19:00:50 <stickster> #startmeeting FUDCon Tempe planning (Agenda: https://fedorahosted.org/fudcon-planning/report/9)
19:00:50 <zodbot> Meeting started Mon Sep 27 19:00:50 2010 UTC.  The chair is stickster. Information about MeetBot at http://wiki.debian.org/MeetBot.
19:00:50 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
19:00:57 <stickster> #meetingname FUDCon Tempe planning
19:00:57 <zodbot> The meeting name has been set to 'fudcon_tempe_planning'
19:01:02 <stickster> #topic roll call
19:01:05 * stickster 
19:01:12 <rrix> ohai
19:01:17 <stickster> #chair rrix
19:01:17 <zodbot> Current chairs: rrix stickster
19:01:21 <stickster> Hi Ryan :-)
19:01:24 <rrix> Hi Paul :)
19:01:45 * stickster knows that jsmith is in a Board meeting right before this, so he might not be here at opening.
19:02:10 <stickster> Not sure if any of herlo, SMParrish, or inode0 are around
19:02:21 <stickster> #info rbergeron is doing some kid-shuttling and may not be available
19:02:30 * jsmith lurks
19:04:02 <stickster> OK, let's proceed then :-)
19:04:20 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/16 (pbrobinson airfare)
19:04:31 <stickster> Oh wait...
19:04:32 <stickster> #undo
19:04:32 <zodbot> Removing item from minutes: <MeetBot.items.Topic object at 0x2b7d2eff6210>
19:04:39 <stickster> #topic Last week's action items
19:04:48 * SMParrish here
19:05:07 <stickster> #link http://meetbot.fedoraproject.org/fudcon-planning/2010-09-20/fudcon_tempe_planning.2010-09-20-19.00.html <-- last week's stuff
19:05:21 <stickster> I'm looking at the "Action items" list
19:05:39 <stickster> #1 -- SMParrish, did you hear back from SugarLabs about a sponsorship for pbrobinson?
19:05:45 <stickster> Hiya, by the way Steven :-)
19:06:12 <SMParrish> stickster: Walter said will know by the end of the week
19:06:26 <stickster> SMParrish: That's great, if you don't mind adding that to the ticket if it's not already there?
19:06:51 <SMParrish> stickster: will do
19:07:00 <stickster> #info SMParrish heard back from Walter @SugarLabs, they'll have an answer for us at the end of this week
19:07:18 <stickster> #2 -- I haven't completed this yet, but I will do that right after this meeting. I have an email ready.
19:07:25 * stickster skips rbergeron for now
19:07:31 <stickster> I did #4 and #6
19:07:46 <stickster> #action rbergeron reach out to Cat @GOOG to figure out what she needs in terms of prospectus, to guide work
19:07:53 <stickster> #action rbergeron will keep working on the welcome packet and wants YOUR help!
19:08:20 <stickster> #action rbergeron write a follow-up blog post to Paul's post about subsidies and lodging
19:08:47 <stickster> That's all for last week's action items
19:08:54 <djf_jeff> hi, I have a question with booking my flight for the Fudcon
19:09:12 <stickster> djf_jeff: Can we get to you at the end of  this meeting?>
19:09:27 <SMParrish> stickster: I'll get another blog post up tomorrow about the sessions and hackfests
19:09:30 * stickster will be as quick as possible with tickets :-)
19:09:41 <stickster> SMParrish: That is AWESOME. Thank you so much for doing that!
19:09:52 <stickster> #action SMParrish will blog about sessions and hackfests
19:09:54 <djf_jeff> stickster: yeah, sure, didn't see the meeting was going on, please excuse me for disturbing
19:10:07 <stickster> djf_jeff: No problem my friend, should only be a half hour or so
19:10:38 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/49 (GoDaddy sponsorship)
19:10:55 <stickster> #info This one belongs to inode0, no update yet
19:11:06 <stickster> #action stickster to update ticket with ping
19:11:49 <stickster> #topic Tickets we're breezing past for now since they're in progress
19:12:07 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/16 <-- pbrobinson airfare
19:12:21 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/48 <-- Google sponsorship, see above
19:12:46 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/19 <-- internet pipe, waiting to hear back from jsmith about his contact
19:13:24 <jsmith> Talked to my contact this morning... he still hasn't followed up for an on-site survey
19:13:25 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/61 <-- internet pipe, rrix is reaching out to Zach this week again
19:13:37 <jsmith> He asked me to email him to remind him, and I'm sending that email now.
19:13:42 * rrix nods
19:14:16 <stickster> jsmith: Cool, can you update ticket 19 with that when you get a chance?
19:14:33 <jsmith> Of course!
19:14:44 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/50 <-- welcome packet, Robyn's working on it
19:15:00 * rbergeron is driving brt!
