13:03:22 <jsmith> #startmeeting FUDCon India Planning meeting 13:03:22 <zodbot> Meeting started Fri Jul 22 13:03:22 2011 UTC. The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:03:22 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic. 13:03:30 <bckurera> we are in GMT+5.30 13:03:31 <jsmith> #meetingname FUDCon planning 13:03:31 <zodbot> The meeting name has been set to 'fudcon_planning' 13:03:39 <jsmith> #topic Roll Call! 13:03:43 <tatica> o/ 13:04:11 <bckurera> bckurera - Buddhika Kurera - bckurera@fedoraproject.org 13:04:18 <mether> .fas sundaram 13:04:18 <zodbot> mether: sundaram 'Rahul Sundaram' <metherid@gmail.com> - iyerarvind 'Iyer Arvind Sundaram' <arvind@cgpl.iisc.ernet.in> 13:04:23 <tatica> .fas tatica 13:04:23 <zodbot> tatica: tatica 'Maria Gracia Leandro Lombardo' <tatadbb@gmail.com> 13:04:30 <jsmith> .fasinfo jsmith 13:04:31 <zodbot> jsmith: User: jsmith, Name: Jared Smith, email: jsmith.fedora@gmail.com, Creation: 2007-05-15, IRC Nick: jsmith, Timezone: US/Eastern, Locale: en, GPG key ID: 8B670B7A, Status: active 13:04:33 <gomix> .fas gomix 13:04:34 <zodbot> jsmith: Approved Groups: cmswriters cla_fpca cmseditors @accounts cla_fedora cla_done docs sysadmin sysadmin-tools docs-writers ambassadors irc-support-operators @elections 13:04:38 <zodbot> gomix: gomix 'Guillermo Gómez' <guillermo.gomez@gmail.com> 13:04:58 <bckurera> .fasinfo bckurera 13:04:59 <zodbot> bckurera: User: bckurera, Name: Buddhika Kurera, email: bckurera@gmail.com, Creation: 2010-05-03, IRC Nick: bckurera, Timezone: UTC, Locale: en, GPG key ID: , Status: active 13:05:03 <zodbot> bckurera: Unapproved Groups: magazine marketing web 13:05:07 <zodbot> bckurera: Approved Groups: cla_fpca cla_fedora cla_done freemedia ambassadors 13:05:27 <jsmith> #chair mether 13:05:27 <zodbot> Current chairs: jsmith mether 13:05:48 <jsmith> OK, looks like we've got a pretty good group this morning 13:05:53 <jsmith> Let's go ahead and dive into the agenda 13:06:01 <jsmith> #topic Status update on Hotel/Lodging 13:06:34 <mether> alright 13:06:38 <mether> so we got two options 13:06:45 * rbergeron pops in 13:06:50 <jsmith> #chair rbergeron 13:06:50 <zodbot> Current chairs: jsmith mether rbergeron 13:06:54 <mether> let me calculate the rates in dollars 13:08:25 <jsmith> No problem 13:09:54 <mether> one is 40 dollars per person - twin occupancy 13:10:19 <mether> another is 90 dollars per person - twin occupancy 13:10:32 <mether> the 40 dollar one is pretty near to the Red Hat Pune office 13:10:34 <mether> about a km 13:10:49 <jsmith> How far are they from the COEP campus? 13:11:34 <mether> 4 star hotel. you get wi-fi, complementary breakfast, laundry etc as part of it 13:11:41 <jsmith> Typically, our primary concern is "location relative to the event itself" 13:11:41 <mether> 10 kms from COEP roughly 13:11:55 <jsmith> So it would require taxis every morning/evening? 13:12:49 * jsmith isn't familiar with Pune, and doesn't know how reasonable or unreasonable that might be 13:13:32 <mether> the office is part of http://www.magarpattacity.com/ and a number of us stay nearby inside the same society. so some cars are available. other than that, we could either arrange individual taxis or preferably like a mini bus or van 13:13:55 <mether> in any case, there aren't many good hotels nearby the venue for our requirements 13:14:21 <tatica> +1 van 13:14:28 <mether> so its either 6 or 10 kms 13:14:34 <mether> its not a huge problem 13:14:38 <mether> it would take about 15 mins 13:14:50 <tatica> mether, would be too expensive to hire a full van service? (rides to hotel, event and fudpub included)? 13:14:54 <mether> from either hotel to the venue 13:15:09 <mether> tatica, nope. wont be too expensive 13:15:11 <jsmith> Yeah, it really just comes down to budget 13:15:21 <mether> we could manage that within the budget 13:15:33 <jsmith> I know we're very tight on the proposed budget, and want to make sure we account for these sorts of things 13:15:42 <bckurera> instead walking 1 km is not that much a huge problem 13:15:59 <bckurera> enjoying the surrounding while walking 13:16:01 <jsmith> mether: When do you propose that the decision on hotels be finalized? 