13:11:56 <jsmith> #startmeeting FUDCon Pune planning meeting 13:11:56 <zodbot> Meeting started Fri Jul 29 13:11:56 2011 UTC. The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:11:56 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic. 13:12:03 <jsmith> #meetingname FUDCon Planning 13:12:03 <zodbot> The meeting name has been set to 'fudcon_planning' 13:12:11 <jsmith> #chair mether 13:12:11 <zodbot> Current chairs: jsmith mether 13:12:18 <jsmith> #topic Roll Call 13:12:39 * jsmith is here 13:12:46 * pjp here 13:12:50 * mavu is here (Satya Komaragiri) 13:13:44 <mavu> Looks like it's just the three of us here 13:13:55 <mavu> mether is a little busy today 13:14:00 <jsmith> OK... 13:14:08 <jsmith> Let's go ahead and get started then 13:14:15 <jsmith> #topic Hotel/lodging status update 13:14:39 <mavu> We zeroed in on 2 hotels in Pune 13:15:37 <mavu> one is cucoon which is near the red hat office. And we managed to negotiate a decent deal with them 13:15:44 * mavu hunts for the url 13:16:13 <mavu> http://log.amitshah.net/2011/07/fudcon-india-f2f-planning-meeting.html 13:16:45 <jsmith> Yeah, I saw the blog post 13:17:01 <jsmith> Are you ready to make a decision on one hotel, or do you want to use both hotels? 13:17:13 <mavu> it was decided to let people choose 13:17:19 <jsmith> OK 13:17:25 <mavu> and that we subsidize till $40 13:18:01 <mavu> if people choose the other one they'll have to pay the extra price. The transport facilities will be arranged from cucoon 13:18:15 <jsmith> #info We'll subsidize hotel rooms at the Cocoon hotel, but leave the other hotel on the wiki for people to choose if they don't mind paying extra 13:18:25 <jsmith> #info Transportation to be arranged from the Cocoon hotel as well 13:18:31 <jsmith> Great! 13:18:35 <mavu> but depending on the number of people putting up in Royal Orchid, we might consider arranging a van/minibus 13:18:39 <jsmith> Sure... 13:19:00 <mavu> but the latter arrangement is not final 13:19:11 <jsmith> Makes sense 13:19:15 <mavu> it was just discussed. whats for sure is transport from cocoon will be arranged 13:19:24 <jsmith> Anything else regarding hotel/lodging? 13:20:17 <mavu> ok this somewhat relates to the FUDPub 13:20:34 <mavu> but if we choose the lakshmi lawns venue for the fudpub, the hotel is very near 13:20:39 <jsmith> #topic FUDPub 13:20:48 <jsmith> Let's go ahead and talk about FUDPub then :-) 13:20:54 <pjp> :) 13:21:58 <mavu> ok. Places are not confirmed yet. but we spoke to a few people mbuf spoke to the people at Lakshmi Lawns I think. A 13:22:07 <jsmith> OK 13:22:28 <mavu> and talks are on about the optimum deal with the microbrewery and the quantity etc. 13:22:41 <mavu> and whether they'll deliver the drinks to the venue 13:23:06 <mavu> one factor to be considered is the 13:23:24 <mavu> new (possible) age limit 13:23:35 <jsmith> The age limit is 25, correct? 13:23:38 <mavu> i'm not sure if that rule has been applied yet, pjp could you confirm 13:23:40 <mavu> yeah 13:23:43 <pjp> yeah 13:23:49 <mavu> in that case we might have to filter out 13:23:52 <mavu> people 13:24:02 <mavu> and we were thinking of an appropriate mechanism to do so 13:24:28 <mether> got caught up in another meeting which is still running but I am here now. 13:24:49 <mavu> welcome :) 13:25:20 <mavu> we just talked about the hotel details 13:25:27 <mavu> and were now on to the fudpub 13:26:14 <mether> yeah. I have caught up on the logs 13:26:54 <mether> fudpub - we haven't settled on a particular location yet. we are still evaluating a few different one. the pricing structure is quite different between them but I should able to get ballpark figures by next week 13:26:58 <mavu> so is the age limit confirmed? 13:27:50 <jsmith> #action mether to have a FUDPub estimate by next week 13:28:02 <mether> essentially 21 for beer and 25 for hard liquor but we haven't sorted out how the hotel wants to handle it. thats part of the discussion we have to deal with before confirming one place or the other 13:28:23 <jsmith> #info We might have to find a suitable mechanism for the age limit for alcohol consumption at FUDPub 13:29:17 <pjp> I think that's the plus point if we go for Lakshmi lawns, for it being a little private place, it won't as big a hassle, 13:29:29 <mether> this is somewhat tricky to manage but we could find a good compromise by the location we pick 13:29:35 <pjp> to confirm/check the age 13:29:40 <jsmith> OK 13:30:02 <mavu> alright that's it on the fubpub side 13:30:31 <mether> ok 13:30:49 <mavu> the website? 13:30:51 <mether> website content is now in the wiki -> http://fedoraproject.org/wiki/FUDCon:India_2011_website 13:31:06 <mether> we should have it in fudcon.fp.o by next week I expect 13:31:11 <jsmith> Great :-) 13:31:24 <jsmith> #info Website content is not on the wiki 13:31:33 <jsmith> #info Hoping to have the website itself done soon 13:31:38 <mether> s/not/now 13:31:42 <Shrink> #link http://fedoraproject.org/wiki/FUDCon:India_2011_website 13:32:44 * jsmith obviously can't type today 13:32:49 <mether> we are going to refer any additional speakers or other participants primarily to the website as well 13:34:18 <mether> we will also have additional content for the website/booklet when we go the venue next week 13:34:55 <jsmith> Sure... we're not in a big rush for the booklet 13:35:01 <Shrink> yes, we are planning a trip to the venue Saturday 6th Aug. 13:35:01 <jsmith> We still have some time there 13:35:05 <mether> we can get a better handle on a few things including bandwidth, number of banners required, photos of auditorium, map of the venue etc and we can update those online 13:35:11 <jsmith> OK, shall we change the topic to the venue? 