19:15:07 <stickster> rbergeron: no problem :-)
19:15:21 <stickster> OK, I'm going to whiz over to "tickets we should not breeze past"
19:15:46 <stickster> Oh, one other:
19:16:04 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/47 <-- Sponsor prospectus, herlo and anyone else interested should be working on this
19:17:11 <stickster> If anyone out there thinks they don't need a checkup on their action item, we can always remove it from the agenda.
19:17:18 <stickster> To do that you just remove 'na-meeting' from the keywords.
19:17:59 <stickster> #info Remember, 'na-meeting' keyword indicates a ticket should be discussed at the meeting. If a ticket becomes invalid or no longer needed, you can remove that keywords.
19:18:04 <stickster> #undo
19:18:04 <zodbot> Removing item from minutes: <MeetBot.items.Info object at 0x2b7d2eaff890>
19:18:06 <stickster> #info Remember, 'na-meeting' keyword indicates a ticket should be discussed at the meeting. If a ticket becomes invalid or no longer needed, you can remove that keyword.
19:18:20 <stickster> Let's talk about booze!
19:18:37 <jsmith> stickster: and non-booze too!
19:18:39 <rbergeron> ohhh im here now
19:18:39 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/64 (FUDPub beverages, specifically the adult kind)
19:18:51 <rbergeron> not really; booting up :)
19:19:02 <stickster> rbergeron wrote an excellent summary in that ticket which everyone should check out.
19:19:49 <stickster> A cost of $3.25 per person covers sodas, juice, and other non-alcoholic stuff, as well as mixers and bar standards like ice, cups, lemons/limes, and other supplies.
19:19:50 * rbergeron bows
19:19:54 * jsmith has read it, and is in violent agreement
19:20:10 <rbergeron> plus we need to throw in some tip on top of that, which shouldn't make it much more.
19:20:24 <stickster> #info $3.25/person = something like $600 or so, including the gratuity for our size crowd
19:20:34 <stickster> That's *eminently* affordable.
19:20:58 <SMParrish> I looked it over and it sounds good to me.  And I agree with out crowd more beer than wine.  And a good variety of beers too
19:21:13 <rbergeron> I think we can't go crazy on the variety, without them wanting to kill us :)
19:21:18 <rbergeron> they do have to be able to keep track of it all
19:21:23 <stickster> #info The deal is, Pourmasters runs the bar, we secure the permit from ASU and the law, and buy and provide the booze to Pourmasters.
19:21:48 <rbergeron> i think 4-5 is probably the limit there.
19:21:57 <rbergeron> since he said 3 or 4... mayyyyyybe 5 :)
19:22:01 <stickster> rbergeron: I agree, and that number is almost exactly what I was thinking
19:22:08 <stickster> Like, 3 cases of 4 types of beer should be plenty.
19:22:17 <rbergeron> michelob ultra light, guinness, and some stuff in-between
19:22:29 <rbergeron> for the dieters in the crowd :)
19:22:59 <stickster> rbergeron: Agree :-)
19:23:09 <rbergeron> we can debate those details at some point in the future - not heavily concerned about it now
19:23:22 <stickster> rbergeron: Yup, I mainly wanted to just #info the important parts
19:23:33 <rbergeron> we should figure out if we want max to take me alcohol shopping, or if we want to collect donations prior.
19:23:36 <SMParrish> I'll add a few good choice to the ticket :)
19:23:36 <stickster> I think all of this is very affordable, do-able, and actually will give us a cheaper FUDPub than we've had in the past.
19:23:44 <stickster> rbergeron: I think shopping early is the right answer.
19:23:50 <rbergeron> I say prior because we aer prohibited from taking money for alcohol on site
19:24:00 <stickster> rbergeron: jsmith won't be there early, I'm thinking of changing my flight so I can help more.
19:24:05 <rbergeron> .
19:24:07 <rbergeron> okay.
19:24:22 <rbergeron> i know max & commarch are thinking of coming early to do some team stuff also
19:24:29 <stickster> #info We are prohibited from accepting $$ for booze on site, so it must all be bought in advance, and we cannot buy more and bring it in during the event.
19:24:52 <stickster> Anything else important to note here Robyn?
19:25:02 <rbergeron> we can take out our leftovers and give them to someone of age who lives nearby :)
19:25:16 * rbergeron smirks at rrix
19:25:27 <stickster> #agreed Someone(s) @RHT will be there early to help purchase booze. Anything leftover will be given to people who are able to take it with them, and that does not include rrix :-)
19:25:41 * rrix is not of age D:
19:26:06 <rbergeron> and people who are underage don't have to be separated from others in any way; they will be carding
19:26:12 <rbergeron> so bring your IDs!
19:26:12 <rrix> stickster: the thought *never* crossed my mind, me being the good underage student I am.
