 15:17:41 <jsmith> Ah, there's Francesco 15:17:50 <fcrippa123> sorry, I'm very late 15:17:53 <jsmith> No problem 15:17:56 <jsmith> Glad you could join us. 15:18:24 <jsmith> So far, we've just talked about getting the FUDCon:Milan wiki page updated, and making sure the dates are set 15:18:33 <tatica> :) 15:18:35 <jsmith> And then I just started talking about subsidies 15:18:47 <jsmith> We're not yet ready to start inviting people to open tickets for travel subsidies 15:19:10 <jsmith> but once we do, we'll probably have a couple of rounds of subsidy meetings to try to accommodate people as best we can 15:19:11 <fcrippa123> ok 15:19:20 <jsmith> #topic Status update from the Italian team 15:19:31 <jsmith> fcrippa123: Can you give us a quick update on how the planning is coming along? 15:19:35 <fcrippa123> yep 15:19:43 <fcrippa123> https://docs.google.com/present/edit?id=0AeyWt8b_1abLZG56Y3Q0Yl8wZzN0ampzZmI&hl=en_GB&authkey=CN_BgLkK 15:19:55 <fcrippa123> I'm trying to keep the status updates on this shared document 15:20:00 <fcrippa123> in few words 15:20:18 <fcrippa123> we already submitted the official documentation to the univeristy 15:20:37 <jsmith> Cool... 15:20:48 <fcrippa123> everything is fine (so far) and the university confirmed the availability for the 1st and 2nd october 15:21:17 <fcrippa123> we'll have one big room (200 people) and 3-4 other small rooms 15:21:26 <fcrippa123> ..and wifi access 15:21:57 <jsmith> Beautiful! 15:22:03 <jsmith> That's exactly what we need :-) 15:22:08 <fcrippa123> Samuele Storari is working with the artwork/design team to have logo, banner and stuff ready in time 15:22:23 <jsmith> #info Francesco is keeping status updated in a shared document at https://docs.google.com/present/edit?id=0AeyWt8b_1abLZG56Y3Q0Yl8wZzN0ampzZmI&hl=en_GB&authkey=CN_BgLkK 15:22:35 <fcrippa123> I think the logo is ready and we can just finalize the choice 15:22:41 <tatica> are you guys not going to use the fudcon logo? or are you talking about the theming of the event? 15:22:59 <fcrippa123> the theming for the event 15:23:04 <jsmith> tatica: See slide seven of the document :-) 15:23:07 <tatica> forget it; I just check the presentation 15:23:09 <tatica> yes :) 15:23:12 * tatica loves that one 15:23:48 <fcrippa123> we found few 'pubs' for an informal dinner on friday night 15:24:12 <fcrippa123> and by the end of next week we should have a list of possible places for the "FUDPub" on Saturday night 15:24:49 <jsmith> OK, sounds great 15:24:50 <fcrippa123> a couple of Italian guys are looking for some cheap catering service for the light-lunch during the event 15:25:02 <jsmith> Yes, we did something similar at FUDCon Zurich 15:25:10 <jsmith> (and bought a bunch of pizzas one day) 15:25:10 <fcrippa123> unfortunately the quotation we've collected so far are too expensive 15:25:21 <tatica> brb 15:25:48 <fcrippa123> (we're not doing a wedding reception 15:25:49 <fcrippa123> ;-) 15:26:05 <fcrippa123> yep! the pizza will be mandatory 15:26:07 <fcrippa123> ;-) 15:26:23 <fcrippa123> (cheap, usually good in italy, suitable for vegetarian and vegan...) 15:26:23 <fcrippa123> ;-) 15:26:39 <jsmith> Sounds great. 15:27:05 <jsmith> The sooner we have (rough) budget numbers for FUDPub and lunches, the sooner we'll be able to start on travel subsidies 15:27:18 <fcrippa123> yep 15:28:31 <jsmith> I'll start opening tickets in Trac (http://www.fedorahosted.org/fudcon-planning/) for the various pieces, so that they don't get lost along the way 15:28:38 <fcrippa123> in theory we should be done by the end of next week 15:28:39 <jsmith> Please try to keep them updated as you find more information 15:28:47 <fcrippa123> +1 15:28:57 <fcrippa123> I will 15:29:21 <fcrippa123> there are also other contributors that are working to some 'song-cover-contest' 15:29:57 <fcrippa123> (I will explain better as soon as I have some details on that...) 15:30:03 <jsmith> Sounds like fun! 15:30:08 <fcrippa123> that's the plan! 15:30:28 <jsmith> What can I do from here to help you? 15:30:48 <fcrippa123> well, few thing 15:31:12 <fcrippa123> 1) announce the definition of the schadule (1st-2nd of October) 15:31:37 <fcrippa123> 2) open all the tickets that you have in mind (I'm sure we haven't covered everything... something will be missing for sure...) 15:32:08 <fcrippa123> 3) triples the budget ;-) 15:32:23 <fcrippa123> 1 and 2 are very important 15:32:54 <jsmith> I wish I could triple the budget, but unfortunately I can't. 15:33:01 <jsmith> I'll work on #1 and #2 15:33:10 <fcrippa123> the local redhat office will run a marketing campaign in september dedicated to the fudcon 15:33:27 <jsmith> One thing we can do to help with the budget is to encourage other organizations and companies to sponsor parts of the conference 15:33:38 <fcrippa123> and we're getting in touch with the 'linux related and local technology magazines' to have some press coverage for the event 15:33:39 <jsmith> For example, at FUDCon Tempe both Google and Rackspace helped pay for food 15:34:01 <jsmith> At FUDCon Panama, Dell paid for several things, and several other companies donated food, hotel rooms, etc. 15:34:02 <tatica> fcrippa123, do you have a brochure? or something formal to present the event to possible sponsors? 