13:35:16 <Shrink> yes 13:35:17 <jsmith> #topic Venue at COEP? 13:35:31 <jsmith> #info Planning an onsite visit of the venue on Saturday, Aug 6 13:36:28 <mether> suchakra who is a COEP student and our primary contact came up to our f2f meeting last tuesday and we have a much better idea on things. we will need to setup a infrastructure to test the bandwidth which is a point of concern for me 13:36:34 <Shrink> plan is to check out 1. rooms, 2 bandwidth, 3. catering infra 4. photos of the site 13:36:42 <Shrink> on 6th Aug 13:36:49 <mether> btw suchakra messaged me informing me he wont be attending the meeting since he has fever. fyi 13:37:23 <jsmith> OK 13:37:26 <mether> we will also be talking to volunteers and giving them a better idea of our expectations and organize and delegate tasks 13:38:11 <Shrink> We were also planning to bring over a few volunteers next meeting at Red Hat, Pune (Tuesday, 2nd Aug) and talk to them 13:38:47 <Shrink> so that both parties (us and the volunteers) have a better idea of things 13:39:19 <mether> we also have to setup a local mirror (preferably public) and potentially a few different dual boot systems in the labs. we can also talk to the professors/management when we go to the venue 13:39:45 <Shrink> 5. talk to management 13:40:39 * gomix here 13:40:49 <mether> gomix, hey. welcome 13:40:59 <mether> anything else on the venue? 13:41:04 <mavu> 6. decide on the rooms (suchakra pointed out some might be a bit further from the auditorium) and locations of posters and spot to put up directions 13:41:14 <Shrink> thats 1 mavu 13:41:25 <mavu> no the directions i meant 13:41:30 <Shrink> ah ok. 13:41:48 <mether> yep 13:41:52 <mavu> suchakra was counting spots in his mind 13:41:53 <mavu> :D 13:41:59 <mether> so we have a lot to cover next week 13:42:26 <mether> we will also have a better idea on the fedora activity days we are planning before the fudcon 13:42:42 <mether> potentially two around the oct timeframe 13:43:00 <mavu> also, we were to talk about the possibility of setting up fedora as a dual boot in the labs 13:43:05 <jsmith> OK 13:43:25 <mavu> for the FAD 13:43:41 <mether> yep. whats next on the agenda 13:43:50 <jsmith> #topic FADs 13:44:39 <mavu> we were planning to organize two FADs on in August and one by August (Spetember being exam times) 13:44:54 <mavu> sorry, read the second August as October 13:45:09 <mether> The idea behind doing the FAD's was born out of discussions earlier about making fudcon more useful to the students by spending more time with them providing some basic talks and workshops 13:45:21 <mavu> as a prelude to 13:46:09 * mavu apologizes for typing in bursts 13:46:32 <Shrink> we can hear your keyboard cry 13:47:26 <mavu> :( the apology wasn't enough for mether i guess.. anyway, back to the agenda 13:49:10 <mavu> we are expecting about 60 people for the FAD (predominantly the college students) 13:49:51 <mavu> next up is the sponsorship requests 13:50:04 <jsmith> #topic Sponsorships / Travel subsidies 13:50:22 <mavu> The sponsorship window is now officially open 13:51:30 <rahul> do we want to process the requests now or wait for the week after aug 5th 13:52:15 <rahul> aug 5th being the deadline 13:52:24 <mavu> we can start taking a call saying likely and unlikely 13:52:29 <mavu> will reduce the load later 13:52:41 <jsmith> I'd rather wait until the deadline, just to be fair 13:53:12 <rahul> alright. so not much to add there now 13:53:13 <mavu> 5th is a soft deadline isn't it? 13:53:26 <jsmith> Yes 13:53:27 <rahul> yes 13:53:37 <jsmith> But there may not be any subsidies left after the first round 13:53:55 <jsmith> So folks may want to get their requests in early if they are serious about coming :-) 13:55:43 <jsmith> #topic Design / artwork 13:55:57 <jsmith> OK, the last thing I have on my agenda is artwork/design topics 13:57:46 <rahul> none of the folks working on those seem to be here. tatica and suchakra had a improved poster that met more of our recently updated guidelines at https://fedoraproject.org/wiki/Logo/UsageGuidelines 13:58:16 <rahul> it hasn't been finalized yet. I hope to get it done soon and we can start printing and advertising it in other places who might not be following news updated on this online 13:58:37 <rahul> that will be just the posters. the banners have to be done later. we will probably have to do 3 diff variants 13:58:57 <rahul> t-shirt design - haven't really seen any updates on that yet. will have to followup 14:00:00 <rahul> thats all 14:00:05 <jsmith> OK, sounds good 14:00:10 <jsmith> #topic Any other business? 14:00:49 <rahul> jsmith, not urgent but a welcome letter for the booklet. 14:01:17 <rahul> also, do we have a template for the invitations we send out for visa processing ? 14:01:33 <jsmith> rahul: Yes, I have a template, and can send letters as the FPL if that is helpful 14:01:50 <jsmith> rahul: Grab me offline and we'll figure out the best way 14:02:10 <rahul> jsmith, sure. will do 14:02:25 <rahul> anyone else has other updates or questions? 14:02:55 <mavu> nope 14:03:17 <rahul> alright. so lets wrap this up 14:04:26 <jsmith> Thanks everyone! 14:04:28 <jsmith> #endmeeting