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