13:16:07 <mether> bckurera, 1 km is from the Red Hat office. COEP is about 10 kms. you dont want to walk 13:16:18 <mether> there are two options I am putting up now 13:16:41 <mether> we can finalize even by next week 13:17:01 <jsmith> Perfect 13:17:03 <mether> do we generally pick a specific hotel or do we offer choices 13:17:23 <jsmith> We typically try to pick one (at least for subsidized rooms) to make the logistics easier 13:17:29 <mether> if we pick a specific hotel, the rates would be different (as in go even lower) depending on how many rooms we book 13:17:32 <jsmith> You can certainly put two on the wiki 13:17:46 <jsmith> I'll leave that up to your discretion 13:17:49 <mether> alright 13:18:00 <jsmith> #info Two hotel options, decision to be finalized by next week's meeting 13:18:17 <mether> i will get the fudpub details arranged by next week as well 13:18:31 <jsmith> #info Both hotels would require taxi/mini-bus/van service 13:18:34 <jsmith> #topic FUDPub 13:18:41 <mether> we are still negotiating the details there 13:18:45 <jsmith> #info FUDPub details should be arranged by next week 13:19:29 <mether> there is a potential issue that the local government has restrictions on people below 25 consuming alcohol. we are sorting out the details on that and trying to get a better deal 13:19:45 <jsmith> OK. 13:19:58 <jsmith> Let's make sure we obey and sustain the local laws 13:20:20 * jsmith would prefer not to start a Prison Ambassadors program this year 13:20:23 <mether> yes. this needs to be handled appropriately. we are working out the logistics 13:20:47 <jsmith> #info Working out the logistics with regards to legal drinking age, etc. 13:21:25 <mether> next item, http://fudcon.fedoraproject.org is now setup 13:21:35 <jsmith> #topic Website and promotion 13:21:40 <mether> and we have commit access and we will put up some static content there 13:21:43 <jsmith> #link http://fudcon.fedoraproject.org 13:22:04 <jsmith> #info Infrastructure for a static FUDCon website is now setup 13:22:07 <jsmith> Awesome... 13:22:11 <gomix> :) 13:22:13 * tatica just had acces yesterday, so I will work on it this weekend 13:22:40 <tatica> will someone can be online tomorrow to provide some info and fill the web? 13:22:58 <mether> tatica, I can be, yeah 13:23:09 <tatica> awesome 13:23:09 <mether> we are getting some help from Red Hat marketing lead in Mumbai who came over this week to talk to me about the plans. We will know more about what tasks can be delegated if any, in the coming days. Just FYI 13:23:39 <jsmith> #info Rahul talking with marketing folks from Red Hat in Mumbai. More details to come. 13:23:57 <jsmith> #topic Artwork and design update 13:24:16 <tatica> ok 13:24:27 <tatica> yesterday meeting we arrange the logo 13:24:35 <mether> suchakra messaged me a while back that he wont be able to attend this meeting and he will provide an update on the list later - that is for posters and banners 13:24:42 <tatica> I send a mail to suchakra to let him know 13:24:55 <tatica> this is the (most likely final version if suchakra likes it) http://farm7.static.flickr.com/6135/5961407519_6760a5cbb6_o.png 13:25:13 <tatica> and as his first poster design had some issues, I also did a quick mockup 13:25:17 <tatica> http://farm7.static.flickr.com/6143/5962277370_fd84b3f46a_o.png 13:25:34 <tatica> is mather of time until he check his mail and provide some feedback to the artwork 13:25:45 <tatica> after that, we can finish quickly posters and t-shirts 13:27:33 <jsmith> #info logo arranged yesterday 13:27:44 <jsmith> #info posters and t-shirt designs being worked on 13:27:58 <jsmith> OK, anything else with regards to design or artwork? 