19:26:22 * rbergeron adjusts rrix's halo
19:26:29 <stickster> Of course not! ;-)
19:26:37 <rbergeron> o:)
19:26:37 <rrix> ..anyways :P
19:26:39 <stickster> #chair rbergeron
19:26:39 <zodbot> Current chairs: rbergeron rrix stickster
19:26:40 <stickster> :-)
19:26:44 <stickster> #chair SMParrish
19:26:44 <zodbot> Current chairs: SMParrish rbergeron rrix stickster
19:27:14 <stickster> rbergeron: Does Pourmasters do the carding?
19:27:29 <rbergeron> yes.
19:28:19 <stickster> #info Underage patrons don't need to be cordoned off. Pourmasters will card people, and as long as we make sure under-21s don't have access to alcohol our permit should be no problem.
19:28:39 <stickster> rbergeron: you and I will work on the permit at the appropriate time. It doesn't need to be "omg right now"
19:29:12 <stickster> Anything else on this?
19:29:41 <rbergeron> nada.
19:30:16 <stickster> rbergeron: Do we need/have a Pourmasters "reservation" for Saturday night the 29th?
19:30:57 <rbergeron> Already made. :)
19:31:02 <stickster> AWESOME.
19:31:14 <stickster> #info Pourmasters reservation already made by the magnificent rbergeron
19:31:30 <stickster> OK, that brings us to...
19:31:47 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/57 ("looking for roommate" on wiki)
19:32:55 <stickster> rbergeron: Should I work on revamping the instructions on the wiki so people use the "Room sharing" box the way we want?
19:33:29 <rbergeron> hrmm
19:33:32 * rbergeron goes to revisit what they say
19:34:36 <stickster> The wiki basically now says: "If you want or need to share a room, mark an X in the "Roomshare?" column." above the pre-reg table
19:34:44 <rbergeron> Yeah, that's what i see
19:35:04 <stickster> #action stickster build out the instructions for room sharing so they're more helpful
19:35:13 <rbergeron> I think it might be helpful to say something like "If someone doesn't have a roommate marked... ask them!"
19:35:18 <stickster> +1
19:35:32 <rbergeron> or maybe have a separate box of ID's looking for roomates, even if it becomes too difficult somehow
19:35:34 <stickster> Anyone else on things that would improve the instructions? SMParrish? rrix?
19:35:43 * rrix looks
19:36:00 <stickster> rbergeron: I worry that we'll have too many separate places for people to fill out things -- but I'm *not* opposed to that if it will help
19:37:20 <rbergeron> let's go with the first part. if we still have confusion, we can revise.
19:37:25 <rrix> "If you want or need to share a room, mark an X in the Room Share column, and list who you would like to room with" or something?
19:37:26 <stickster> rbergeron: OK
19:37:49 <stickster> rrix: Yes, I'll provide a little more explanation, but that's the gist -- list who you *are* rooming with
19:38:07 <rrix> Yes :)
19:38:15 <rrix> Rather than just "you are rooming with someone"
19:38:51 <stickster> #info We want people who are being paid out of some part of Red Hat's budget (whether subsidies, or direct funding) to room together, which makes everyone's lives easier
19:39:26 <stickster> Then everyone else who is looking to cut their own costs will have an easier time knowing whom to contact for rooming together. That's what inode0 was getting at the other day I think.
19:40:16 <stickster> Anything else on this?
19:40:44 <rbergeron> i have nothing :)
19:40:47 <stickster> OK, last ticket topic:
19:41:01 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/58 (Bus info, light rail to hotel)
19:41:15 <rbergeron> I am getting there slowly but surely :)
19:41:20 <rbergeron> sorry, i should have updated the ticket
19:41:27 <stickster> OK rbergeron, I'll #action you for that if OK
19:41:29 * rbergeron has had crap internet all weekend
19:41:32 <rbergeron> yes, go ahead :)
19:41:41 <rbergeron> and crap internet today too... up down up down up down
19:41:47 <stickster> #action rbergeron will fill in bus info when she gets a chance (non-emergency)'
19:41:55 <stickster> which brings us to...
19:42:00 <stickster> #topic AOB (all other business)
19:42:24 <rbergeron> Are we going to have shirts - and if so do we need to order a design from design?
19:42:51 <stickster> rbergeron: We have a request for posters but not a shirt, that's a great catch!
19:42:54 <rbergeron> I know there is a design that was used at emea and latam but i wouldn't be opposed to having some variety :)
19:43:04 <stickster> #link https://fedorahosted.org/fudcon-planning/ticket/51 <-- poster, request is pending with design team
19:43:50 <stickster> rrix: You were working on the poster part, are you interested in also making sure we have a T-shirt design for the event?
