FOSS4G 2014 Planning Meeting 19th August

FOSS4G LOC Meeting, August 19th, 2014
Renewable Funding, 5:45-7:30 pm
current as of 2:05pm 8/19. Notes/changes happen in the related Google Doc
Agenda
I - Money
Budget overview (Darrell)
Additional budget items:
Gala Facilities/Additional Expenses? Tents, DJ, etc? 
Adding workshops lunch (Darrell) (http://www.campusdish.com/NR/rdonlyres/7E648CBA-A79F-45A7-A621-9B91A1F0769E/0/PSUMod_Everyday.pdf)
Final commitment for funds on opening night party? Lets Figure out how to pay for some food (Tanya / Ryan)
Trimet Tickets Purchase (Neil)
T-Shirt orders (Tanya)
More Stickers?
Lanyards (VTM)
Name badges (VTM)
Proposing 5 badge types, all double side in full color:
Attendee (approx. 500)
Sponsor (approx. 75)
Volunteer (approx. 75)
Presenter (approx. 200)
Press (approx. ?) 
1 hr of design time and printing = ~$600.00 from Alphagraphics for either vertical (?”x?”) or horizontal (4” x 5”)
Need to buy name badge holders-- approx. $0.30 a holder ($300)
Other money stuff
Keynote transportation
II- Deadlines
Final Assignment of Rooms for Workshops and Tracks
Catering counts: what are our final deadlines?
Schedule changes. 
Workshops, sessions, academic, other. 
Impact to attendees, organizers, funds, program design, program printing, etc. (Eli wrote this, but Amy and Monica and EVH know everything)
scheduling repeat workshops? Relationship to waitlists 
Printed Program Deadlines
missing logos or ads? 
Fill in options
revision process
draft review 
edit process
print schedule 
post printing cancellations, time changes, speaker changes, etc -- errata page
Lodging (Doubletree / Staybridge)
Sponsor Booth locations
Signage DEADLINE: Wednesday, 8/20 for design -- Will go to print on Monday
General Session: 
VTM recommends a 4’x10’ ($178 + hanging fees + design work) or 4’x12” ($213+hanging fees + design work) banner that will hang behind the speaker in between the screens
Exhibit Hall:
(2) Vertical signs just inside doors.
All sponsor logos?
If yes, half on one side, half on the other side?
Little tabletop A-frame signs on tables:
100 qty = $297.50 includes full color logos
All sponsor logos?
Registration Counters:
(2) Vertical signs on either side of registration desk..
All sponsor logos?
If yes, half on one side, half on the other side?
Registration counters will have FOSS4G logo on bottom, headers on top:
Alphabet split into 6 lines (3 counters)
On-site registration (1 counter)
Speaker (1 counter)
Sponsors (1 counter)
Breakout rooms:
Podium placards (10? 9 tracks + general session)
FOSS4G logo only?
Any additional directionals needed? 24”x36” foamcore on easel.
III- Communication
Need another blast ASAP. These do make a difference in registration #’s.
Content is ready to go. Tanya to train KB on how to MailChimp
Need to send update to Presenters (who will do this?)
include timeslot
assuming your own laptop, otherwise slides on thumb drive
Could use some clarification from OCC on podium connections (Neill and/or VTM?)
Volunteers (Tanya)
draft schedule is available
task list is online https://docs.google.com/a/reed.edu/spreadsheets/d/127w-nt_DZgCHsmJ5IS_CwXxKlEc5IItPGLAcBOnsGyI/edit?usp=sharing (please add your needs for volunteers here and we will match someone to the tasks)
we have X volunteers confirmed and registered, Y more expected
Did someone follow up with and resolve USACE finance paperwork requests?
Need to add one or more pages to the website for venue info.
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IV - Other
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Sponsor updates (specifically has additional booth space been added and assigned?). Appears yes. (VTM - Eli requested)
Map Gallery Update and Vendor Hall space discussion
Rules on food for OCC (Alyssa asked about bringing donuts and maybe beer to her talk. Any rules on that?)
Review last week’s todo’s