FOSS4G 2013 Planning Meeting February 22nd

Attendance - Ian, Jeremy, Addy, Rollo, Barry, Antony, Claire, Jo, Franz-Josef, 
Apologies - Barend, Suchith, Steven, Mark, Franz-Josef (partially 
Registration/Prices
* registration is now open and we have 2 registrations!!
* Prices as stated on the site - £350 early bird and so on.
* need to get registrations flowing
Contract
* shelley on leave til tuesday
* everything seems ok, just waiting for wifi to be confirmed
* need to sign the contract asap as we are pretty much committed to the venue now. 
* wifi - positive that they will be able to work towards what we want but they want us to firm up on what we actually need.
* if not sorted by the face2face, perhaps JM, MI can have a meeting with shelly and the techie chaps.
Call for presentations
* Update on numbers of submissions - Claire to update numbers on basecamp.
Call for Workshops
* Update on numbers of submissions - ditto see above
Hackathon update
* first of google hangouts has happened (actually 2) 
* Need updates for next meeting!
* Jo needs a link to the hackathon, Claire may know where it is on EventBrite....
http://hackathonfoss4g2013-es2004.eventbrite.com/?rank=1
Code Sprint
* Need updates for next meeting!
Call for Maps
* Barend volunteers for jury duty and other help (sort of obliged to, since I call myself Cartographer...)
* Ken has produced a doc which is on basecamp. The big thing at the moment is the logistics around a digital display. Talking to OS to see if they will take a sponsorship lead to shout about it and perhaps supply some big monitors. Also chatting to CASA about the ipad wall. 
* Idea is to have this as a continuing background thing where folk can mill around and see the maps.
* Will be a judging session and an award session.
Paper selection F2F dates -
* 24 and 25 April in Nottingham
* venue - one on Uni campus (colin campbell building) close to venue and cheap.
* timings - start time 1130 on 24th and finish at 1700 on 25th
* can everyone think about their travel and enter their arrival times on basecamp (new doc titled F2F to be set up)
Publicity (Marketing & PR)
* "maptember" : BSR - little site to aid interaction (ADD LINK) Register Maptember.org aliased o the amazon site
* Press release - enquiries email set up as a central point. 
* RH suggests adding a page on the main site that has press releases/media contact or something 
* RH/AS happy to help write them
* Claire happy to send them out
* BUT - who to send them to... we have a massive list of possible recipients. AS has a google doc of where he sent the last press releases. 
Comms group - Make a list of folk to send things to, put your name next to your suggestion if you have a link to it then you are responsible for the contact.
Comms group to think of a broader stratergy for the next meeting
ACTION Comms group - they will have a press release prepared for next meeting
Open Source Conference in April
* Ian is in touch with organisers
Social
* Need to kick off a group thinking about social and entertainments
* Make contact through venue to the Nottingham Experiences group who have a list of venues and interesting things/places to go. Action - JM
* May want to book 1 venue for a larger group. (i.e. nottingham dog stadium, comedy clubs, cricket, fitba aka football)
* "Nerds" news : BSR 2 nerds 1 show. Who is the contract with? AGI.
* Mike Parker - AP to contact and find out costs
* RH - speaking to Nick Crane
Academic Track
* 18 submissions, 5 from one author
* nobody from the community I am familiar with (except Maria B)
* Little bit disappointing - 
* closing tonight
* perhaps people are looking to submit through the standard track
* leave the instructions for authors, but clearly state that it is now closed but leave Barend's email address for authors to contact the team.
* Leave open til Monday
Sponsorship
* Confirmed 19 sponsors
*redacted*
Keynote speakers
* Paul Ramsey accepted (can be public)
*redacted*
ACTION - 
* Need the Bio's for keynotes - can we add these to the website. JM defers this to the comms group to decide how this fits with their PR drive.
Open Source Conference in April
* Ian is in touch with organisers
Next Call
* 2 weeks time.....