01:06:28 #startmeeting fudconlawrence 01:06:28 Meeting started Fri Oct 19 01:06:28 2012 UTC. The chair is ianweller. Information about MeetBot at http://wiki.debian.org/MeetBot. 01:06:28 Useful Commands: #action #agreed #halp #info #idea #link #topic. 01:06:35 #chair suehle 01:06:35 Current chairs: ianweller suehle 01:06:45 welcome to the meeting! :D 01:06:59 #topic hotel 01:07:19 I copied the GM of the Springhill on my last email. Funny. That gets you a quick reply. 01:07:27 hah. 01:07:31 1 - We can have the 17th added to the block. No problem. 01:07:33 wonder if that should be SOP for all of our emails now 01:07:48 2 - We can bring in whatever kind of alcohol we want as long as we don't charge for it. 01:07:54 excellent 01:07:59 Yeah, the SALES person still hasn't replied. But I talked to the GM. 01:08:04 lol. 01:09:19 So we've got what they can give us, which is 15 king rooms and 25 queen/queens 01:09:26 #info hotel block at springhill suites is more than likely go, 17th added to block, alcohol ok 01:09:57 i don't know enough fudcon history wrt hotels to tell if we need another room block at a secondary hotel? 01:10:06 #info $119/night with free wifi and breakfast 01:10:17 free breakfast is good. yay :D 01:10:21 yay 01:10:21 well, that should take care of 75 people which is well more than we have right now 01:10:23 i guess internet is important too 01:10:28 yeah true. 01:10:32 they also all have pull out sofa beds in case of emergency 01:10:40 ok 01:11:04 I also have the contract (not yet returned) to have a party at the hotel on Friday night like in Tempe. I assume we want to do that? 01:11:11 The room rental is a big fat $500, which is crazy cheap 01:11:25 no reason not to 01:11:33 do that on friday, have fudpub on satday? 01:11:39 Spot and I were thinking we'd pack suitcases of tabletop games, and I'm thinking we bring in CUPCAKE CONSTRUCTION COMPANY 01:11:40 yup 01:11:48 +1 to cupcakes 01:11:59 #info Friday night party in hotel with games, cupcakes, and awesomeness. 01:12:22 we should highly populate the info tags for rbergeron's quick surveying later 01:12:24 i wonder if spot and rbergeron would be okay with being assigned to booze-buying for that 01:12:28 yes 01:12:39 yeah, spot and I can handle the booze-buying. we're experts! :D 01:12:46 already discussed it1 01:12:49 excellent 01:12:59 #action spot, suehle: friday night booze 01:13:06 lol. that sounds... wrong 01:13:25 #topic fudpub 01:13:33 I wish I had more to say about this. Everywhere is too small or booked. 01:13:40 carp. 01:13:44 I think the most promising option is Dave and Buster's, but we'd have to get a charter bus. 01:13:56 which is not unpossible, just an extra step and $ 01:14:01 yeah 01:14:08 i need to call the bus comapny anyway, we'll talk about that later 01:14:11 do you happen to know of such bus services in the area? 01:14:13 oh, how handy :) 01:14:17 yeh :) 01:14:18 will they do airport runs as well? 01:14:27 we could probably arrange that 01:14:56 #action suehle to solidify some actual pricing for D&B and any other possible fudpub options 01:15:10 anything like renting a hall and bringing in catering/alcohol? 01:15:27 yeah, there are a couple, but usually their own catering, and they're not cheap 01:15:29 not saying that's what we ought to do, but just looking at options 01:15:32 ah ok 01:15:41 yeah that's what sucks about catering lunches for fudcon, we have to go through KU, no options there 01:15:47 I mean, total worst case, another party in the hotel 01:16:10 two hotel parties are equivalent to one fudpub i feel 01:16:18 :) 01:16:37 #topic actual FUDCon stuff 01:16:46 Robyn mentioned you had a handy dandy checklist from Tempe? 01:16:49 wait, there's a conference part? 01:16:57 uhhhh i have tempe's milestones list from trac 01:17:03 yeah, I realized in Paris it's not just alcohol and hotel rooms :D 01:17:05 that i haven't looked at yet 01:17:11 link? 01:17:19 it's in the admin part i belivee 01:17:21 believe* 01:17:23 i'll at least paste here 01:17:42 actually no i've got no clue hold on. 01:17:57 custom query time 01:17:59 i can link that 01:18:41 https://fedorahosted.org/fudcon-planning/query?type=!Funding+request&component=FUDCon+Tempe+2011&order=priority&col=id&col=summary&col=component&col=type&col=status&col=priority&col=milestone 01:18:53 those are all the tempe 2011 non-funding request tickets 01:19:34 That looks like work! 01:19:37 yep. 01:19:47 I'm out. See you there! ... 