13:28:20 <tatica> not yet, mostly all work is in progress now 13:28:36 <jsmith> OK 13:28:39 <jsmith> #topic Subsidies 13:29:07 <jsmith> mether: Are you ready to have people start opening subsidy request tickets in Trac? 13:29:16 <mether> yes 13:29:52 <jsmith> #link https://fedorahosted.org/fudcon-planning/wiki/FundingRequest 13:30:23 <mether> I have asked people in Fedora India list to open requests already. I think we can start advertising more now 13:30:25 <jsmith> #info Now accepting requests for travel subsidies, with the understanding that there's very little budget for international travel 13:31:50 <mether> should we discuss the individual requests at this stage? 13:32:09 <jsmith> No, we need to set a deadline though 13:32:19 <jsmith> and after the deadline, we'll start reviewing requests 13:32:26 <mether> what do you think is reasonable date for that 13:32:27 <bckurera> agree on this, we need a deadline 13:32:28 <jsmith> (doesn't have to be a final deadline -- just a deadline for the first round) 13:32:35 <jsmith> Two weeks from today? 13:32:40 <jsmith> Three weeks from today? 13:32:44 <bckurera> 2week from today would be good 13:32:54 <tatica> that sounds like boxing "subsidies first round... fight!" 13:32:59 <mether> alright. lets go with 2 weeks for the first round 13:33:20 * tatica sry... has a weird mood today :$ 13:33:31 <mether> anything else on that topic? 13:34:11 <jsmith> mether: Will you take an action item to help spread the word about travel subsidy requests? 13:34:12 <mether> we will adjust the budget with the rates for hotel and fudpub by next week and we will have a more firm idea on what is the potential budget for subsidies 13:34:16 <mether> jsmith, sure 13:34:33 <jsmith> #action mether Help advertise the fact that we're opening up for travel subsidy requests 13:35:11 <jsmith> #info Travel subsidy deadline (for first round of subsidies) on August 5th 13:35:27 <jsmith> #topic Other items 13:35:35 <mether> Ankur Sinha and Suchakra has put up the content for the booklet http://fedoraproject.org/wiki/FUDCon:India_2011_booklet 13:36:37 <tatica> awesome! 13:36:38 <mether> jsmith, do you want to lead with a welcome statement 13:36:43 <jsmith> #info Content for the booklet is at http://fedoraproject.org/wiki/FUDCon:India_2011_booklet 13:36:46 <jsmith> mether: I'd be happy to 13:36:54 <jsmith> #action jsmith write welcome letter for booklet 13:37:05 <tatica> they plan to do design once they complete all content? 13:37:09 <tatica> have more info about it? 13:37:38 <jsmith> Yes, usually we get the information together, then put it into the design 13:37:52 <mether> yes. Ian Weller said he will help with that 13:38:02 <tatica> awesome 13:39:00 <mether> tuxdna is working on the content for fudcon.fp.o using tatica's design 13:39:19 <mether> he has commit access 13:39:24 <tatica> tuxdna, can you hang out at irc this weekend? 13:39:40 * tuxdna is back 13:39:48 <tuxdna> tatica sure 13:39:50 <mether> we are also working on packaging the software for voting of talks online - https://fedoraproject.org/wiki/Funnel 13:39:57 <tatica> awesome 13:40:16 <tuxdna> I am sorry I was not online for sometime now. I think I have missed a lot of discussion. 13:40:16 <mether> If all goes well we will file a RFR to infrastructure team by next week 13:40:27 <jsmith> OK, sounds good. 13:40:43 <jsmith> #info mether working with Infrastructure on an RFR for barcamp voting application 13:40:47 <mether> this will have to be hosted separately from fudcon.fp.o which is just static content 13:40:54 <jsmith> Understood 13:41:51 <tatica> brb 13:42:21 <mether> we had a face to face meeting last tuesday 13:42:35 <mether> and the meeting mins are posted to the fudcon planning list 13:43:21 <mether> I think thats all the info I wanted to convey this week 13:43:57 <mether> anyone else want to add any more details? 