19:45:18 <stickster> OK, maybe we'll need to come back to that one then
19:45:29 <stickster> #action stickster ask about T-shirt design on list
19:45:47 <stickster> #idea How well is the Trac working for everyone?
19:45:53 <rbergeron> excellently :)
19:46:03 <SMParrish> great
19:46:13 <stickster> OK, I'm pretty happy with it after being on it for a few months but I wanted to make sure no one else was UNhappy :-)
19:46:18 * rbergeron nods
19:46:35 <rbergeron> I think as we get closer we could probably make a "week of" milestone
19:46:46 <rbergeron> last-minute stuff before everyoen is there
19:46:49 <rbergeron> but we're not there yet :)
19:47:04 <rbergeron> because a lot of the milestones end long before fudcon
19:47:09 <rbergeron> either that, or bump those milestones out
19:47:28 <rbergeron> things like "print nametags" and "buy alcohol" and "pick up stickster from airport"
19:47:30 <stickster> rbergeron: It might make sense to keep those last-minute things in a task list on the wiki (Tempe logistics page?), then we mass enter them a few weeks out
19:47:47 <rbergeron> that would probably work well.
19:48:03 <stickster> Or we can just have a new milestone for 2 weeks before, 1 week before, 3 days... etc. and enter them any ol' time we feel like it on the Trac
19:48:39 <rbergeron> yup
19:48:51 <rbergeron> I just don't want to leave loose ends tied up in trac
19:49:26 * rrix notes that he'll probably whip up something for his design-team on-campus poster ticket in the next few days
19:50:19 <stickster> rbergeron: By which you mean -- you don't want things to get moldy in Trac? Or do you mean, it's harder to make sure loose ends are tied up at the last minute if they're in Trac?
19:51:00 <rbergeron> i just don't want to say things like
19:51:19 <rbergeron> "we now know the status of pourmasters and we just need to buy alcohol"
19:51:26 <rbergeron> and then forget to make the ticket to buy alcohol
19:51:29 <rbergeron> the next steps of each ticket
19:51:33 <stickster> rbergeron: PRECISELY!
19:51:37 <rbergeron> not that *that* particular one would be forgotten
19:51:37 <stickster> Each task should be a ticket, IMHO.
19:51:47 <stickster> That makes it easier to assign things to people.
19:51:47 <rbergeron> but say - we need to buy lanyards and badge holders
19:51:56 <rbergeron> we need to have the separate task of printing the badges
19:52:04 <stickster> rbergeron: Yup, separate ticket.
19:52:19 <stickster> rbergeron: I encourage everyone to just enter those tasks *whenever* they think of them
19:52:32 <stickster> We can always de-dupe or assign later, the capture is the important part
19:52:34 <rbergeron> okee dokee
19:52:35 <rbergeron> :)
19:53:04 <rbergeron> we shoudl probably use a meeting at some point maybe 2 months before to go through closed tickets and make sure we haven't forgotten a next step anywhere
19:53:08 <stickster> rbergeron: BTW you did a great job this weekend putting in some tickets for these kinds of things. "Decide on alcohol," "Get alc. permit," "Decide on food menu"
19:53:41 <stickster> rbergeron: Sure, we can absolutely do that! Great idea.
19:53:55 <stickster> #idea Have a 2-months prior meeting to check all closed tickets, making sure we didn't forget any next steps.
19:54:42 <rbergeron> just because that's when we start approaching deadlines and so forth :)
19:54:54 <rbergeron> have we talked to the hotel about how many rooms we've booked so far at all?
19:55:22 <stickster> rbergeron: Not yet -- but a good task would be to check with them ~Oct. 1 to see how much has been booked.
19:56:09 <SMParrish> we might also want to send out a nag mail around the 15th to request that all sponsored people have booked their rooms
19:56:22 <rbergeron> also, i know a lot of people are coming in on thursday (or even wednesday) - i don't knwo if our hospitality / hack suite is only for friday night, but we might consider having it all day friday
19:56:31 <rbergeron> smparrish: good idea
19:56:46 <stickster> rbergeron: I can ask about that too. Can you ask these questions on the list and I'll answer them there after talking to the hotel?
19:57:10 <rbergeron> Yes. :)
19:57:16 <stickster> I *think* we have it for all day Friday - Monday.
19:57:38 <rbergeron> #action rbergeron ask on list about (a) how many rooms booked (b) all-day hospitality suite on friday
19:58:37 <rbergeron> :)
19:59:04 <rbergeron> #action rbergeron ask on list about sending out nag mail around 15th to request all sponsored ppl have booked their rooms
19:59:06 <stickster> #link https://fedorahosted.org/fudcon-planning/roadmap <-- This is a great way to check our progress.
19:59:48 <rbergeron> :)
19:59:56 <stickster> Anything else for today?
20:00:00 <stickster> If not, closing in 30
20:01:02 <stickster> #endmeeting