01:19:49 lol 01:20:06 since i've told you, but it's not publicly logged anywhere, i'll mention what i have done for the actual conference here 01:20:19 OK, for now, should we make things we have to actually to-do as info tagged here, and that's a start? 01:20:41 or action perhaps 01:20:50 do action items and i'll convert them to tickets post-meeting 01:21:02 i'm gonna mention what i have done 01:21:03 #action suehle order food for Friday night party 01:21:14 go! 01:21:19 #info we have 10 rooms on campus in learned hall, plus the spahr engineering classroom (200ish seats) for friday morning 01:21:30 which basically locks in friday as barcamp day, which is fine by me 01:21:52 that works 01:21:56 #info we have a contact from engineering's IT dept who is looking into things for us 01:22:19 i asked about getting ports unblocked, not sure how much he'll be able to do though 01:22:30 do they block a lot of ports? 01:22:30 #action badges, we should have some 01:22:50 nb: KUGUEST blocks all but 80/443 out, and i told him that was basically unacceptable, and we'd at least need 22, 6667 and 6697 01:23:08 ouch, hopefully he can get at least those 3 more 01:23:15 yeah no kidding 01:23:16 but at the same time, if i have a list of confirmed non-blocked ports, i can at least tell people ahead of time "these are the open ports good luck everybody" 01:23:19 there could be a revolt 01:23:26 Fedora mutiny 01:24:02 so, fingers crossed, hopefully it doesn't suck 01:24:07 we could just tunnel to Oz, where all ports are open... 01:24:18 lol. 01:24:48 also, my contact at KUCE (kim) is looking at parking 01:25:09 #action ianweller (friend kim) - parking 01:25:18 #info parking sitrep: friday staff lots are closed, looking into getting permits for the nearby parking garage; saturday and sunday the staff lots are open 01:25:28 #action coffee. must have coffee. 01:25:33 yeahhhhh. 01:25:38 which i assume KU catering can handle 01:25:47 just making sure it's on the list 01:26:07 and catering is on the list to take care of when we get closer to the conference 01:26:12 probably early december 01:26:22 when we have better estimates on who will be there and how much people's lunches we are paying for 01:26:37 #action lunch. buys it. in december. 01:26:48 gonna run down the list of tickets from tempe and copy stuff here that is relevant 01:27:21 suehle: uh back to hotel stuff, do we have a reservation code or something from springhill yet 01:27:41 or are we still in the tentative stage 01:27:50 The contract says to tell them "The Fedora Project" but I'm going to see if they can generate a code for us to use online. 01:27:56 That's why I haven't added that to the wiki yet. 01:28:03 that would be lovely. because i know we all hate phones 01:28:22 best case scenario is we get a link people can just click 01:28:36 I know I do. :) 01:29:24 ok 01:29:34 #action add wiki information for hotel when it is available 01:29:40 #action add wiki information for fudpub when it is available 01:30:04 fudpub action item already exists 01:30:28 #action add wiki information for parking and driving 01:30:38 #action double-check packing list on wiki 01:30:46 #action create area map for wiki 01:31:10 #action see if we can have packages shipped directly to hotel 01:31:18 (if not, we can just ship them to me) 01:31:30 #action buses - airport and potentially FUDpub 01:31:44 I can't imagine that we can't. I've only ever heard of one hotel saying no, and it was a massively overfull convention thing. 01:31:50 #action t-shirts 01:32:04 #action figure out if we want to have a t-shirt alternative, such as fedora-branded power strips, this year 01:32:11 #action invite RH video team 01:32:19 ^^you can assign that one to me 01:32:22 #action ianweller booklet 01:32:23 ok 01:32:32 #action letter of invitation for international attendees 01:32:41 #action lawrence transit info on wiki 01:32:42 Maybe Fedora flash drives? although i like power strips too 01:32:54 #info also consider fedora flash drives as a t-shirt alternative 01:33:07 nb: i think the whole "fedora friend finder" joke is going to finally apply to something though :) 01:33:08 otoh it's kind of fun "collecting the whole set" so to speak of subsequent years of fudcon tshirts 01:33:23 t-shirt alternative: ruby slippers 01:33:26 sigh 01:33:28 :) 01:33:35 Sorry, I'll try to make the Oz jokes stop. :) 01:33:54 No guarantees. The flying monkeys are bound to escape. 