LOC conference call Jul 26, 2011

Attending: Bob, James, Libby, Matt K, Matt B, Tyler M, Tyler E, Jeff M
== Summary of Actions ==
* TODO: Bob, add Mark K to distribution list for speaker followup queries
* TODO: Peter/Tyler: Review plenary slot descriptions - keynotes in particular are lacking and a few TBD for sponsor talks
* TODO: Jeff providing description for BOF, Sol Katz for program.
* TODO: Peter/Tyler - Libby needs more hi-res speaker photos for plenary speakers and logos, status?
* TODO: Tyler provide OSGeo exhibitor description 75 words
* TODO: Peter: provide welcome letter for program
* TODO: At some point we will need to make the call on how many computers to put in rooms, i.e. allow a few extras for on-site registration? How many?
* TODO: Program committee/Peter? Assess CANCELLATIONS - how to fill in cancelled speakers 2-3 so far.
* TODO: More comments? Matt's top 10 going out tomorrow
-----
== General Items == 
# Matt K - will help confirm speakers, Bob described current situation. GITA drafting follow up for speaker information package.
## TODO: Bob, add Mark K to distribution list for speaker followup queries
== Printed Program ==
By AUG 1 - Need review of the descriptions for all plenary, group activities, BOF. Copy to list so website and program are aligned.
# TODO: Peter/Tyler: Review plenary slot descriptions - keynotes in particular are lacking and a few TBD for sponsor talks
# TODO: Jeff providing description for BOF, Sol Katz for program.
# TODO: Peter/Tyler - Libby needs more hi-res speaker photos for plenary speakers and logos, status?
# TODO: Tyler provide OSGeo exhibitor description 75 words
# Peter: is LOC page on website complete enough for use in printed program?
# TODO: Peter: provide welcome letter for program
== Sponsorship/Exhibits ==
OpenGeo signed up as exhibitor
== Hotel ==
Rooms almost full in our block - over 800 mark! Awesome!
== Workshops ==
# Room allocations still looking good
# Master machine sent to Chris H for machine setup
# Two workshops have < 10 - how to handle workshops with poor sign up?
# TODO: At some point we will need to make the call on how many computers to put in rooms, i.e. allow a few extras for on-site registration? How many?
# Jeff and James are aligned on workshop handout printed material prep timelines.
== Academic ==
Libby working with Rafael and coast2coast for arrangement of posters, looking good
== BOF ==
# Jeff coordinating more info for program and wiki
# Libby looking at room sizes list for references
== Program ==
# TylerE - looking at final rearrangements of schedule and finding bios may be messed up where primary presenters were switched. Continuing to review.
# Bob sending confirmation speaker spreadsheet to list
## are follow up emails including academic speakers?
## TODO: Program committee/Peter? Assess CANCELLATIONS - how to fill in cancelled speakers 2-3 so far.
### Recommended to look at registration list and rejected speaker list - to come up with backup list of people who will already be attending
== Marketing ==
# GITA focus on top 10 + video in their mailout next week
# TODO: More comments? Matt's top 10 going out tomorrow
== Code Sprint ==
# Any ideas for how to continue promoting it
# Tyler continuing to work on sponsors for some food
## Review code sprint budget and line up catering
== AGM ==
# Libby confirmed ballroom availability until 6pm - booked
# Jeff has been including AGM requirements in the RFP, hard to keep on the priority list for LOC somehow (lesson learned, but what lesson? ;-) )
Category:FOSS4G2011