[ubuntu-uk] [Fwd: [guadec-list] Guadec Planning Meeting Notes - 20th January 2007]
paul at paulmellors.net
Wed Jan 31 18:56:13 GMT 2007
Dean Sas wrote:
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> For anyone interested in GUADEC in Birmingham this summer here's the
> latest meeting notes.
> - -------- Original Message --------
> Subject: [guadec-list] Guadec Planning Meeting Notes - 20th January 2007
> Date: Wed, 31 Jan 2007 00:24:19 +0000
> From: Thomas Wood <thos at gnome.org>
> To: gnome-uk-list <gnome-uk-list at gnome.org>, guadec-list at gnome.org
> Below are my notes from the Guadec planning meeting that took place on
> the 20th January. Please feel free to comment on any of the points made.
> - -Thomas
> Guadec Planning Meeting Notes
> 20th January 2007
> Paul Cooper
> Bastien Nocera
> Thomas Wood
> * Board has requested some form of budget
> * Would be difficult to produce a detailed budget
> * It would be useful to produce a list of things that we know we
> need to spend money on and have a rough idea of how much it might
> * Do we include lunch with registration if possible?
> * Venue has set caterers, and is not flexible on this. We need to
> know what they provide and if it is suitable.
> * Another possibility would be to ask a nearby hotel if they could
> do any catering at a reasonable cost
> * Packed lunch style catering may be another option if we run out
> of other options.
> * Lunch might only be provided during core days to keep costs down,
> and to allow more flexibility. There are plenty of eating places
> nearby ranging from cheap fast-food to supermarkets to more
> expensive eateries.
> * Lunch will be an hour and a half which should allow plenty of
> time for impromptu meetings and discussions.
> * Still waiting to hear from Aston about availabilities
> * Difficult to live up to 2006 "village" style accommodation
> * Most cheap places are out-of-town, and would require transport to
> get to the venue
> * Possibility of organising bus or train passes since public
> transport is relatively good
> * Booking out a youth hostel may be a last resort, but there were
> concerns about security.
> * Long discussion about what gifts/souvenirs we wanted to give out
> * It was generally agreed that conferences tend to always give out
> lots of literature that is not often useful or read. We would
> like to keep this to a minimum if possible to save the
> * It would be nice if sponsors had leaflets at stands so that people
> could pick them up if interested.
> * Gnome branded laptop stickers was one idea of something novel and
> interesting people may appreciate
> * Branded USB drives were another idea
> o These could be pre-loaded with sponsor literature, including
> "interactive and multimedia" content. May be more effective
> than paper literature if done well.
> o Possibility of a small "website" pre-loaded to introduce the
> conference and include other information. Possibility of
> this being created as a community project.
> o Include many other things, such as videos and demos. Perhaps
> even include some good videos from previous conferences.
> o Wacky idea about including a vmware image of GNOME 1.0 to
> remind ourself how far we've come
> o Could use credit-card sized cdrws if usb drives are too
> * Possibility of using Spreadshirt to print t-shirts.
> * Shirt design could be a community project.
> * Only include one t-shirt this year? Lots of people were giving out
> t-shirts last year, so their value and novelty is probably less,
> especially for anyone who regularly attends conferences.
> * Possibility of polo shirts for helpers?
> * Look at last years budget for some idea of how much to spend on
> attendee packs
> * Flyers/Banners
> o Talk to Conservatoire about having banners attached to the
> o Possibility of back drop banners in the main rooms
> * Front page needs to be organised
> * Minimal approach may help prevent usability problems from last
> year with regards to finding information
> * Replace or remove GUADEC 2006 tab
> * Look at Oscon website for ideas of what information to present
> (their conference is around the same time as ours)
> * Call for papers system needs to be made ready for 2007
> * Information needed (or linked to) from front page:
> o About Guadec
> o Link to last year
> o News
> o Schedule (when available)
> o Keynotes
> o Local Information
> * Use Sponsor Brochure for content
> * Mirror entire website somewhere accessible for development?
> Call for Papers
> * Need to make sure there is a clear copyright message and terms and
> conditions message when people submit papers
> * Video agreement also needs to be at the submit stage
> * Box for comments if don't agree to the license (e.g. someone may
> want to add a non-commercial clause)
> * Setting up the papers committee
> o One person will chair and also decide acceptance rules.
> o Ross Burton was mentioned as a possible candidate for this
> role, and Bastien will contact him. Advantages are that he
> is relatively local and well known in the community, as well
> as being very aware of the current topics of interest.
> o Michael Meeks was also mentioned as he has previous
> experience in this role and would be very able to assist the
> o Davyd Madely has also expressed an interest in being part of
> the committee, and it would be good to have him involved.
> * Need to be aware of the possibility for half hour/whole hour
> * Deadlines
> o Need to factor in Gnome release dates for when people will
> be too busy to work on a paper submission.
> o End of February or mid March may be a possibility for the
> end of the call for papers
> o Ideally would have final list of papers by the end of March.
> Sponsorship and Money
> * The lack of an agreed place for sponsors to send money is holding
> up progress
> * Bastien will ask a bank to find out what is the best option for
> * Paul to find out if there are any other options
> * We need to find an accountant to manage the account
> * Appointed treasurer will authorise expenses
> o General rules would be that items less than £100 would be
> bought and expenses claimed back.
> o Anything more than £100 would need to be invoiced.
> * Invitations have been sent, and four have already accepted
> * Paul will deal with any requests that are needed
> * Add a link on the website to British embassy so people can find
> out what they need to do
> * Get in contact with magazines, and ask that they mention Guadec in
> any GNOME 2.18 articles
> guadec-list mailing list
> guadec-list at gnome.org
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If there's an ubuntu-uk stand or something similar, and i'm available
i'd love to help out :)
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