01:34:03 there's some town in kansas with a billboard for going to oz or the yellow brick road or something 01:34:11 i think it's somewhere between salina and hays 01:34:12 wamego? 01:34:16 field trip! 01:34:37 yeah, wamego. 01:34:42 between manhattan and topeka 01:34:46 they have the oz museum 01:34:52 omg so want to go 01:34:54 http://www.panoramio.com/photo/4212619 01:34:56 I wore that movie out as a kid 01:35:25 about an hour and fifteen minute drive 01:35:27 how far is wamego? 01:35:34 are you psychic now? 01:35:38 how do you keep doing that? 01:35:40 magic. 01:36:00 you could take highway 24 the whole way. 01:36:31 anyway 01:36:34 tickets 01:36:42 i need to talk about buses and sponsorship stuff in a bit 01:36:57 #action provide instructions for subsidized people on how airline/hotel costs work 01:37:25 #action ianweller generate badges.csv file from preregistration site 01:37:30 #action when acquiring booze, acquire soft drinks for daytime too 01:37:32 #action ianweller buy and print badge inserts 01:37:52 #action ianweller check with KU if bringing our own soda is okay or if we have to buy it from catering 01:38:01 aw man good point 01:38:03 which might be cheaper, admittedly, because KU is in cahoots with coke 01:38:07 but at the same time, coke only 01:38:16 that's ok :) 01:38:23 well, duh 01:38:41 #action contact design team for fudcon shirt 01:38:56 #action ianweller resopnd to design team about fudcon lawrence logo 01:39:10 it should have a flying monkey 01:39:24 we're not holding fudcon in wamego :) 01:39:38 #action printable emergency phone numbers sheet onsite as well as in booklet 01:39:41 but but but but 01:39:55 is that WAH me go or wa MEE go or what? 01:39:56 #action add learned room numbers to wiki 01:40:10 don't add the stupid room numbers... just the learned ones 01:40:17 wah MEE goh 01:40:35 * suehle considers not holding impromptu meetings after 9 pm when she apparently is like an ADD 10-year-old 01:40:40 lol. 01:40:51 well at least we're getting something done 01:40:58 and our silliness is forever logged 01:41:01 look, a squirrel! 01:41:10 ooh shiny 01:41:17 #action announce@lists email with last-minute reminders 01:41:18 #topic bus 01:41:21 #action barcamp dry run 01:41:27 and now i'm done 01:41:37 there are two companies in lawrence that will provide buses 01:41:43 mv transportation (relevant name) and first student 01:41:57 mv transportation we would contact through KU on wheels to get a bus 01:42:04 they are public transit buses 01:42:08 first student has school buses 01:42:19 i will be contacting ku on wheels first 01:42:39 that is all i know at this time 01:42:49 mv -n fudconners /hotel 01:42:56 yup 01:43:41 #topic sponsorships 01:43:49 would be cooler if we could get cp transportation 01:43:57 our user list would double! 01:44:01 i feel like we'd have causality issues there though 01:44:13 we just can't let them meet themselves on irc 01:44:35 anyway wrt sponsorships 01:44:39 ok, sponsorships! 01:44:48 i am having trouble writing more material for the prospectus 01:44:53 and would love help 01:44:55 https://fedoraproject.org/wiki/FUDCon:Lawrence_2013/Sponsor_prospectus 01:45:06 lh suggested adding sponsorship levels which makes things a bit complicated for us 01:45:20 the plan is -- and it's mentioned on that page -- when you agree to sponsor, you will commit to $X 01:45:30 then if we wish to use that $X to pay for an item, we have the company pay it directly 01:46:16 prior to this our sponsors would be listed as sponsors if they paid for anything. there was no separation of recognition based on how much you helped 01:46:24 have we done sponsors before? 01:46:28 tempe 01:46:34 who sponsored/ 01:46:36 we had google and rackspace 01:46:48 clearly it made an advertising impression on me 01:46:52 yeah. 01:46:54 lol 01:46:58 well it was only listed in the booklet 01:47:00 not particularly good 01:47:24 we can also add "in pre-conference advertising and on our website" 01:47:28 the goal is to turn this text into a niceish PDF to send to people 01:47:39 but i'd like to have that ready to go before november rolls around 01:47:52 i can completely handle making a PDF, i just need majorh elp with the content 01:48:07 i have a nice list of people to hit up in a text file in ~/ 01:48:12 well, we can't offer free badges... what else can we offer? 01:48:34 yeah. 01:49:07 * suehle goes back through email for other conferences' prospectuses 01:49:11 prospecti? 