13:43:59 <Southern_Gentlem> to be honest i like the idea of pre event voteing but also the barcamp style of getting and making the pitch and all voteing is a major part of a FUdcon 13:44:30 <mether> I am concerned about how it would work out with several hundreds of people 13:45:00 <Southern_Gentlem> mether, its a PITA but it works if you select the correct location 13:45:17 <jsmith> We've done it enough times to know how to make it work 13:45:42 <mether> so whats the idea? drop the online voting entirely? do a mix of both? 13:45:56 <jsmith> but I'm willing to try online voting (especially if it's voting at the time of the Barcamp) 13:46:09 <Southern_Gentlem> mether, i think it is up to the event organizer if they want to use it or not 13:46:53 <mether> I think we could open it a week or so prior to the event and continue doing it during at as part of the event as well 13:46:55 <tatica> back 13:47:15 <mether> thats just my idea 13:47:22 <jsmith> mether: The problem with that is, people can't vote on talks that haven't been pitched 13:47:44 <jsmith> One of the nice things about barcamps is that people stand up and pitch talks they haven't prepared ahead of time 13:47:48 <Southern_Gentlem> mether, as an organizer i love the idea of already having an idea of what is going to be in each track but people getting up and making their pitches and voteing is a major part of Fudcon that gets everyone involved being a fedora devel to some joe off the street 13:47:48 <tatica> what if you set some computers and to the barcamp votes online AT the event? 13:47:52 <tatica> is that too crazy? 13:47:56 <tatica> a couple of lines of people 13:48:16 <mether> tatica, thats a interesting possibility, yeah 13:48:26 <Southern_Gentlem> tatica, about as fast as pen and paper voteing 13:48:33 <tatica> so you do green.. don't waist paper 13:48:41 * tuxdna is curious with voting :) 13:48:41 <tatica> be green u_U save the planet 13:48:53 <mether> Southern_Gentlem, you are right. my motivation is to have a better idea ahead of time what talks are popular 13:49:22 <jsmith> mether: And that's hard to do, unless we get a *lot* more people proposing their talks before the event 13:49:37 <mether> jsmith, yeah. I think we can 13:49:46 <Southern_Gentlem> mether your event try it 13:50:12 <mether> well anyway, I will keep the infrastructure ready and decide later 13:50:14 <jsmith> I agree -- you're responsible for the event, so use your best judgment and do your best! 13:50:59 <Southern_Gentlem> mether, the drawback i see is at the event is someone madly keying in new proposals into a limesurey site 13:51:24 <mether> why limesurvey? 13:51:31 <Southern_Gentlem> as an example 13:51:34 <tuxdna> my idea with voting is that, once we have the voting system online, we will in a better position to decide. 13:51:39 <mether> the software can tally the votes 13:52:04 <mether> to get a better idea on what I am talking about 13:52:06 <mether> look at http://funnel.hasgeek.in/ 13:52:19 <mether> click on either of the events and you can see a list of talks and votes 13:52:48 <mether> click on the talk for a description and a comments section 13:52:54 <Southern_Gentlem> mether so no new proposals day of event? 13:53:40 <mether> while the talks are being pitched, someone can feed this info to the software. wont take much time 13:54:14 <jsmith> Anyhoo, we don't have to work out all the details right now in this meeting 13:54:28 <jsmith> As long as the plans are being worked on, that's what is important at this stage. 13:54:32 <mether> yes. this is just a possibility 13:54:57 <mether> If I am the only person thinking this is a good idea, then I can go back to pen and paper 13:55:18 <tuxdna> this is a good idea :) 13:55:31 <jsmith> I don't think it's as much "pen and paper vs. electronic voting" as it is "How much does the Barcamp style play into FUDCon" 13:55:39 * tatica will say it again : go green... that's why we use technology (right?) 13:55:46 <jsmith> But again, I'll leave that up to you as the event organizer 13:56:01 <mether> alright 13:56:04 * tuxdna seconds tatica 13:56:06 <mether> so wrap this up? 13:56:07 <jsmith> OK, any other topics? 13:56:14 <jsmith> #topic Last call for topics... 13:57:16 <jsmith> Going once... 13:57:32 <jsmith> Going twice... 13:58:07 <jsmith> Gone! 13:58:13 <jsmith> Thanks everyone for your participation 13:58:22 <mether> thanks 13:58:24 <jsmith> We'll meet again next week 13:58:27 <mether> see ya 13:58:29 <tatica> :) 13:58:32 <jsmith> In the meantime, feel free to discuss things on the mailing list 13:58:34 <tuxdna> see you all 13:58:35 <jsmith> #endmeeting