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