01:49:16 octopuses 01:49:23 here's SELF's http://www.southeastlinuxfest.org/self-2012-prospectus.pdf 01:50:14 why is it taking this long to download a 10 MB PDF 01:50:24 here's OLF's levels but not prospectus http://ohiolinux.org/sponsorship.html 01:50:45 NE offerings: http://northeastlinuxfest.org/?q=node/23 01:51:16 we could set up some tables in a room for sponsors to have if they want 01:51:35 and the difference between ad in the booklet and just logo 01:51:43 yeah 01:51:46 we could do booklet ads if we wanted 01:52:10 i'd prefer not to but we might have to 01:52:39 And if you position yourself as nice local college students, there are probably a couple of bars or restaurants that would throw in an ad for $50 or $100 assuming people have to eat while they're there. 01:52:51 true 01:53:02 but that being said 01:53:12 because we can't directly accept money since we don't have an NPO 01:53:23 at that point it becomes more of a hassle than anything 01:53:31 oh yeah. I keep forgetting that part 01:53:35 yeah :( 01:53:41 So what are you going to get somebody at a 10k type level to pay for?? 01:53:55 well KUCE's fees are $2K 01:54:14 unnngghhh 01:54:14 basically i'm thinking if we can get Not Red Hat to pay for fudpub, catering, etc 01:54:23 I thought the reason we did this campus thing was because it was generally free! 01:54:25 everything that isn't sponsoring people to get here 01:54:30 yeah 01:54:38 suehle: still cheaper than hotels here though 01:54:40 (i looked) 01:54:53 and i think for what they're doing that's fair 01:54:57 well then yo ustart thinking of benefits of each sponsorship... "banner at fudpub," "logo on room signs" etf 01:56:51 i'm probably gonna bring the $10K down to $5K though 01:56:55 at the very least 01:57:15 i will probably do ne linux fest's levels 01:57:41 I think rather than levels, we should just present options like SELF does. "Party, estimate $x000" "Conference space, estimate $x000" 01:58:00 some companies would be more comfortable sponsoring a room or lunch than booze. 01:58:58 that's what i originally had. i would probably feel more comfortable doing that 01:59:20 so i'll probably revert to that 01:59:32 i am going to need to figure out estimates for that stuff though 01:59:58 yup 02:00:33 okay so let's brainstorm all the expenses that sponsors could in theory pay for 02:00:37 so that i can put them on the wiki later 02:00:44 KUCE event space fees, $2K 02:01:04 FUDpub... unknown for the moment 02:01:09 catered lunches at event space, unsure on cost (can email kim to ask catering tonight) 02:01:16 Friday night I think RH will just have to pick up since we're going to go buy stuff, but that's cool 02:01:20 bus 02:01:21 are we going to assume the magic number of 140 for catered lunches and fudpub? 02:01:28 seems reasonable 02:01:31 k 02:01:50 actually i think ku catering's pricing is online 02:01:57 - coffee/soda could be sponsored 02:02:00 tomorrow once I officially confirm le hotel, we'll send out an announcement saying pls pls pls register if you're coming so we can have a decent idea 02:02:25 off topic, i think i'm going to hotfix the fudcon registration app to have google and yahoo buttons 02:02:42 that do what? 02:02:48 go off to google or yahoo for openid logins 02:02:54 ooooh 02:02:56 there's a magical url 02:03:04 it's kind of obnoxious 02:03:27 but i just worry that there's a lot of people who don't know what openid is or how to use it 02:03:55 so you're going to make it so you have to use openid 02:03:56 ? 02:04:00 it already is. 02:04:04 all auth is through openid for it 02:04:10 the FAS login is actually just openid 02:04:21 til... 02:04:29 :D 02:04:55 wait, I mean "TIL," not "untiiiiiiil *ominous music*" 02:05:09 i got that :D 02:05:41 well, this gets us a lot closer to A Plan 02:05:47 suehle: okay any other expenses to put on the wiki? 02:06:01 i have KUCE, fudpub, bus, coffee/soda, catering 02:06:04 erm erm erm can't think of anything we haven't named 02:06:23 afternoon cookie break if you have a plethora of sponsors leaking out 02:07:19 if we get to that problem we'll come up with things to spend money on 02:07:22 i don't think that will be a problem 02:07:35 #topic anything else 02:07:39 I didn't think so :) 02:08:09 Paris had and-swag, not instead-swag, come to think of it 02:08:14 t-shirts, coasters, and pins 02:08:34 t-shirts. duh. 02:08:46 oh hey, you should get a t-shirt sponsor :) 02:09:36 well i'm gonna end this thing and start playing with the wiki and trac for an hour 02:09:40 sound good? :) 02:09:44 #endmeeting