15:34:27 <jsmith> There was a good "prospectus" document that herlo built for FUDCon Tempe 15:34:31 <fcrippa123> yep, but anyway it shouldn't be a problem (the budget should be enough) 15:34:32 <jsmith> You should be able to use it as a model 15:34:43 <jsmith> I think aeperezt built one for Panama as well 15:34:44 <fcrippa123> tatica: not yet 15:34:54 <fcrippa123> more than a boruchure I'd like to have a simple website 15:34:57 <jsmith> It really helps potential sponsors know that we're serious 15:34:59 <fcrippa123> (with a registration form) 15:35:37 * tatica will try to help with that 15:35:52 <fcrippa123> anyway Byte-code is available to sponsor the event 15:36:16 <fcrippa123> and we're collecting feedback from other companies that already knows the 'Fudcon' 15:36:22 <jsmith> Wonderful :-) 15:36:39 <fcrippa123> but anyway I don't expect to spend more than 15-20k... and we should be covered so far 15:36:43 <jsmith> #action fcrippa123 and tatica to work on a website to help promote the conference 15:36:59 <fcrippa123> but we'll do our best to find the best sponsors asap 15:37:11 <tatica> fcrippa123, do you think that would be usefull to have a folder to present to sponsors? with all the info? 15:37:56 <fcrippa123> it could be 15:38:23 <tatica> fcrippa123, awesome, I will use then Flisol documentation as base and ask rbergeron in a while if she have some more tips 15:38:37 <jsmith> tatica: I'll find the prospectus that was done for Tempe and send it to you as well 15:38:58 <fcrippa123> the problem is that fudcon is not 'typical' as an event 15:39:12 <fcrippa123> it's difficult to find the right visibility for sponsors 15:39:23 <tatica> thx! 15:39:40 <fcrippa123> so we should find companies that are in some ways involved in the opensource market 15:39:47 <jsmith> Yes, I understand that, as there's no exhibit halls 15:39:49 <jsmith> Exactly 15:40:00 <fcrippa123> so that they can benefit from the natural visiblity and exposition ensured by this kind of event 15:40:45 <jsmith> Exactly. 15:40:49 <tatica> also knowledge 15:40:59 <jsmith> Another great tip from FUDCon Panama is to try to engage the local government 15:41:03 <tatica> they can consider this as a workshop for some employees 15:41:04 <aeperezt> jsmith, you are right we have a model of the prospectus 15:41:08 <fcrippa123> tatica: I think we should schedule a meeeting with samuele to organize the artwork work 15:41:17 <tatica> fcrippa123, +1 +1 +1 15:41:21 <fcrippa123> (he's on vacation today... lucky him!) 15:41:31 <jsmith> Often times, they're eager to bring more tourism and work to the area, and will often help sponsor conferences 15:41:33 <tatica> fcrippa123, I'm short at nights since I have no internet at home 15:41:46 <fcrippa123> let me know when it's fine for you 15:42:12 <tatica> fcrippa123, I'm available from mon-fri (12-22 UTC) and weekends any time 15:42:26 <tatica> but we can set that through mail 15:42:37 <tatica> jsmith, add that action pls 15:42:45 <fcrippa123> ok, I'll send you some proposal next monday when samuele will be back 15:42:50 <aeperezt> tatica, jsmith here is the one we used on Panama https://fedoraproject.org/wiki/File:Fudcon_solicitud_patrocinio.pdf 15:42:57 <jsmith> #action fcrippa123 and tatica to schedule a meeting to finalize the artwork 15:43:18 <tatica> aeperezt, thx, downloading 15:43:39 <aeperezt> tatica, I have the svg if you can use them 15:43:43 <jsmith> aeperezt: Do you have the sources for that document? 15:43:47 <jsmith> Ah, perfect :-) 15:44:02 <tatica> aeperezt, sure! pls 15:44:08 * tatica downloading everything to work tonight from home 15:44:37 <jsmith> #chair fcrippa123 tatica 15:44:37 <zodbot> Current chairs: fcrippa123 jsmith tatica 15:45:16 <aeperezt> jsmith, will email you them it is hasks works 15:45:35 <jsmith> aeperezt: Perfecto, gracias :-) 15:45:51 <jsmith> #topic Any other items to discuss? 15:46:45 <tatica> fcrippa123, do you have any item that you feel that has some troubles or going slower? 15:47:11 <fcrippa123> quotations from pubs and restaurant 15:47:17 <fcrippa123> (and pools/bowling etc...) 15:47:45 <fcrippa123> it takes a while and it's a kind of 'boring' task (no one wants really manage that) 15:47:56 <fcrippa123> but it's working... slowly but surely 15:48:10 <fcrippa123> for the artwork there are a lot of things to do 15:48:33 <fcrippa123> (presentation website and t-shirt on the top) 15:48:48 <aeperezt> files were send to jsmith and tatica 15:48:57 <fcrippa123> ...but Im not too worried for these things... usually design team is very efficient ;-) 15:49:25 <tatica> aeperezt, thank you! 15:50:17 <fcrippa123> do you have other questions? (I have a meeting in 10 minutes) 15:50:41 <tatica> nop, just reach Samuele 15:50:54 <fcrippa123> anyway, if you want to join the italian team for the local organization, we have a weekly meeting on wednesday night (9pm GMT) 15:51:07 <jsmith> OK, sounds great 15:51:15 <fcrippa123> and I'll be on this #channel every friday 15:51:20 <jsmith> Thank you for your help fcrippa123 15:51:37 <fcrippa123> you're welcome and hope to see you in Milan soon! ;-) 15:51:39 <jsmith> And thanks for volunteering to help, tatica 15:52:18 <jsmith> #endmeeting